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Invitation of witness to disciplinary hearing letter

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Our Invitation of Witness to Disciplinary Hearing Letter Template ensures a fair and transparent process, securing essential testimony for a comprehensive hearing.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is an Invitation of witness to disciplinary hearing letter?

The purpose of an Invitation of Witness to Disciplinary Hearing Letter Template is to formally invite witnesses to participate in a disciplinary hearing.

The letter serves as a formal request, notifying potential witnesses about the hearing and their role in providing relevant testimony. It includes essential details such as the date, time, and location of the hearing, as well as the specific information required from the witnesses.

The template aims to ensure a fair and transparent disciplinary process by gathering relevant information and testimony from witnesses who may have firsthand knowledge of the incident or behavior under investigation. It helps in conducting a comprehensive hearing, allowing all parties involved to present their perspectives and evidence for a well-informed decision.

Best practice timescale for this to be issued
When should this letter be issued?
No later than 2 clear working days prior to the hearing, to ensure that the witness has reasonable time to prepare
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • Employment Rights Act 1996: Provides guidelines on conducting disciplinary hearings and the right to call witnesses to present evidence.

  • Equality Act 2010: Ensures that witnesses are treated fairly and not discriminated against based on protected characteristics.

  • ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for conducting disciplinary hearings, including involving witnesses.

  • Data Protection Act 2018: Ensures that employee data related to disciplinary hearings, including witness information, is handled securely and confidentially.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Invitation of witness to disciplinary hearing [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Invitation to attend disciplinary hearing as witness

You have been called as a witness to attend a disciplinary hearing on [date] at [time] at [place]. This hearing has been arranged for a disciplinary panel to hear evidence and make a decision about [name of employee]'s conduct in the workplace [on [date of allegations] ].

We are calling you to give evidence at the hearing because you have already assisted us with the investigation by [attending an investigatory interview] or [submitting a witness statement].

You will be required to give evidence and answer questions that are put to you by [name of employee] or [name of the employee's representative] and [the disciplinary panel]. The disciplinary panel will be chaired by [name of disciplinary officer(s)] and [name of individual] will take minutes of the hearing.

[You may wish to be accompanied at this meeting by a workplace colleague [or a trade union representative].]

We appreciate that giving evidence as a witness may not be easy for you. However, your evidence is important in this case and we are grateful for your assistance in this matter. If you cannot attend the scheduled hearing for any reason, I would be grateful if you could let me know as soon as possible. [It would also be helpful if you could let me know by [date] whether or not you will be accompanied.]

I would be grateful if you could keep this matter confidential and not discuss it with your colleagues. If you have any questions or concerns, please do not hesitate to contact me.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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£ 9

Get much more with our
Disciplinary template toolkit:
Invitation of witness to disciplinary hearing letter
invitation of witness to disciplinary hearing letter