Invitation to a disciplinary meeting, Nikolai Sorokin
Disciplinary meeting letter template giving purpose, place and a support person
An invitation to a disciplinary meeting has to tell the employee enough to prepare and make clear that nothing has been decided. This one names two till variances with their dates and amounts, gives the date, time and room, attaches the four documents that will be discussed, and offers a support person in writing.
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Section by section
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- Letterhead and addressee
- Lakeward Hotel ledger letterhead with ABN, 9 October 2026, private and confidential, to the food and beverage attendant.
- Subject
- Invitation to a meeting about cash handling on two shifts.
- Opening
- Nothing decided, no finding made, and the meeting exists to hear his account first.
- Date, time, where
- A three value strip: Thursday 15 October, 2:00 pm, the mezzanine room.
- The matters
- A $180.00 variance on 26 September and $145.00 on 2 October, both on shifts he closed and reconciled.
- What is attached
- Till reconciliation sheets, the void and refund report, the roster showing key holders, and the cash handling procedure.
- You may bring a support person
- A callout offering a colleague, friend or union representative, with the Fair Work Act 2009 named and a date to confirm.
- Possible outcomes
- From no action to a written warning to termination, depending on his account and the documents.
- Signature block
- One party, the venue manager, with a date line.
How to adapt this document
For a performance meeting rather than a conduct one, replace the variance paragraph with the targets and results being discussed and the period they cover, and change the outcomes sentence, since dismissal is rarely on the table at a first performance conversation. For a meeting that follows an investigation, add a line naming who investigated, when, and that the report is attached, because an employee walking into a meeting with an unseen report cannot respond to it. For a meeting where an interpreter or an adjustment is needed, say in the callout that one can be arranged and give a date by which to ask, which removes the awkwardness of having to request it.
Which law the terms follow
The artifact is written for an Australian employer, in this case a Victorian hotel whose ABN is on the letterhead. The letter is shaped by what the Fair Work Act 2009 treats as relevant to whether a dismissal is harsh, unjust or unreasonable: whether the employee was notified of the reason, whether they were given an opportunity to respond, and whether the employer unreasonably refused to allow a support person at discussions relating to dismissal. That last criterion is why the callout offers a support person in writing. The Fair Work Commission's benchbook collects the decisions applying those criteria.
What makes this document work
The subject is two amounts and two dates
A variance of $180.00 on the terrace bar till on Saturday 26 September and $145.00 on the same till on Friday 2 October, with the employee named as the closing attendant on both. An invitation that says a meeting about your conduct gives the employee nothing to prepare.
The documents come with the letter, not at the meeting
Till reconciliation sheets for both shifts, the point of sale void and refund report, the roster showing who else held a till key, and pages 3 and 4 of the cash handling procedure. The roster is the one that lets the employee raise an alternative explanation.
The possible outcomes are named without prejudging them
The closing paragraph says outcomes range from no action to a written warning and, on the most serious view, to termination, and that which follows depends on what he says and what the documents show. Naming termination as possible is fairer than springing it later.
Questions people ask
How much notice should be given for a disciplinary meeting?
Enough to read the material and arrange a support person, which in practice means a few days rather than a few hours. This letter is dated 9 October for a meeting on 15 October, with the support person to be named by 14 October, and it offers to move the time.
What should be in the invitation?
The purpose in specific terms, the date, time and place, the documents to be discussed, the right to a support person, and a statement that no decision has been made. Leave out any conclusion about what happened, because the meeting exists to hear the employee's account first.
Does the employee have to attend?
They should be given a genuine opportunity, and most contracts and policies expect attendance. If the employee declines, offer a written response instead and record the offer. Proceeding without giving either chance is the step that undoes an otherwise sound process.
Who can be a support person?
Anyone the employee chooses to support them, commonly a colleague, a friend or a union representative. The support person is there to assist rather than to advocate, and unreasonably refusing one weighs against an employer if a dismissal is later assessed under the Fair Work Act 2009.
Should the letter say dismissal is possible?
Yes, where it genuinely is. An employee who is not told the meeting could end their job cannot prepare properly, and a dismissal that follows an invitation implying a quiet chat is hard to defend. Name the range of outcomes and say what they depend on.
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