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: Disciplinary Panel Meeting Outcome

I am writing to confirm the outcome of the disciplinary panel meeting held on [Date, Time and Location]. I chaired the meeting and was supported by [Panel name/s and job title/s]. (*Delete as appropriate) *You attended and were represented by [Representative name], [Union name or job title if NHSBT colleague]. OR *You were not represented and confirmed that you were happy to continue with the meeting without a representative being present.

[Name of Manager and job title] and [Name of Manager support or HR support and job title] presented the management case.

The meeting was held under the Disciplinary policy.

The meeting was held to consider the following allegation: “[Details of allegation]”

The details and response provided by management were:

[Summarise the main points presented by management, include key points of the investigation etc]

You provided the following response and mitigation;

[Summarise the most important points of the case the employee put forward in response to the management case and any mitigation they presented or demonstrated]

The panel considered all the information provided in relation to the case, both through documentation provided prior to the panel and information discussed during the panel. In making the decision consideration was given to the following;

[Details of the facts that were given weight in the decision-making process. Acknowledge any conflicting evidence and summarise how this was dealt with. Include any detail from witnesses. Include anything else relevant to the case, you considered to help you make your decision]

The Panel informed you that after careful consideration, its decision was to; [Details of decision] [Give a sentence to explain the reason.] [Details of any further actions recommended by the panel e.g. training/mentoring/compliance/process review etc]

[Note: The dismissal reason must be one of the 5 fair reasons for dismissal (seek HR advice)]

(*Delete as appropriate) [dismissal with notice] your notice will be XX weeks. [Notice will be either contractual at 4, 8 or 12 weeks, or statutory which is one week for every completed year of service to a maximum of 12 weeks]. Your termination date is [date, month, year]. Your annual leave will be calculated up to and including your last day of service, minus any annual leave taken. This will be paid in your final salary. [Provide details of any requirements such as not to attend work [Provide details of how/when ID badge and other company property is to be returned].

[Summary dismissal - in cases of gross misconduct] Your dismissal is with immediate effect from the time of decision, without notice or pay in lieu of notice. And therefore, your termination date is [date, month, year] Your annual leave will be calculated up to and including your last day of service, minus any annual leave taken. This will be paid in your final salary. [Provide details of how company property is to be returned – immediate return of ID badge and removal of items from lockers and collection of personal items may be appropriate, work with the colleague and their representative on this].

(*Delete as appropriate) [Where recommendations are made, include the following paragraph]

I shall advise your manager of these recommendations and ask they work with you and others as appropriate to progress these through their implementation. I will ask your manager to keep me updated on their progress and provide rationale for any unreasonable delays or circumstances where they are not progressed.

You are advised of your right of appeal against this decision, which must be in writing within 7 calendar days of the date of this letter. Your appeal letter should be addressed to (*Delete as appropriate) *[Managers name and job title – this should be the next level of management above you], as chair of the panel and either sent to [ Email or postal address to send appeal]

OR *in the case of a dismissal you are advised of your right of appeal against this decision, which must be made to the Appeal Secretary, by email to Kirsty.Stewart@nhsbt.nhs.uk within 7 calendar days of the date of this letter.

Within 21 calendar days from the date of the outcome letter, you will be required to provide full details of your grounds for appeal, making clear what resolution you are seeking. This will then be provided to me for me to prepare my response to your grounds of appeal. This will be provided to you a minimum of 7 calendar days before the date of the appeal panel.

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 either call the 24-hour telephone line on 0800 783 2808. Alternatively, if you just wanted to find out more about it you can visit their website https://healthassuredeap.co.uk/, the ‘access code’ and ‘password’ are both 72992. You can also access the service via your own personal e-mail address. This service also extends to leavers for up to 3 months after your employment ceases.

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:]	The Appeals Secretary (only if a dismissal)

[Encl.]