Disciplinary Process Letters Pack

DISCIPLINARY PROCESS LETTERS PACK

Employer: ✓Employer name Employee: ✓Employee name

This pack follows the "fair and reasonable employer" test in section 103A of the Employment Relations Act 2000: what would a fair and reasonable employer have done in these circumstances, including whether the employer sufficiently investigated the allegations, raised the concerns with the employee before deciding, gave the employee a reasonable opportunity to respond, and genuinely considered that response before deciding. Missing any of these steps can turn an otherwise justified sanction into a personal grievance.

PART A — INVITATION TO A DISCIPLINARY MEETING

Dear ✓Employee name,

1.1. Allegations and supporting evidence: Allegations and supporting evidence 1.2. You are invited to a meeting to discuss these matters on Meeting date/time at Meeting location. 1.3. Right to bring a support person / representative 1.4. Possible outcomes of this process, depending on what is established, include: Possible outcomes (up to and including dismissal) 1.5. You will be given a reasonable opportunity to consider these matters and respond, including at the meeting, before any decision is made.

PART B — MEETING RECORD

2.1. Attendees: Meeting attendees 2.2. Employee's explanation / response: Employee's explanation / response

PART C — OUTCOME LETTER

Dear ✓Employee name,

3.1. Decision: Decision 3.2. Reasoning, including how your explanation was considered: Reasoning, considering the employee's explanation 3.3. This decision takes effect from Decision date. 3.4. You may raise a personal grievance in relation to this decision, generally within 90 days.

⚠️ For minor issues, consider an informal conversation before starting this formal process. Allow the Employee reasonable time between the invitation and the meeting to prepare and, if wanted, arrange a support person or representative.

SIGNATURES On behalf of ✓Employer name ______________ Employee acknowledged receipt ______________ / ✓Employee name /

— — — ⚠️ This is a boilerplate template, not legal advice. New Zealand employment, privacy, consumer, food-safety, and work health & safety law combines the Employment Relations Act 2000, the Holidays Act 2003 (under active reform via the proposed Employment Leave Bill), the Privacy Act 2020, the Consumer Guarantees Act 1986, the Fair Trading Act 1986, the Food Act 2014, and the Health and Safety at Work Act 2015 — several of which are mid-reform as of mid-2026 and change on fixed dates that this template flags but does not resolve for you. Have it reviewed and adapted by a lawyer or Employment New Zealand before use, check current guidance and free official templates at employment.govt.nz (including the Employment Agreement Builder at eab.business.govt.nz), and confirm the minimum wage and any other statutory rate in force on the date of use (rates change every 1 April).