Disciplinary Investigation Outcome Letter Template for Australia

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Key Requirements PROMPT example:

Disciplinary Investigation Outcome Letter

"I need a Disciplinary Investigation Outcome Letter for a retail employee who has been found to have violated our cash handling procedures on multiple occasions in January 2025, resulting in a final written warning with a performance improvement plan."

Document background
The Disciplinary Investigation Outcome Letter is a crucial document in Australian employment law practice, used following the completion of a workplace investigation into alleged misconduct or performance issues. It forms part of the formal employment record and may be referenced in any subsequent legal proceedings. The letter must comply with Fair Work Act 2009 requirements and demonstrate procedural fairness in the investigation process. It typically follows a structured investigation process and should be issued promptly after the investigation's conclusion. The document serves multiple purposes: it formally communicates findings, outlines any disciplinary actions, provides a record of the decision-making process, and informs the employee of their rights and appeal options. The letter must be carefully drafted to ensure it is clear, comprehensive, and legally compliant while maintaining appropriate professional tone and documentation standards.
Suggested Sections

1. Letter Header and Date: Company letterhead, date, reference number, and confidentiality marking

2. Recipient Details: Employee's full name, position title, and internal address

3. Investigation Context: Brief recap of the incident(s) that led to the investigation and investigation timeframe

4. Investigation Process: Overview of how the investigation was conducted, including interviews and evidence reviewed

5. Allegations Summary: Clear statement of each allegation that was investigated

6. Findings: Detailed findings for each allegation, including whether they were substantiated or not

7. Decision and Consequences: Clear statement of the disciplinary action being taken and reasoning

8. Next Steps: Information about implementation of the decision and any required actions from the employee

9. Support Available: Information about Employee Assistance Program or other support services

10. Appeal Rights: Information about the employee's right to appeal and the process

11. Closure: Signature block and contact details for follow-up questions

Optional Sections

1. Performance Improvement Plan Reference: Include when the disciplinary outcome includes a requirement for a performance improvement plan

2. Return to Work Arrangements: Include when the employee has been on suspension and is returning to work

3. External Reporting Obligations: Include when the investigation outcome must be reported to external authorities or regulators

4. Final Warning Statement: Include when the disciplinary action constitutes a final warning

5. Confidentiality Requirements: Include specific confidentiality obligations when sensitive information is involved

Suggested Schedules

1. Investigation Report Summary: Detailed summary of the investigation findings and evidence considered

2. Relevant Policy Extracts: Copies of relevant workplace policies that were breached or are relevant to the outcome

3. Performance Improvement Plan: If applicable, detailed plan for performance or behavior improvement

4. Meeting Notes: Summary of key meetings held during the investigation process

5. Evidence List: List of all evidence considered in reaching the decision

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries

Healthcare

Education

Financial Services

Manufacturing

Retail

Professional Services

Government

Technology

Construction

Mining

Hospitality

Transport and Logistics

Non-profit

Telecommunications

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Industrial Relations

People and Culture

Senior Management

Operations Management

Relevant Roles

HR Manager

HR Director

Employee Relations Manager

Legal Counsel

Compliance Officer

Department Manager

Senior Manager

Operations Manager

General Manager

Chief Human Resources Officer

HR Business Partner

Industrial Relations Manager

Workplace Relations Advisor

People and Culture Manager

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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