INVITATION TO WORKPLACE INVESTIGATION MEETING
Important jurisdiction and process warning
This fictional letter is a worked example, not legal advice and not a universally valid disciplinary or investigation notice. It is written for an employment relationship in England and Wales. The employer must check the employment contract, staff handbook, applicable collective agreement, whistleblowing protections, discrimination law, data protection duties and any current Acas guidance or statutory requirement. An investigation is not a finding of misconduct, and a fair process may require different steps in the particular case. The employee may wish to obtain independent advice. Any right to be accompanied, reasonable adjustment, language support, suspension decision, appeal and formal hearing must be handled under the applicable rules.
To
Marcus Julian Hale
Flat 5, 38 Saffron Wharf
Canterbury, Kent CT1 2RN
From
Miriam Claire Osei, Head of Operations
Riverside Clinical Supplies Ltd
11 Tannery Square, Canterbury, Kent CT1 3PL
Date: 6 October 2026
Dear Marcus,
1. Purpose of the meeting
I am writing to invite you to an investigation meeting at 10:00 a.m. on 15 October 2026 in Meeting Room 2 at Riverside Clinical Supplies Ltd, 11 Tannery Square, Canterbury. The meeting will be conducted by Helen Ruth Mercer, an independent operations manager who was not involved in the events described below. I will attend to take notes. The purpose is to establish facts and to give you a reasonable opportunity to explain what happened. No decision that you committed misconduct has been made.
The concerns currently being investigated are that, on 29 September 2026, you may have released purchase order RS-4418 for 240 sterile storage containers to Greenwell Medical Partnership without the second approval required by the purchasing procedure; you may have entered a delivery date of 3 October 2026 that had not been confirmed by the supplier; and you may have told colleague Owen James Bell that the order was approved when the approval record was incomplete. The reported order value is £18,720 including VAT. These are allegations for investigation, not conclusions.
2. Information presently available
The investigator expects to consider the purchase order, the approval workflow record, the supplier email of 29 September 2026, the delivery schedule, the relevant purchasing procedure and statements from Owen James Bell and Nadia Elise Porter. The company will not assume that any document is accurate without considering your explanation. You may identify other relevant documents or people, although the investigator may need to explain any decision not to pursue a suggested line of inquiry.
Please bring or send any record you want considered, including messages, diary entries, approval emails or evidence about your workload on 29 September. If you need access to a company system to prepare, contact the investigator by 12 October. Do not alter records or contact a witness in a way that could influence their evidence.
3. Meeting arrangements and accompaniment
You may be accompanied where the applicable law or company procedure gives you that right. Please tell Helen by 12:00 noon on 12 October 2026 if you will bring a work colleague or an accredited trade union representative, and provide that person's name. The companion may explain and summarise your position, respond to points and take a private break with you, but should not answer questions in your place. If your proposed companion cannot attend, tell us promptly so that a reasonable alternative can be considered under the relevant procedure.
If you need an interpreter, accessible room, communication support, extra time, a remote meeting or another reasonable adjustment because of a disability or health condition, contact Saira Khan, People Adviser, on 01227 555 418 or people@riversideclinical.example.test. We will consider requests carefully and keep health information confidential on a need-to-know basis.
4. Conduct during the investigation
You remain employed on your existing terms and should continue to follow reasonable management instructions and preserve relevant records. You are not suspended by this letter. If circumstances change and a temporary measure becomes necessary, the company will explain it separately and will not treat a precautionary measure as proof of misconduct. Please avoid discussing the allegations beyond your adviser, companion and those who need information to carry out their roles. This request protects the integrity and privacy of the process and is not intended to prevent a protected disclosure or lawful access to advice.
The investigator will keep notes. You may identify factual errors in the notes after the meeting. The investigator may ask follow-up questions or request a second meeting. If the evidence suggests a formal disciplinary case, you will receive a separate written notice explaining the allegations, possible outcomes, evidence and hearing arrangements, with a further opportunity to respond. No disciplinary outcome is decided by this invitation.
Please confirm by 12 October whether you can attend. If you cannot attend for a genuine reason, explain it promptly so another reasonable date can be considered. Nothing in this letter limits any right you have under your contract, workplace policy or applicable law.
Yours sincerely,
Miriam Claire Osei
Head of Operations, Riverside Clinical Supplies Ltd
Signature: ____________________ Date: 6 October 2026