Disciplinary policy – disciplinary policy template and disciplinary hearing letter

You need a clear disciplinary policy to ensure a fair and consistent working environment for your employees.

Your disciplinary policy should set out what is acceptable and unacceptable behaviour and what happens when rules are broken.

So, we’ve teamed up with Clarkslegal to bring you both a customisable disciplinary policy template and a disciplinary hearing letter.

Your disciplinary policy template explains the procedure to follow when an employee’s standard of behaviour drops. Your disciplinary hearing letter, on the other hand, is an employee’s invitation to attend a meeting to discuss their performance, conduct, or attendance. Grab both templates below.

Disciplinary policy template - free PDF and Word download

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Why use a Clarkslegal template?

Although you have a number of legal requirements, you might not have a team of lawyers on hand to help you meet them.

That’s why Clarkslegal have created customisable legal templates to help make sure you have the legal assistance you need.

What is a disciplinary policy?

When an employee’s conduct or attendance is lacking, you should have a written policy to let them know what disciplinary action you can take against them.

The rules make sure your workplace is a place where individual employees are treated fairly and consistently. They’ll usually explain the disciplinary process start to finish – from informal warnings to final disciplinary action, including dismissal.

As well as your written policy, there’s an Acas code of practice you should follow (our template follows the Acas code).

Procedures vary from organisation to organisation, so our customisable template should help you lay down your rules. Remember they should be clearly communicated to employees in the policy or staff handbook.

What does the disciplinary policy template cover?

Our customisable disciplinary policy template covers what happens when you need to notify an employee they should improve their performance, conduct, or attendance. It runs through the procedure for:

  • Informal warnings
  • Investigation
  • Criminal charges, where the employee’s conduct is part of a criminal investigation
  • Disciplinary meetings and the employee’s right to be accompanied to them
  • The stages of disciplinary action
  • When an employee is found guilty of gross misconduct
  • An employee appealing against a decision

There are sections you can change as applicable – for instance, who an employee appeals to following a disciplinary decision (you do need to give a name).

Disciplinary decisions can range from no action to demotion or dismissal.

The template also gives examples of what might be considered gross misconduct, as your policy needs to include them. They’re breaches so serious it’s likely to lead to dismissal without notice – such as theft, gross negligence, or physical violence.

If an employee has been found guilty gross misconduct, you can use our termination of employment letter template (confirmation of dismissal without notice).

What is the disciplinary hearing letter?

After an investigation into the employee’s conduct, you may need to invite them to a disciplinary meeting.

You can use our disciplinary hearing template as the basis of this invitation. Along with the letter, you might want to enclose:

  • The code of conduct
  • The disciplinary procedure
  • Contract of employment
  • Witness statements
  • Any other evidence

Remember, your employee has the right to be accompanied to the meeting.

Click to download PDFs of the disciplinary policy template and disciplinary hearing letter template.

If you would like to make changes and don’t have Adobe Acrobat, you can also download our disciplinary policy template and disciplinary hearing letter in Word format.

The attached document has been produced by Clarkslegal so we can’t take responsibility for its contents. We’d recommend you take professional advice before making any important decisions based on its contents.