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: Investigation Meeting Outcome - Issue of uncontested sanction

I write to confirm the outcome of our *delete as appropriate *telephone call/meeting/conversation on [date] and investigation. The purpose of this *delete as appropriate telephone call/meeting /conversation was to advise you of the outcome of the investigation into the allegation that you [state allegation including date of alleged incident and any other appropriated details e.g. resulting in a complaint from a donor]

The investigation was conducted by me as Investigating Officer *delete as appropriate *you were accompanied by [insert name], *delete as appropriate a work colleague/ trade union representative, [union].

[Summarise details of the investigation]

[Summarise details of mitigation]

Following our investigation meeting as discussed on [date] the outcome of the investigation was sent to [name, job title], the senior manager reviewing the investigation, who reviewed the findings of our report and recommended that a [sanction] should be provided to you as an outcome to consider, without the case going to a full disciplinary panel.

*delete as appropriate *as part of the investigation and in addition to the sanction outlined above, further *delete as appropriate *recommendations/actions have also been considered, which you have accepted as follows:

[Add the recommendations/actions]

(If accepted the sanction in the meeting use the following 2 paragraphs*)

*In line with the Disciplinary Policy, you were given the opportunity to consider this sanction and the recommendations above. You advised me *at the meeting OR (delete as appropriate*) *during our discussions, that you have taken on board all of the comments made, do not require any additional time to discuss/consider the outcome/recommendations and confirmed your acceptance.

This outcome letter serves as the [sanction] following the investigation. This sanction will remain on your file for a period of [timescale, AS DETAILED IN THE POLICY] from [date] until [date] and, as you have accepted the sanction, you will not be given the right of appeal. *delete as appropriate *we will make the necessary arrangements for the above [details of support] to be arranged for you.

(If employee wanted the 7 days to consider the sanction use the following 3 paragraphs)

*In line with the Disciplinary policy, you were provided with 7 calendar days from the date of our meeting date] to consider this sanction.

*You will need to confirm in writing to me either by email or letter by [date], whether you wish to accept this sanction. I do need to confirm that if you accept the sanction you will not have the right to appeal against it and that the sanction would remain on your file for a period of

[timescale, AS DETAILED IN THE POLICY].

*Should you decide that you do not want to accept the sanction your case will be put forward to a Disciplinary panel to hear. You would have an opportunity to put forward your case to the panel and I would put forward the management case. The panel would consider all the information provided and decide if a disciplinary sanction should be issued and/or any other recommendations.

(Include following 2 paragraphs in ALL letters)

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 7832808. Alternatively, if you just wanted to find out more about it you can visit their website https://wisdom.healthassured.org/login. The ‘organisation code’ is MHA021261. There is also the “Wisdom” App available on Play Store and App Store. You can activate the App using code MHA021261.

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.]