Disciplinary Notice

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What a disciplinary notice is

A disciplinary notice is a formal document that tells an employee a conduct concern is being dealt with under the organisation’s disciplinary procedure. It often introduces a meeting or hearing where the matter will be considered.

Its purpose is to ensure the employee knows what is alleged, understands the process and can prepare to respond. It supports a fair, structured approach and creates a clear, dated record of the step taken.

When a disciplinary notice is used

• When a conduct matter is being formally addressed under a procedure.
• When inviting an employee to a disciplinary meeting or hearing.
• When informal steps have not resolved a concern.
• When a specific incident requires a formal, documented response.
• When the employee needs clear notice of the concern and the process.

What a disciplinary notice should include

• The employee’s name, role and the date of the notice.
• A clear, factual description of the concern being addressed.
• Reference to the relevant policy or disciplinary procedure.
• Details of any meeting or hearing, including time and place.
• The right to be accompanied where the process allows it.
• Information the employee may need to prepare a response.
• The possible outcomes that may follow the process.
• Space for acknowledgement of receipt.

Common mistakes

• Describing the concern vaguely, so the employee cannot prepare.
• Failing to reference the applicable policy or procedure.
• Not allowing enough notice before a meeting or hearing.
• Omitting the right to be accompanied where it applies.
• Pre-judging the outcome before the process has run.
• Keeping no dated record that the notice was received.

Good practice

• Set out the concern factually and reference the relevant procedure.
• Give reasonable notice and the information needed to respond.
• Confirm the right to be accompanied where the process allows.
• Keep an open, neutral stance until the process concludes.
• Store a dated, acknowledged copy with the employee’s record.