Human
Resources.
This is a template document only and should be changed as necessary to reflect the circumstances of the individual case.
MEMORANDUM
STRICTLY PERSONAL & CONFIDENTIAL
To:
<Address to panel members, any management representatives/HR support and the staff
member (including any representation) subject to the procedure>
From: <Panel Chair’s Name/Designation>
Date: <Date>
RE: *HEARING/MEETING [use ‘meeting’ when dealing with a grievance]
[*Delete as appropriate]
[*Further to my earlier correspondence] I am writing to formally confirm that a Panel has been
arranged for <specify date/time> in the <specify room location> (the panel will convene at <specify
time>). The panel has been convened to consider the [*allegations/issues of concern] in relation to
<name of staff member subject to the procedure>.
Insert a paragraph detailing the allegations/issue(s) of concern based on the letter to the staff
member inviting them to a hearing/meeting.
The panel will comprise of <specify names/designation/role and any other individuals who will be
present>.
The [*hearing/grievance meeting] will be conducted in accordance with the University’s <specify
name of relevant procedure>, a copy of which is enclosed for your information.
The Chair of the panel at the beginning of the meeting will outline the running order in relation to
the [*hearing/meeting].
All of the above named will be present throughout the hearing.
A full set of papers is enclosed.
Please do not hesitate to contact me on extension <specify> should you have any queries regarding
any of the above.
<Name/Designation of Chair>
Encs.
Summary of enclosed Papers
Document
Description (some potential documents listed as examples)
Number
1
(e.g. investigation report if applicable)
2
(e.g. letter to staff member notifying of hearing/meeting (<specify date>))
3
4
5
6
7
Page(s)