Disciplinary Minutes Template for Philippines

Disciplinary Minutes are essential documents in Philippine employment law that record formal disciplinary proceedings between employers and employees. These minutes must be prepared whenever a formal disciplinary hearing is conducted, particularly in cases that may lead to serious disciplinary actions or termination. The document serves as official evidence that proper due process was followed in accordance with the Philippine Labor Code and Supreme Court jurisprudence. Disciplinary Minutes should detail the entire proceeding, including the specific allegations, the employee's response, evidence presented, and all discussions that took place. The document is crucial for protecting both employer and employee rights, and may be required in case of appeals or legal proceedings before labor authorities. It must demonstrate compliance with the twin notice rule and other procedural requirements established by Philippine labor laws.

1. Header Information: Date, time, venue of the disciplinary meeting, and reference number

2. Attendees: Complete list of all present parties including the employee, employer representatives, HR personnel, witnesses, and any authorized representatives or union representatives if applicable

3. Purpose of Meeting: Clear statement of the disciplinary hearing's purpose and reference to the show cause notice/charge sheet

4. Background of the Case: Summary of the incident(s) that led to the disciplinary action, including dates and relevant details

5. Previous Notifications: Reference to and summary of the first notice (show cause notice) and any other relevant prior communications

6. Employee's Response: Detailed record of the employee's explanation, defense, or statement regarding the allegations

7. Discussion Points: Chronological record of the questions asked, responses given, and points discussed during the meeting

8. Evidence Presented: List and description of all evidence presented or discussed during the meeting

9. Findings: Summary of the findings based on the discussion and evidence presented

10. Next Steps: Clear statement of what will happen next, including timeline for decision-making

11. Closing: Time of conclusion and any final statements or remarks

12. Signatures: Space for signatures of all attendees to confirm their presence and the accuracy of the minutes