STRICTLY PRIVATE & CONFIDENTIAL
[Recipients name & address]

Dear <Title, Surname>,

Notes of Investigation Meeting

I refer to the investigation meeting held on <date> in <location>. Thank you very much for coming to meet with <name, HR representative job title> and me; it was very much appreciated.

Please find enclosed a copy of the notes of the meeting which provide a summary of our discussion. I would appreciate if you could either: notify me of any amendments you wish to be considered on the enclosed copy, date and sign them, or sign, date and return them as confirmation that they are an accurate record of the information provided on the day. I have enclosed two copies so you have a copy for your records.

Please return your signed note of the meeting by <date 14 days after sending>. If your signed note is not returned by this date it will be assumed that it is a correct record. Should you be unable to return your notes within the 14 day period, please contact me in order that we can agree an alternate date for return.

If you have any queries regarding the above, please do not hesitate to contact me.

Yours sincerely,

<Investigating Manager Name>
<Job Title >

Enc. Note of meeting

Cc: <Human Resources Representative>
<Trade Union Representative>