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Investigation meeting invitation (to subject of allegation) letter

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If an employee is suspected of misconduct, the employer must carry out a fair and proper investigation into the allegations and determine the facts of the case through gathering evidence.

It may be necessary for the employer to hold an investigatory meeting with the employee concerned.

Where an investigatory meeting is necessary, the employer should give the employee advance warning and time to prepare for it.

Use this model letter to invite the employee who is the subject of an allegation of misconduct to an investigation meeting.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
113
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What is an Investigation meeting invitation (to subject of allegation) letter?

An investigation meeting invitation letter is a formal document that is sent to an employee to invite them to attend a meeting to discuss an issue or incident that requires investigation. The letter should be written in a clear and concise manner, and should include the following information:

  1. Purpose of the meeting: Explain the reason for the meeting, including any specific allegations or concerns that need to be discussed.

  2. Date and time: Provide the date and time of the meeting, as well as the location.

  3. Attendees: List the names of the individuals who will be attending the meeting, including any managers or HR representatives.

  4. Procedure: Explain the procedure that will be followed during the meeting, such as the format of the meeting and how evidence or information will be presented.

  5. Confidentiality: Explain that the matter under investigation is confidential, and that the employee should not discuss it with anyone outside of the meeting.

  6. Contact information: Provide contact information for the person who will be conducting the investigation, in case the employee has any questions or concerns.

It is important to ensure that the employee has a clear understanding of the purpose and scope of the meeting, and that their rights are respected throughout the process.

Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

Investigation meeting invitation (to subject of allegation) [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

I am writing to advise you that you are required to attend an investigation meeting on [date] at [time] at [location].  The meeting is to discuss the following allegation(s):

  1. [Insert details of allegation(s)]

[name] will chair this meeting and [name] will take notes.

You should be aware this investigation meeting is to consider your explanation for the above concern(s) and you should attend prepared to explain these matters.

Please note that this meeting does not constitute disciplinary proceedings, nor does it in any way suggest that you are guilty of any offence. However, should we not be satisfied with your explanation, this may lead to formal disciplinary action.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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In which communication or process sequence does this template belong?

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Plans
Investigation plan template

Use this form to determine the arragements for the investigation, including the issues to be explored, who is involved and the target date.

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Investigation meeting invitation (to subject of allegation) letter template
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Scripts
Investigation meeting script

Efficiently conduct investigations with our structured meeting script, promoting fairness, consistency, and thoroughness in gathering evidence

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investigation meeting invitation (to subject of allegation) letter