HTML Preview Disciplinary Meeting Letter page number 1.
DATE: JUNE 2015
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are subject to regular review and no warranty or representation can be provided regarding the accuracy of such information. The Auckland Chamber of Commerce and the provider do not accept liability for any
losses or damage arising directly or indirectly from reliance on the information. www.aucklandchamber.co.nz
If you have any questions, please call 0800 CHAMBER (0800 242 623).
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MISCONDUCT PRE-DISCIPLINARY
MEETING LETTER TEMPLATE
The below template is an example of a Pre-Disciplinary Meeting notification. This is NOT to be used for Performance Management Meetings
and ONLY to be used for Misconduct Meetings. In all instances we advise that you always call 0800 Chamber (0800 24 26 23) when handling a
disciplinary meeting of any nature to get the best advice.
One thing to remember is ensure you have your policies in place on what is:
Poor Performance – examples being, but not limited to: Excessive errors in work; Not meeting deadlines without reasonable explanation:
Unsatisfactory work output compared to satisfactory standard or regular customer complaints.
Misconduct – examples being, but not limited to: Failure to follow procedures; Breach of Confidentiality; Withholding information that
impacts on progression of project/job; Absent without reason or excessive absenteeism.
Serious Misconduct – examples being, but not limited to: Theft; Physical; Violent or Threatening Behaviour; Tampering of Company
Assets for Personal Use; Falsification of Documents being reports, records or expenses; Sexual Harassment.
Having policies on each of these will provide a clear route to follow. Sometimes culture and policy don’t marry up. In some cases you may need to
view whether it was deliberate or negligent or whether this is the culture norm for your organisation.
For further information please refer to other resources
within the Chamber being:
• Disciplinary Flow Chart
• Disciplinary Interview Checklist
In all instances please phone 0800 CHAMBER for support/
advice on the process. Despite your initial reaction to the
offence or performance issue a process must be followed
and a preconceived outcome must not be determined. All
action must be fair and reasonable.
DATE: (Date of letter must be same date that the employee receives the letter.)
TO: Mr./Ms. FULL NAME (FIRST AND LAST)
FROM: <MANAGER’S FULL NAME>
RE: Notice to Attend a Pre-Disciplinary/Disciplinary Meeting
Purpose of Notification
This letter is formal notice for you to attend a Pre-Disciplinary (PDC) /Disciplinary Meeting (DC) on DATE
at TIME in LOCATION. <Note it is intended that the timeframe provided is fair and reasonable to the
Employee to allow them time to organize a support person. Generally this is 48 hours>. The purpose of
this Meeting is to determine if your involvement in recent events (specifically, <…>) warrants disciplinary
action, up to and including dismissal.
Relevant Past Occurrences and Active Disciplinary Actions
<Note any past relevant conversations with employee regarding this topic, including other documented
clarifying conversations with the employee, or other evidence showing that the employee was aware of
expectations, etc. Include all active disciplinary actions, and list them with a brief synopsis (usually, the
first paragraph from the disciplinary letter).>
1. <On <DATE> you and I met regarding <…> and I instructed you to <…>. On <DATE>, I sent you
a follow-up email summarizing this conversation.>
2. <On <DATE> you attended a workshop on <…>>
3. <On <DATE> you received a Written Warning for Unacceptable Personal Conduct, specifically
due to <…>>
Incidents Resulting in This Pre-Disciplinary/Disciplinary Meeting
<Detail what occurred and be sure to include what information the employee has already provided to
explain the incident, etc. Provide all details you are relying on to make the allegation. When possible,
note specific and relevant performance expectations that were not met and explain what is unacceptable
about the employee’s work or actions. Include any specific consequences of the actions.>
1. <POINT #1>
2. <POINT #2>
3. ...
Pre-Disciplinary/Disciplinary Meeting Procedures
I will conduct the Pre-Disciplinary/Disciplinary Meeting. Also present will be <NAME & JOB TITLE>. Due
to the nature of this meeting you are entitled to bring a support person to this meeting and any other
follow up meeting we may have post this meeting. In the Meeting, you will have the opportunity to
present any additional or clarifying information that you believe is relevant to my evaluation of this matter.
We will consider your responses and undertake any further required investigation before a decision is
made.
Employer’s Signature
Employer’s Signature: _____________________ Date: ________________