Further to a disciplinary or grievance meeting, employers should provide a copy of the minutes or notes taken at the meeting to the employee concerned. This can be done immediately after the meeting, or typed up and sent to the employee.
If the employee disputes that the notes are an accurate depiction of what was said and asks for them to be amended, the employer should first ask the employee to provide their own corrected version.
If the employer agrees that the employee’s version is accurate, then amendments can be agreed. If the employer does not agree that the employee’s version is accurate, both versions should be kept by the employer.
If a note taker is present at the meeting and the Disciplinary Chair has also taken notes during proceedings, both sets of employer notes could be referred to for clarity of accuracy and compared with those of the employee.
Should the meeting result in a dispute or even a tribunal claim, all versions of the notes can be referred to, with acknowledgment that what was said at the meeting was not agreed between employer and employee.
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