PRIVATE AND CONFIDENTIAL

[Date]

[Name]
[Address]

Re: Invitation to Disciplinary Hearing

Dear Mr./Ms. [Name]:

Due to your recent actions in which you were reported to have been involved in an incident of theft in
one of our project sites, I am writing to inform you that you are required to attend a disciplinary hearing
on [Date & Time] at [Webinar or Physical Meeting Place].

At this hearing, the following allegations against you will be discussed in great detail:
[Insert summary of the violation].

Should any additional allegation arises during the course of this procedure, please be advised that it may
be included in the investigation as well.

Enclosed in this letter is a copy of all relevant documents from the initial investigation which can be used
as evidence against you during the hearing. All of these documents and any other document that you
will present during the hearing will be considered. If you would like to submit any document for
consideration at the hearing, please let me have copies, along with the names of any witnesses you wish
to bring forward, by no later than [Time] of [Date].

This meeting shall be presided by [Name] and attended by [List of Names].

Depending on the facts established at the hearing, the result of the investigation could lead to any of the
following:

 No formal action will be taken against you

 You will be given a final written warning
 Termination of your employment

Please take note that a decision on this matter will not be made until you have had the full opportunity
to present your version of events and the documents supporting your claim.

Please be reminded that this matter is strictly confidential and should not be discussed with any of your
colleagues other than your witness.

If you wish to clarify any of the details in this letter, please do not hesitate to contact me through
[Contact Number]. I will be more than happy to address your concerns.
Yours sincerely,

____________________
[Name]
[Position]

Noted by:

____________________
[Name]
[Position]

 Personally to the employee  Employee/Authorized  By Registered Mail

Representative refused to
 Authorized Representative acknowledge receipt  By Courier
Name of Representative: ____________________________
Date of Service:  By Electronic Mail
Relationship to Employee: ___________________________ _________________________
*proof of receipt needed

Proof of Receipt: Service attested by witnesses:

Reason:
 Employee on Leave
_ _________________________________________________ _ ________________________
(Signature over Printed Name) (Date/Time) (Signature over Printed Name)  Others (please specify)

____________________