Disciplinary and grievance cases, run step by step to the Acas Code.
Investigation, the invitation, the hearing with the right to be accompanied, the outcome in writing and an appeal heard by someone else, or the reason recorded where that can’t be: KivoHR takes a capability, disciplinary or grievance case through each step in order, with the letters on your letterhead and the file in one place.
14 days free · no card needed
Disciplinary · Tom Hale
Conduct · Acas Code of Practice
- InvestigationReport and two witness statements on the case file
- Allegations sharedSent with the evidence before the hearing
- Invitation letterOn your letterhead · right to be accompanied
- 4 Hearing · Thu 12 Nov, 10:00Companion: union representative
- 5 Outcome in writingWith the right to appeal
- 6 AppealHeard by someone who made no decision
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1
Open the case
HR opens it, a manager raises a concern, or the person raises a grievance from their phone.
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2
Follow the steps
Each stage of the Acas Code in order. An outcome can’t rest on an allegation the person never saw.
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3
Close it properly
The outcome letter, the appeal heard by someone who made no decision, and a warning that expires on its date.
Letters
Every letter on your letterhead, ready to send.
Invitations to an investigation or hearing, suspension and its end, warnings, dismissal, appeal invitations and outcomes, and grievance acknowledgements: each is filled in from the case and printed on your company’s own paper.
Invitation to a disciplinary hearing
ExampleHKHillcrest Kitchens Ltd
Private and confidential
Dear Tom,
You are invited to a hearing on Thursday 12 November at 10:00. The allegations and the evidence are enclosed.
You may bring a colleague or a trade union representative with you.
Kept confidential
Seen only by HR who handle cases and the people named.
A line manager never sees a case unless they are part of it, every look by HR is logged, and notifications say only that something needs attention, never what. Witnesses who asked not to be named have a redacted copy, and evidence sits on the case file, not in someone’s inbox.
Grievance · raised by Jo Taylor
Received 3 Nov · acknowledged 4 Nov
Who can see it 3 people
Witness statements 2 · 1 redacted
May be a protected disclosure Marked
Meeting Booked 10 Nov
AI A first draft
Letters drafted from the case record, for HR to finish.
With AI switched on, a hearing invitation, an outcome or an appeal outcome can start as a draft from the facts HR ticks, each numbered with where it came from, while the statutory wording stays exactly as it is. Any paragraph can be made shorter, plainer or firmer, and health notes, evidence files and witness statements are never sent.
AI A draft for HR to edit and send. It is not legal advice, and a person always decides the outcome. AI in KivoHR
Letter: Disciplinary hearing outcome
Tom Hale · conduct case · draft, not sent
Facts sent, ticked by HR
- 1 Hearing, 12 Nov, chaired by Sam PatelHearing record
- 2 First written warningOutcome
- 3 Kept on file for 6 monthsYour case settings
Not sent: health notes, evidence files and witness statements.
Dear Tom,
Thank you for attending the hearing on 12 November1, chaired by Sam Patel1. Having considered what you said, the outcome is a first written warning2, which stays on your file for 6 months3.
You have the right to appeal against this decision. Fixed wording
Draft Edit any paragraph, then send. Not legal advice.
Warnings
Warnings that expire when they should.
Each warning has its track, conduct or capability, and its own expiry: six months for a first written warning and twelve for a final one by default, or whatever your policy says. A suspension on full pay is reviewed at least every 28 days, and after a dismissal the case prompts HR to record the leaving, which starts the leaving checklist.
Tom Hale · warnings
Conduct track
First written warning · conduct Expires 12 May 2027
Capability track Nothing live
Works with the rest of KivoHR
Discipline and grievance: common questions
Is this legal advice?
No. It follows the steps of the Acas Code and keeps the record. The decision in each case stays yours.
Can line managers see disciplinary cases?
Only if they are named on the case. Notifications never say what a case is about.
How long do warnings last?
As long as your policy says. By default a first written warning expires after six months and a final one after twelve.
Can staff raise a grievance themselves?
Yes, from the app or a browser. HR acknowledges it, and the case follows the same steps.
A fair process, every time.
14 days free, no card needed.