This procedure is designed to ensure that all are treated fairly and consistently when conduct or performance falls below expected standards. The goal is to encourage improvement and provide support wherever possible.

🔹 Stage 1: Informal Counselling (Verbal Guidance)

Purpose:
To raise and discuss concerns about behaviour or performance in an informal, supportive setting.

Process:

• The line manager meets with the team member privately to explain the issue.

• Expectations are clarified, and the employee is given a chance to respond.

• Guidance is provided on how to improve, including setting clear, achievable goals.

• A note of the meeting is kept for reference but is not a formal disciplinary record.

Timeframe for Improvement:
2–4 weeks, depending on the nature of the concern.

Next Step if No Improvement:
Move to Stage 2: First Written Warning.

🔹 Stage 2: First Written Warning

Purpose:
To formally address continued or more serious concerns about conduct or performance.

Process:

• A formal meeting is arranged with the team member, their line manager.

• The team member is informed in writing of the issue and has the opportunity to respond.

• A First Written Warning is issued if concerns are substantiated.

• An improvement plan is formulated, including targets, resources, and support (e.g., coaching, training).

Timeframe for Improvement:
4–6 weeks, with regular check-ins during the period.

Validity of Warning:
Typically valid for 6 months (but may vary depending on the issue).

Next Step if No Improvement:
Proceed to Stage 3: Final Written Warning.

🔹 Stage 3: Final Written Warning

Purpose:
To address persistent issues despite prior support and warnings.

Process:

• A further formal meeting is held.

• The team member is informed of their lack of progress or continued misconduct.

• A Final Written Warning is issued, outlining the risk of dismissal if no improvement is seen.

• A final improvement plan is documented with a clearly defined review period.

Timeframe for Improvement:
2–4 weeks, depending on the seriousness of the issue.

Validity of Warning:
Typically valid for 12 months.

Next Step if No Improvement:
Escalation to Stage 4: Dismissal.

🔹 Stage 4: Dismissal

Purpose:
To take formal action in the event of sustained underperformance, gross misconduct, or repeated breaches of policy.

Process:

• A final disciplinary hearing is held with senior management.

• The employee is given full opportunity to present their case.

• If no acceptable improvement has been made or the issue is severe, the outcome may be termination of employment with appropriate notice or summary dismissal (in cases of gross misconduct).

  
  

Right to Appeal:
The team member has the right to appeal the decision in writing within 5 working days, following the company’s appeals process.

🔁 At Every Stage: Support and Improvement Encouraged

• The focus is always first on support, not punishment.

• Improvement plans should include realistic goals and access to training or mentorship where appropriate.

• Documentation of each stage should be clear, signed, and stored securely.

This disciplinary process is designed to maintain a productive, respectful work environment while giving employees a fair chance to succeed.

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