Disciplinary hearings and grievances at work: your rights, the deadlines and the cost of silence

A letter from HR inviting you to "a meeting about your conduct" is usually scarier than the procedure itself. Under GOV.UK rules an employer cannot impose disciplinary action before hearing you out, and you have the right to bring someone along and to appeal. Here is how disciplinary procedures and grievances work, which deadlines are on your side, and where silence costs money.

What is a disciplinary procedure and when does it start?

It is the formal way an employer deals with concerns about an employee's work, conduct or absence. GOV.UK is explicit: an employer may raise the matter informally first, but can also go straight to formal disciplinary or dismissal procedures.

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The procedure must include a hearing where you explain your side, and a chance to appeal whatever action follows. It should be written down — ask for the document you are being dealt with under.

What happens at a disciplinary hearing?

The employer must do three things: explain the complaint, go through the evidence, and let you tell your side. The meeting should be at a reasonable time and place.

If a significant new fact comes up, the employer might stop the hearing, look into it and rearrange for a later date. That works in your favour: a new document or witness is a reason not to rush the decision.

Who can you take with you?

You have the right to take a companion, but you must tell your employer first. It can be a colleague, a trade union representative or a trade union official.

If no colleague can come and you are not in a union, you can ask to bring a family member or a Citizens Advice worker — but the employer need not agree unless your contract says so.

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The companion can present and sum up your case, speak in support and talk to you during the hearing. They cannot answer questions for you, and cannot be disciplined for supporting you.

What decisions can be made and how do you appeal?

The employer should write to you as soon as possible after the hearing, setting out the action and your right to appeal. It might be no action, a written warning, a final warning, demotion or dismissal.

If you think it is unfair, write saying you are appealing and why. You should be offered an appeal hearing, held as soon as possible and, if possible, run by someone not already involved. The right to a companion applies there too, and the final decision comes in writing.

Can you be suspended while it is investigated?

You can, though GOV.UK notes it does not happen often. Suspension should normally be with pay, and you should be told why. Unpaid suspension is possible only if your contract allows it and the employer acts reasonably; otherwise it is on full pay, to show it is not a punishment.

You keep your employment rights while suspended, and underpayment can be claimed as unlawful deduction from wages. You might also be told not to talk to colleagues, customers or suppliers: if that stops you defending yourself, it is grounds for appeal, but breaking the instruction may trigger further action.

How is a grievance different?

A disciplinary procedure is started by the employer; a grievance is raised by the worker. Try to solve it informally with your manager first, and if that fails, complain formally in writing.

Your employer should have a written grievance procedure. A meeting then establishes the facts: the employer runs it, goes through the grievance and lets you comment, and you can bring documents. You can be accompanied by a colleague or union representative, and possibly a family member or Citizens Advice worker. Afterwards the employer writes with the decision, any action and how to appeal. Mediation can be used at any point.

Why does breaking the Acas code cost money?

GOV.UK says both sides should follow the Acas code of practice on disciplinary and grievance procedures. If the claim reaches an employment tribunal, compensation could be adjusted by up to 25% for not following it — and that cuts both ways.

What deadlines apply if it ends in dismissal?

To dismiss you, the employer must show a valid reason they can justify and that they acted reasonably: being consistent, and investigating fully first. You must get at least the notice in your contract or the statutory minimum, whichever is longer. Immediate dismissal applies only in some cases, such as violence.

With two years' service you can ask for a written statement of the reasons, and the employer must supply it within 14 days. If you are dismissed while on Statutory Maternity Leave, you get it automatically, whatever your service.

You usually have to claim to a tribunal within 6 months of the problem happening; if it happened before 1 October 2026, the limit may be 3 months. You will usually need an Acas early conciliation certificate for each respondent first. There is no fee to claim.

What should you do the moment you are called in?

Ask for the written procedure and the allegations with evidence before the meeting. Say at once who you are bringing — the right to a companion only works if you tell them. Keep the dates of every letter and meeting: appeals and the six-month limit run from them. And do not ignore the process — refusing to engage can cost up to 25% of any compensation.