The document set.

66 documents across Mainland Tanzania’s five termination processes, and 30 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 21

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

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 10

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

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 13

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

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

VACANCY-WITH-TRAINING CHECK

UKAGUZI WA NAFASI YENYE MAFUNZO

CONSULTATION RECORD

KUMBUKUMBU YA MASHAURIANO

the employee **shall be consulted** 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 *(r.21(6))

MUHTASARI NA MAELEZO

r.21(7)

REASONED RESPONSE TO REPRESENTATIONS *(r.21(7))

JIBU LENYE SABABU

r.21(8)

OUTCOME LETTER — **in writing, with brief reasons** *(r.21(8))

BARUA YA MATOKEO

the engine reuses them with the ill-health citations.

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 14

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

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 8

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

INCOMPATIBILITY INCIDENT LOG

(Kwa Kutokuendana / For Incompatibility — Track 5)* KUMBUKUMBU YA MATUKIO

record incidents that gave rise to **concrete problems or disruption**

INCOMPATIBILITY WARNING AND COUNSELLING

(Track 5)* ONYO NA USHAURI WA KUTOKUENDANA

advise the employee of 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)).
1 month — from the signed redundancy agreement to the report to the Labour Commissioner (s.121(3)(b)).

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 · 9

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

Capacity (poor work performance) Zanzibar · 7

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

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 · 6

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

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 · 8

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.

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)

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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