Disciplinary Hearing Notice Template for South African Employers (Free Download)

Why the Notice Matters

The disciplinary hearing notice is one of the most important documents in the entire process. It is the employee’s first formal notification of the allegations against them. It sets the tone for the entire hearing.

The Labour Court in EOH Abantu (Pty) Ltd v Tshabalala [2024] confirmed that employees must be given clear notice of the allegations against them and the potential consequences. Your goal is to create a notice that is legally compliant, clear, and gives the employee a genuine opportunity to prepare.

The Disciplinary Hearing Notice Template

Use this template as a starting point. Adapt it to your specific case and make sure all details are accurate before serving.

[COMPANY LETTERHEAD]

NOTICE OF DISCIPLINARY HEARING

To: [Employee's full name]
Position: [Employee's job title]
Date: [Date of notice]
Reference: [Your reference number]


1. PURPOSE OF THIS NOTICE

You are hereby notified that a disciplinary hearing will be held to
consider allegations of misconduct against you, as detailed below.
This hearing is conducted in terms of the [Company Name] Disciplinary
Policy and the provisions of the Labour Relations Act, Act 66 of 1995.


2. ALLEGATIONS

It is alleged that you have committed the following misconduct:

[Detail the allegations clearly and specifically. Example:]

- On or about [date], you [detailed description of the incident].
- On or about [date], you [detailed description of the second
  incident, if applicable].

[If there are multiple charges, list them separately with numbers]


3. THE HEARING

Date:      [Date of hearing]
Time:      [Time, e.g., 09:00]
Venue:     [Full address of venue]
Chairperson: [Name of Chairperson]


4. YOUR RIGHTS

You have the following rights in relation to this hearing:

4.1 Right to representation: You may be represented by a fellow
employee or a trade union representative at your own cost. You
must notify us of your representative [number] working days prior
to the hearing.

4.2 Right to respond: You have the right to present your version
of events, call witnesses, and present evidence.

4.3 Right to cross-examine: You have the right to question
witnesses called by the employer.

4.4 Right to documents: You have the right to access any
documents that will be used at the hearing. These are attached
hereto.

4.5 Right to adjournment: You may request a reasonable
adjournment if you have a genuine reason that prevents you from
being prepared.


5. POTENTIAL CONSEQUENCES

The outcome of this hearing may result in disciplinary action,
which could include dismissal. If the allegations are proven, the
company may take action up to and including dismissal.


6. FAILURE TO ATTEND

If you fail to attend the hearing without a valid reason, the
hearing may proceed in your absence.


7. SUPPORTING DOCUMENTS

The following documents are attached for your attention:

- [List attached documents, e.g., witness statements, CCTV
  evidence, emails, relevant policies]


8. ACKNOWLEDGMENT OF RECEIPT

Please sign the acknowledgment below and return it to [Contact
Person] at [Contact Email] by [Date and Time].


9. CONTACT PERSON

If you have any questions or require reasonable accommodation
(such as an interpreter or accessibility support), please
contact:

Name:  [Contact person]
Email: [Contact email]
Phone: [Contact number]



Yours sincerely,


[Signature]

[Name of Signatory]
[Job Title]
[Company Name]

CC: [Employee's Representative (if known)]


============================================================

ACKNOWLEDGMENT OF RECEIPT

I, [Employee's full name], acknowledge receipt of this Notice
of Disciplinary Hearing and confirm that I understand its
contents.

Date:      _______________

Signature: _______________

Date and time of service: _______________

Method of service:
☐ Hand delivered   ☐ Email   ☐ Other: [specify]

============================================================

FOR USE BY THE CHAIRPERSON:

Confirmation of service: The above employee was served with
this Notice on [date] at [time] by [name of server].

Signature of Server: _______________

Use our free AI tool to generate a complete dossier with a customised notice, charge sheet, and outcome letter in under 60 seconds.

Common Mistakes in Disciplinary Hearing Notices

These seven mistakes appear repeatedly in CCMA rulings as grounds for procedural unfairness. Avoiding them is the simplest way to protect your process.

Why You Need a Complete Disciplinary Dossier

A disciplinary hearing notice is just the first document in a complete disciplinary dossier. You also need investigation notes, witness statements, hearing minutes, the outcome letter, and any appeal documentation.

Creating a professional, legally-cited dossier is time-consuming. Many employers simply do not have the capacity to create one under the pressure of an active case. But without a proper dossier, you will struggle to defend yourself at the CCMA.