Sample HR Letter : Letter of Allegation (Pre-Domestic Inquiry)
Upon receiving of misconduct report from the head of department, and before the proceeding of any disciplinary action / domestic inquiry, HR personnel will usually issue a letter of allegation (show cause letter) against the employee concerned calling for an explanation as to why disciplinary action should not be taken against him. The sample of such letter is as follow:
<Date>
<Name>
<Designation>
<Department>
Dear <Name>
It has been reported that on <date> at <time> you <give details of the alleged offence(s) in clear and simple terms>.
The allegation mentioned above is a (serious) misconduct under the Company’s Code of Conducts / Rules and Regulations and attracts a (major) punishment. <Quote the relevant sections, clauses, articles of the Code of Conducts / Rules and Regulations whenever possible>.
You are hereby required to submit your explanation in writing within <number of> days of the receipt of this letter as to why disciplinary action should not be taken against you. Should we not receive any explanation from you within the stipulated time, it will be presumed that you have no explanation to offer in which case the appropriate action will be taken on this matter.
Since the allegations / charges levied against you is / are of a serious nature, you are hereby suspended on half / full pay for a period of <number of> days pending investigation. <delete this paragraph if not applicable>.
Please acknowledge on the duplicate of this letter and return it to the HR Department.
Yours faithfully
<Signatory>
