You will need to ensure you REMOVE any paragraphs, wording or highlighted sections that aren’t relevant. If you need help on how to use the template letter, refer to the How to complete a Template Letter document on People First

[Letterhead Details]

STRICTLY PRIVATE AND CONFIDENTIAL

Addressee

Address 1

Address 2

Address 3

Address 4

Address 5

Ref: [Sender’s Initials]/ [Employee’s Initials]/ [Case Number]

[Date]

Dear [Employee Title, Employee Name],

Re: Improvement Note - Contested

Thank you for meeting with me on [date] at [location]. The purpose of our meeting was [summary of reasons e.g. attendance issues– this will be the pattern of behaviour captured informally in relation to this specific issue].

*delete as appropriate *As this is an informal process, you were not represented OR

You were represented by [name, union].

I confirmed that previous meetings took place [list the dates of any informal meetings you have had with the employee in relation to this issue], when we discussed my concerns in relation to [the issue].

Since our meeting on [date] there have been [state re-occurring issues] as detailed below:

[List dates and issue]

[State details of the conversation about support you have provided for the employee in trying to resolve the issue and any further support you may be able to provide and agreed]

In review of [issue] and your comments I confirmed that I remained concerned about [issue] and had seen little improvement following our previous discussions in relation to this matter. Therefore, I decided to issue you an Improvement Note in accordance with the Disciplinary Policy. You advised me on [date] that you have considered all of the comments made and have chosen not to accept this.

Therefore, you are required to attend a Disciplinary Panel on [date, time, location] to consider the misconduct detailed above. Should the outcome of this panel be deemed to be misconduct, disciplinary action may be taken against you up to and including dismissal.

The Management case will be presented by [manager and job title], supported by [name, job title]. (*If including management statement of case include following paragraph) *A copy of the management case is enclosed. You are reminded that all documentation, supporting papers and verbal information, in relation to this panel meeting, should remain confidential. (*If management statement of case is not being included use the following paragraph) *The management statement of case will be provided to you in advance of the panel meeting.

You will be given an opportunity to present your case. Please notify me of any witnesses appropriate. You are required to submit any relevant documentation in support of your case to me by [date.]

The Disciplinary panel will consist of myself as the Disciplining Officer and I will be supported by [HR rep, name, job title].

You may be supported by an NHSBT employee or representative of a recognised Trade Union you belong to, not acting in a legal capacity. It is your responsibility to organise this. If you are bringing a representative/work colleague, please call/email me prior to the meeting to confirm who they will be and their capacity (include contact details if employee not at work).

Please confirm your attendance by [date]. Should you fail to attend, the panel may decide in your absence.

I also wanted to remind you of our Employee Assistance Programme. The service is available 24 hours a day, 7 days a week, providing professional help to deal with work or personal issues. If you feel you might benefit from accessing this programme you can call the 24-hour telephone line on 0800 716017. Alternatively if you just wanted to find out more about it you can visit their website www.employeecare.com, the ‘access code’ and ‘password’ are both 72992.

If there is anything you are unsure of or wish to seek clarification, please do not hesitate to contact me.

All details of this process under the Disciplinary policy should remain confidential and discussed only between those parties directly involved in the process. Contents of correspondence and case details should not be disclosed to other parties with the exception of your trade union representative. This requirement for confidentiality applies verbally, electronically, to use of social media and sharing hard copy content.

Yours sincerely,

[Name]

[Job Title]

[cc:]

[Encl.]