Conduct and discipline

Disciplinary appeal outcome letter

Confirms the result of an appeal hearing: upheld, sanction reduced, or dismissed, with reasons.

The employee appealed in time, a more senior or independent manager heard the appeal, and a decision has been reached. This is the final step in the internal process and the letter should say so.

Before it goes

  • The appeal was heard by someone not previously involved, and more senior where possible.
  • The appeal hearing was in writing invited, the employee could be accompanied, and the grounds of appeal were addressed one by one.

The letter

[COMPANY NAME] [COMPANY ADDRESS] [DATE] [EMPLOYEE NAME] [EMPLOYEE ADDRESS] Dear [EMPLOYEE FIRST NAME], Outcome of your appeal I am writing to confirm the outcome of the appeal hearing held on [APPEAL DATE], which I chaired. You were accompanied by [COMPANION NAME / You chose not to be accompanied]. [ORIGINAL CHAIR NAME], who made the original decision, attended to explain that decision. You appealed against the decision of [ORIGINAL DECISION DATE] to [issue a first written warning / issue a final written warning / dismiss you with notice / dismiss you summarily] on the following grounds: 1. [GROUND, e.g. that the investigation did not interview a witness you had named] 2. [GROUND, e.g. that the sanction was too severe given your record] I have considered each ground. On the first ground, [FINDING AND REASON, e.g. I agree that [WITNESS] should have been interviewed. I arranged for a statement to be taken, which is enclosed. Having read it, I do not consider it changes the finding that …, because …]. On the second ground, [FINDING AND REASON]. My decision is that [the original decision is upheld and the [sanction] stands / the appeal is upheld in part: the final written warning is replaced with a first written warning, live until [DATE] / the appeal is upheld: the decision to dismiss is overturned, you are reinstated with effect from [DATE] with continuity of service and back pay for the period from [DATE] to [DATE], and the warning of [DATE] will remain live]. This decision is final and concludes the company's disciplinary procedure. There is no further right of internal appeal. Yours sincerely, [MANAGER NAME] [JOB TITLE] [COMPANY NAME]

Filling it in

Each ground
Take them in turn and answer each. An appeal outcome that says "having considered everything, the decision stands" has not considered anything the reader can see.
If overturned
Spell out the practicalities: date of reinstatement, back pay, continuity, what happens to any warning.

What the law says

  • Acas Code of Practice, paragraphs 26 to 29: appeals should be heard without unreasonable delay, by a manager not previously involved where possible, and the outcome confirmed in writing.
  • Acas Code of Practice on disciplinary and grievance procedures: a tribunal can adjust compensation by up to 25% for an unreasonable failure to follow it.
Guidance, not legal advice. Employment law moves; check the current position before relying on any of it, and take advice on anything that could end someone's employment.

What turns this letter into a claim

  • Do not let the original decision-maker hear the appeal. In a very small firm where that is unavoidable, say so and bring in an outside HR adviser if you can.
  • Do not increase the sanction on appeal unless your procedure expressly allows it. Most do not, and it deters appeals.

Questions people ask

Does an appeal have to be a full rehearing?

Not necessarily. It can be a review of the original decision against the grounds raised, or a rehearing where the process was flawed. Either way, the appeal manager must genuinely engage with the grounds and be able to change the outcome.

What if they appeal late?

Your procedure sets the time limit, usually five working days. A short delay with a reason should be allowed; hearing a late appeal costs a meeting and can cure a defect. Refusing one can look like you did not want to hear it.

The letter, with the names already in

Employ AI drafts letters like this one from the employee's record, so the dates, service and pay are already right, and the disciplinary module writes the invitation and outcome letters from the case itself. All 44 letter families, 49 UK policies, GPS clock-in, rotas, leave and timesheets: £2.50 a month plus £1 per employee. 14 days free, no card.

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