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[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: Invite to investigation meeting - Witness

I am currently investigating an incident that occurred on [date/time/place]. During my investigation, it has come to light that I need to speak to other people who may have witnessed that particular incident or be aware of events that may have influenced the person’s actions leading up to the incident.

*delete as appropriate you have already provided a summary of what you saw/heard after the event, and we would now like to follow up on this.

As you may be able to help with our investigation, I am inviting you to attend an investigatory meeting on [date/time/place] as a witness. The investigation will be conducted by myself *delete as appropriate *and I will be supported by [Name, Job Title].

At this meeting I will be asking you to tell me what, if anything, you saw or heard at that time and answer any questions in relation to the sequence of events.

You have the right to be accompanied by an NHSBT employee or the representation of a 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).

The information you provide us may be used to help us form a decision about the incident. If we find there is a case to answer, you may also be required to attend a panel meeting as a witness in which case we will contact you to make you aware of these arrangements.

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.]