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]

[Letterhead Details]

[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

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 reoccurring 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 have decided to issue you an Improvement Note in accordance with the NHSBT Disciplinary Policy, which you accepted, and will remain on your file for a period of 6 months until [date when sanction will end].

Should any circumstances arise connected with this matter, you must raise this with me as soon as practicable. We can then discuss any support that may be available to you in line with operational needs.

Please note that should there be no improvement in [issue] within this 6-month period, then further disciplinary action may be taken.

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.

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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.]