[Add Name]
[Add address line 1]
[Add address line 2]
[Add address line 3]
[Add Post code]
[date Month Year]
Dear [Add Name]
Confirmation of Appeal Arrangements
*Delete as appropriate
Further to our earlier discussion, thank you for agreeing to attend the appeal hearing, in the capacity of a witness, organised to hear the appeal submitted <name of employee appealing>.
As explained the purpose of the appeal [*hearing/meeting] is to enable a panel to consider <name of employee appealing> grounds for appeal against an earlier hearing/meeting decision. As a witness, the panel, the employee appealing and/or the members of the original panel may wish to ask you questions relating to the evidence which you [*provided/provide]. Please note that your own conduct is not in question.
The Appeal [*hearing/meeting]will be held on <date/time/venue>.
A room has been booked for your use from <time> for the duration of the appeal within <venue>. Please report to the reception at <venue> upon your arrival and you will be shown to the room.
The Appeal [*hearing/meeting] will be held in accordance with the University of Sheffield’s [*Disciplinary/Capability/Grievance Procedure], a copy of which is enclosed. <I/name> will chair the hearing, and will receive support on policy and procedural matters from <name, job title>. In addition <Name and designation of the employee appealing>, will attend [*and be represented by <name & designation of any representative>], whilst <Names, job titles> willbe present at the hearing as the respondents. [*<Name, job title>, will also be present in a note-taking capacity.]
To ensure that the process is as fair as possible, I would ask that you reframe from discussing this issue with anyone unrelated to the case. I have also enclosed further guidance specifically for witnesses for your information.
Once again thank you for your assistance in this matter. Should you have any further queries about this request, please feel free to contact me, at the above address.
Yours sincerely
< Name and designation
Enc:Guidance for Witnesses
Cc: <Name of HR Support>