The document set.

60 documents across Mainland Tanzania’s five termination processes, and 42 across Zanzibar’s four. Every one exists in English and Kiswahili, and every one is tied to the section that requires it. This is what a completed file looks like when the software has walked a manager through every step.

Why both languages, always

The Code of Good Practice requires an employee to be notified of allegations in a form and language the employee can reasonably understand. A hearing run in English for a Kiswahili-speaking employee is a procedural defect before it starts.

So there is no English-only path through this system. Each document is drafted in both, clause for clause, and the record shows which language was used.

Under the 2025 amendments, a termination with a good reason but a defective procedure carries compensation of not less than six months’ remuneration — and that is the cheapest of the four cases. Where the reason is unfair too it runs to twenty months, and where the termination is unfair for discrimination or harassment, to twenty-four.

The paperwork is not administration. It is the defence.

Misconduct 22

Utovu wa nidhamu — Warnings through to a disciplinary hearing, decision and appeal.

21 drafted for this process, plus 1 it shares with others: Disciplinary policy confirmation. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

COUNSELLING RECORD

KUMBUKUMBU YA USHAURI

GN 42 r.11(4)

VERBAL WARNING RECORD

ONYO LA MDOMO

r.11(5)

WRITTEN WARNING

ONYO LA MAANDISHI

GN 42 r.11(5); Schedule (12)

FINAL WRITTEN WARNING

ONYO LA MWISHO LA MAANDISHI

Jedwali/Schedule, para 10

COMPREHENSIVE FINAL WRITTEN WARNING

ONYO LA MWISHO LA JUMLA

Schedule (10)

INVESTIGATION REPORT

RIPOTI YA UCHUNGUZI

r.13(1) — must be completed BEFORE a hearing is convened

NOTICE OF ALLEGATION AND HEARING

TAARIFA YA TUHUMA NA KIKAO

r.13(3),(5),(9)

CHAIRPERSON APPOINTMENT & NON-INVOLVEMENT DECLARATION

UTEUZI WA MWENYEKITI

chair must be sufficiently senior AND not involved in the circumstances

ATTENDANCE AND REPRESENTATION RECORD

MAHUDHURIO NA UWAKILISHI

GN 42 r.13(3),(9)

EVIDENCE LOG

KUMBUKUMBU YA USHAHIDI

GN 42 r.13(5)

HEARING MINUTES

MUHTASARI WA KIKAO

GN 42 r.13(5); Schedule (7)

MITIGATION RECORD

KUMBUKUMBU YA KUPUNGUZA ADHABU

Schedule (8)

DECISION WITH REASONS

UAMUZI NA SABABU

APPEAL FORM

FOMU YA RUFAA

CHAIRPERSON'S REPORT TO SENIOR MANAGEMENT

RIPOTI YA MWENYEKITI KWA MENEJIMENTI

Schedule (12)

APPEAL OUTCOME

MATOKEO YA RUFAA

NOTICE OF SUSPENSION

TAARIFA YA KUSIMAMISHWA KAZI

GN 42 r.27(1) — suspension is on full remuneration, pending investigation

NOTICE OF TERMINATION

TAARIFA YA KUSITISHWA KWA AJIRA

in writing, with reasons and the date given; not during or concurrent with leave

CERTIFICATE OF SERVICE

HATI YA UTUMISHI

Required on termination whatever the reason

NOTICE OF RIGHT TO REFER TO THE CMA

TAARIFA YA HAKI YA KUPELEKA MGOGORO CMA

r.13(10)

HARD STOP: MATTER REFERRED

KIZUIZI: SULUHU

ELRA s.38(6) R.E. 2023, inserted by Act No. 4 of 2025

Poor work performance 16

Utendaji hafifu — Standards, improvement plan, review, and an incapacity meeting.

10 drafted for this process, plus 6 it shares with others: Mitigation record, Appeal form, Appeal outcome, Notice of termination, Certificate of service, Notice of the right to refer a dispute to the CMA. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

PERFORMANCE STANDARD RECORD

KIWANGO CHA UTENDAJI

the standard must be reasonable and known to the employee

PERFORMANCE INVESTIGATION REPORT

RIPOTI YA UCHUNGUZI WA UTENDAJI

must reveal the extent to which the poor performance is caused by the employee

GUIDANCE, INSTRUCTION AND TRAINING RECORD

KUMBUKUMBU YA MWONGOZO, MAELEKEZO NA MAFUNZO

must be given before any termination for poor performance

PERFORMANCE IMPROVEMENT PLAN

MPANGO WA KUBORESHA UTENDAJI

PERFORMANCE WARNING

ONYO LA UTENDAJI

where performance continues unsatisfactory, warn that employment may be terminated if there is no improvement

NOTICE OF PRE-DECISION MEETING

TAARIFA YA KIKAO KABLA YA UAMUZI

r.18(6)

MEETING MINUTES AND REPRESENTATIONS

MUHTASARI NA MAELEZO

r.18(7)

REASONED RESPONSE TO REPRESENTATIONS

JIBU LENYE SABABU KWA MAELEZO

the Employer shall consider the representations and, if not accepted, explain why

OUTCOME LETTER

BARUA YA MATOKEO

r.18(9) — in writing, with brief reasons

DISPENSATION FROM THE OPPORTUNITY TO IMPROVE

KUACHA NAFASI YA KUBORESHA

Ill health or injury 16

Ugonjwa au jeraha — Medical assessment, accommodation, and a pre-decision meeting.

13 drafted for this process, plus 3 it shares with others: Notice of termination, Certificate of service, Notice of the right to refer a dispute to the CMA. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

MEDICAL ASSESSMENT REQUEST

OMBI LA UCHUNGUZI WA DAKTARI

the employer shall be guided by the opinion of a registered medical practitioner

PRACTITIONER'S OPINION (record sheet)

MAONI YA DAKTARI

GN 42 r.19(3)

WORK-RELATEDNESS DETERMINATION

UAMUZI: JE, NI YA KAZINI?

the investigation is the employer's duty

INCAPACITY INVESTIGATION REPORT

RIPOTI YA UCHUNGUZI WA KUTOWEZA

the investigation is the employer's duty

ACCOMMODATION OPTIONS ASSESSMENT

TATHMINI YA NJIA MBADALA

r.19(9)-(13) — the test is whether the employer can reasonably be expected to accommodate the employee’s disability

VACANCY-WITH-TRAINING CHECK

UKAGUZI WA NAFASI YENYE MAFUNZO

r.19(14) — where there is a vacancy the employee could fill with training, such vacancy shall be offered to the employee

CONSULTATION RECORD

KUMBUKUMBU YA MASHAURIANO

r.21(2),(3) — the employee shall be consulted in the investigation and advised of all the alternatives considered

NOTICE OF PRE-DECISION MEETING

TAARIFA YA KIKAO KABLA YA UAMUZI

r.21(5)

MEETING MINUTES AND REPRESENTATIONS

MUHTASARI NA MAELEZO

r.21(6)

REASONED RESPONSE TO REPRESENTATIONS

JIBU LENYE SABABU

r.21(7)

OUTCOME LETTER

BARUA YA MATOKEO

r.21(8) — the outcome of the meeting shall be communicated to the employee in writing, with brief reasons

COUNSELLING AND REHABILITATION RECORD

USHAURI NA UREKEBISHAJI

where the cause is alcoholism or drug abuse, counselling and rehabilitation may be the appropriate steps

AIDS: HARD STOP

VVU/UKIMWI: KIZUIZI / HIV

r.20

Retrenchment 15

Kupunguza wafanyakazi — Notice of intention, consultation, selection criteria and severance.

13 drafted for this process, plus 2 it shares with others: Certificate of service, Notice of the right to refer a dispute to the CMA. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

RETRENCHMENT CONTEMPLATION RECORD

KUMBUKUMBU YA KUANZA KUFIKIRIA

NOTICE OF INTENTION TO RETRENCH

TAARIFA YA NIA YA KUPUNGUZA WAFANYAKAZI

s.39(1)(a)

INFORMATION DISCLOSURE PACK

KIFURUSHI CHA TAARIFA

CONSULTATION INVITATION

MWALIKO WA MASHAURIANO

the process must allow the union to meet and report to employees, and to meet with the employer

CONSULTATION MINUTES (one per session)

MUHTASARI WA MASHAURIANO

r.23(4)

ALTERNATIVES CONSIDERED AND REJECTED

NJIA MBADALA ZILIZOFIKIRIWA

SELECTION CRITERIA STATEMENT

VIGEZO VYA UTEUZI

r.24

SELECTION MATRIX

JEDWALI LA UTEUZI

where no agreement is reached, the matter shall be referred to mediation

MEDIATION REFERRAL RECORD

KUPELEKA USULUHISHI

where no agreement is reached, the matter shall be referred to mediation

INDIVIDUAL NOTICE OF TERMINATION (RETRENCHMENT)

TAARIFA BINAFSI YA KUSITISHWA

r.26

SEVERANCE CALCULATION

HESABU YA KIINUA MGONGO

r.26

TIME OFF TO SEEK WORK RECORD

MUDA WA KUTAFUTA KAZI

steps to avoid the adverse effects of termination

PREFERENTIAL RE-HIRE REGISTER

DAFTARI LA KUAJIRIWA TENA KWA UPENDELEO

r.25

CERTIFICATE OF SERVICE AND CMA NOTICE

HATI YA UTUMISHI NA HAKI YA CMA

ELRA s.44; GN 42 r.13(10)

Incompatibility 12

Kutokuendana — Recorded incidents, counselling, and an opportunity to remove the cause.

2 drafted for this process, plus 10 it shares with others: Notice of pre-decision meeting, Meeting minutes and representations, Reasoned response to representations, Mitigation record, Outcome letter, Appeal form, Appeal outcome, Notice of termination, Certificate of service, Notice of the right to refer a dispute to the CMA. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

INCOMPATIBILITY INCIDENT LOG

KUMBUKUMBU YA MATUKIO

r.22(3)(a) — record the incidents of incompatibility that gave rise to concrete problems or disruption

INCOMPATIBILITY WARNING AND COUNSELLING

ONYO NA USHAURI WA KUTOKUENDANA

r.22(3)(b) — warn and counsel before termination: the unacceptable conduct, who has been adversely affected, and what remedial action is proposed

NOTICE OF PRE-DECISION MEETING

TAARIFA YA KIKAO KABLA YA UAMUZI

GN 42 r.13(3) — at least 48 hours, stating the right to be represented

PRE-DECISION MEETING RECORD

KUMBUKUMBU YA KIKAO KABLA YA UAMUZI

r.13(5),(9) — attendance, representation, and the employee's response

MITIGATION RECORD

KUMBUKUMBU YA SABABU ZA KUPUNGUZA ADHABU

considered before any decision is taken

DECISION WITH REASONS

UAMUZI NA SABABU

r.13(10) — issued within five days, with reasons

APPEAL FORM AND OUTCOME

FOMU YA RUFAA NA MATOKEO

five working days, heard by a different and more senior chairperson

CERTIFICATE OF SERVICE AND CMA NOTICE

HATI YA UTUMISHI NA HAKI YA CMA

ELRA s.44; GN 42 r.13(10)

The deadlines the file has to meet

Every one of these deadlines is tracked per case. A step that cannot lawfully be taken yet is blocked — the software will not let the file move forward and violate the law.

Mainland Tanzania

48 hours — between notice of the allegations and the hearing.
5 working days — hearing to decision.
5 working days — decision to the employee’s appeal.
5 working days — appeal to referral to senior management.
30 days — after a retrenchment goes to mediation, before it can be implemented.

Zanzibar

Not less than 3 days — between the written notice of the offence and the employee’s defence (s.110(3)).
14 days — from the penalty to the employee’s complaint to a labour officer (s.110(6)).
3 months at most — suspension on half pay pending an inquiry (s.55(2)).
2 weeks at most — suspension without pay, where suspension is the penalty itself (s.109(1)). A different thing from the one above, with a different rule on pay.
7 days — from that suspension to consulting the union branch (s.109(3)).
6, 9 and 12 months — after which a verbal, written or final written warning is disregarded and may not be relied on (s.107(6)).
9 months — the window in which three different offences have cumulative effect (s.107(7)).
1 month — from the signed redundancy agreement to the report to the Labour Commissioner (s.121(3)(b)).
1 month — from receiving the Commissioner’s decision to appealing it to the court (s.121(5)).

Zanzibar

Zanzibar has its own Act — the Employment Act, No. 11 of 2005 — and its own procedure. Discipline runs through a written notice of the offence and the intended penalty, not less than three days to defend, and a fourteen-day complaint to a labour officer; disputes go to the Labour Commission’s dispute handling unit, not the CMA. Section 112(1) names three valid reasons, so there are four processes and no incompatibility process. These are not the mainland documents with the citations changed.

Misconduct Zanzibar · 19

Utovu wa nidhamu — Written notice of the offence and intended penalty, not less than three days to defend, the decision, and the fourteen-day complaint to a labour officer.

DISCIPLINARY RULES CONFIRMATION

UTHIBITISHO WA KANUNI ZA NIDHAMU

Employment Act s.108(1),(2),(4)

SUSPENSION PENDING INQUIRY

KUSIMAMISHWA KAZI WAKATI WA UCHUNGUZI

s.55 — on half pay, not exceeding three months

WRITTEN NOTICE OF OFFENCE AND INTENDED PENALTY

TAARIFA YA MAANDISHI YA KOSA NA ADHABU INAYOKUSUDIWA

s.110(2)

EMPLOYEE'S DEFENCE RECORD

KUMBUKUMBU YA UTETEZI WA MWAJIRIWA

s.110(3) — not less than three days

TRADE UNION NOTIFICATION RECORD

KUMBUKUMBU YA TAARIFA KWA CHAMA

s.110(5)

DECISION AND NOTICE OF DISMISSAL

UAMUZI NA TAARIFA YA KUFUKUZWA KAZI

s.107(3), s.110(4), s.112(2)

COMPLAINT WINDOW RECORD

KUMBUKUMBU YA MUDA WA MALALAMIKO

s.110(6)-(8) — fourteen days to a labour officer

CERTIFICATE OF SERVICE

HATI YA UTUMISHI

s.79 — signed and sealed

NOTICE, FINAL PAYMENT AND REPATRIATION SCHEDULE

TAARIFA, MALIPO YA MWISHO NA KURUDISHWA NYUMBANI

s.54(3), s.80

VERBAL WARNING RECORD

KUMBUKUMBU YA ONYO LA MDOMO

s.110(1); s.107(6)(a) — disregarded after six months

WRITTEN WARNING

ONYO LA MAANDISHI

s.107(6)(b) — disregarded after nine months

FINAL WRITTEN WARNING

ONYO LA MWISHO LA MAANDISHI

s.107(6)(c) — disregarded after twelve months

DISCIPLINARY RECORD AND SPENT-WARNING CHECK

KUMBUKUMBU YA NIDHAMU NA UKAGUZI WA MAONYO YALIYOKWISHA MUDA

s.107(6),(8) — a spent infringement shall be disregarded

CUMULATIVE EFFECT DETERMINATION

UAMUZI WA ATHARI YA MKUSANYIKO

s.107(7) — three different offences above a verbal warning within nine months

REASONABLENESS DETERMINATION

UAMUZI WA UWIANO WA ADHABU

s.107(3)(a),(b) — a penalty only where reasonable, judged against the Schedule

SUSPENSION WITHOUT PAY AS A PENALTY

KUSIMAMISHWA KAZI BILA MALIPO KAMA ADHABU

s.109(1),(2),(3) — without pay, not exceeding two weeks; NOT the s.55 half-pay suspension pending inquiry

INQUIRY RECORD AND OUTCOME

KUMBUKUMBU YA UCHUNGUZI NA MATOKEO

s.55(3),(4) — where no offence is proved the deferred pay falls due

HARD STOP: THE REASON IS A PROTECTED GROUND

KIZUIZI: SABABU NI MSINGI UNAOLINDWA

s.107(4); s.118(3) — ten grounds that are never fair

SUMMARY DISMISSAL AND FORFEITURE RECORD

KUMBUKUMBU YA KUFUKUZWA MARA MOJA NA KUPOTEZA STAHILI

s.111(3) — terminal benefits forfeited EXCEPT the employee's own pension contributions

Capacity (poor work performance) Zanzibar · 13

Uwezo (utendaji hafifu) — Standards, the recorded failure, written notice, the employee's explanation, a period to improve, and the decision.

7 drafted for this process, plus 6 it shares with others: HARD STOP: the reason is a protected ground, Disciplinary record and spent-warning check, Reasonableness determination, Complaint window record, Certificate of service, Notice, final payment and repatriation schedule. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

PERFORMANCE STANDARDS RECORD

KUMBUKUMBU YA VIWANGO VYA UTENDAJI

s.108(1),(5)

FAILURE TO CARRY OUT DUTIES RECORD

KUMBUKUMBU YA KUSHINDWA KUTEKELEZA MAJUKUMU

s.107(1),(3)(a)

WRITTEN NOTICE OF FAILURE AND INTENDED ACTION

TAARIFA YA MAANDISHI YA KUSHINDWA NA HATUA INAYOKUSUDIWA

s.110(2)

EMPLOYEE'S EXPLANATION RECORD

KUMBUKUMBU YA MAELEZO YA MWAJIRIWA

s.110(3)

IMPROVEMENT PERIOD RECORD

KUMBUKUMBU YA KIPINDI CHA KUBORESHA

s.107(3) — reasonable in the circumstances

TRADE UNION NOTIFICATION RECORD

KUMBUKUMBU YA TAARIFA KWA CHAMA

s.110(5)

DECISION AND NOTICE OF TERMINATION FOR CAPACITY

UAMUZI NA TAARIFA YA KUSITISHWA KWA SABABU YA UWEZO

s.112(1)(a),(2)

Ill health or injury Zanzibar · 9

Ugonjwa au jeraha — Certified absence, referral to a medical board, its certificate, the alternatives considered, and the decision.

6 drafted for this process, plus 3 it shares with others: HARD STOP: the reason is a protected ground, Certificate of service, Notice, final payment and repatriation schedule. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

SICK LEAVE AND MEDICAL CERTIFICATE RECORD

KUMBUKUMBU YA LIKIZO YA UGONJWA NA HATI YA MATIBABU

s.69; s.118(3)(f),(4)

MEDICAL BOARD REFERRAL

RUFAA KWA BODI YA MATIBABU

s.52(1)(d)

MEDICAL BOARD CERTIFICATE RECORD

KUMBUKUMBU YA HATI YA BODI YA MATIBABU

s.52(1)(d)

ALTERNATIVE DUTIES CONSIDERED

MAJUKUMU MBADALA YALIYOFIKIRIWA

s.118(2)(b); s.88

CONSULTATION RECORD

KUMBUKUMBU YA MASHAURIANO

s.118(2)(b)

DECISION AND NOTICE OF TERMINATION FOR ILL HEALTH

UAMUZI NA TAARIFA YA KUSITISHWA KWA SABABU YA UGONJWA

s.112(1)(a),(2); s.52(1)(d)

Redundancy (operational requirements) Zanzibar · 12

Upunguzaji wa wafanyakazi — Grounds, discussion with the union on five fixed matters, a signed agreement, the report to the Labour Commissioner, selection, notice and severance.

10 drafted for this process, plus 2 it shares with others: Certificate of service, Notice, final payment and repatriation schedule. Shared documents are listed once, under the process they were written for — a certificate of service is not a different document because a second process also ends in one.

REDUNDANCY GROUNDS RECORD

KUMBUKUMBU YA SABABU ZA UPUNGUZAJI

s.121(2)(a)-(c)

TRADE UNION DISCUSSION RECORD

KUMBUKUMBU YA MAJADILIANO NA CHAMA

s.121(3)(a)(i)-(v)

SIGNED REDUNDANCY AGREEMENT

MAKUBALIANO YA UPUNGUZAJI YALIYOSAINIWA

s.121(3)(b)

REPORT TO THE LABOUR COMMISSIONER

RIPOTI KWA KAMISHNA WA KAZI

s.121(3)(b) — within one month of the agreement

COMMISSIONER'S RESPONSE RECORD

KUMBUKUMBU YA MAJIBU YA KAMISHNA

s.121(4)

SELECTION RECORD

KUMBUKUMBU YA UTEUZI

s.121(3)(a)(iii); s.118(3)

NOTICE OF REDUNDANCY TO THE EMPLOYEE

TAARIFA YA UPUNGUZAJI KWA MWAJIRIWA

s.54(2),(3); s.112(2)

SEVERANCE COMPUTATION

HESABU YA KIINUA MGONGO

s.121(3)(a)(v)

APPEAL TO THE COURT AGAINST THE COMMISSIONER'S DECISION

RUFAA MAHAKAMANI DHIDI YA UAMUZI WA KAMISHNA

s.121(5) — one month from receiving the decision

REDUNDANCY ENTITLEMENT SCHEDULE

ORODHA YA STAHILI ZA UPUNGUZAJI

s.121(6) — three months' notice or pay in lieu, severance, gratuity, and all arrears

How a document becomes available

Opening a case does not hand over the documents above. It opens the first step, and the rest arrive one at a time.

A step opens only when three things are true: its prerequisites are complete or lawfully skipped with the ground recorded, any waiting period has elapsed, and the case is not frozen or closed. Skipping is not free — you have to pick a ground the rule itself provides, and that choice is written into the file.

So you cannot produce the outcome letter on day one. You have to have set the standard, investigated, given guidance, offered the chance to improve, warned, held the meeting, and answered what the employee said. That sequencing is the product.

What the process will not let a manager do

Continue a disciplinary matter once it has been referred to the Commission or the Court — a bar introduced in 2025 that most employers have not caught up with.
Terminate on the basis of HIV/AIDS status.
Put pregnancy or union membership into a retrenchment selection matrix.
Reach a decision on ill health without a registered medical practitioner’s opinion, or without checking whether a vacancy exists that the employee could fill with training.
Give notice of termination during an employee’s leave, or run it concurrently.
Skip the chance to improve on a performance case, outside the two narrow grounds where the Code allows it.

Seeing the documents themselves

The completed set is issued as part of an engagement, tailored to your sites, your jurisdiction and your disciplinary policy. If you would like to see a sample document before that, ask and we will send one.

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