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All-in-one HR platform · v2.0
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All-in-one HR platform · v2.0
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A show cause notice sets out an allegation and asks the employee to explain in writing by a date before any decision is taken. This show cause notice format keeps the allegation specific and the tone neutral.
Check before you rely on thisCheck the misconduct list and disciplinary procedure in your certified or model standing orders (where applicable to the establishment), your appointment terms and any state law before issuing. Reply periods, suspension and subsistence allowance rules, and the requirement for a domestic inquiry depend on these. Have the notice reviewed by a legal adviser where the allegation is serious.
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It is issued when there is a specific allegation of misconduct and the employer wants the employee's version before deciding what to do. It is often the first formal step of a disciplinary process. It should be signed by an officer with disciplinary authority under your policy or standing orders, and served in a way you can prove.
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The show cause notice asks; it does not decide. A warning letter records a decision to caution. A charge sheet and domestic inquiry may follow if the reply is unsatisfactory and the allegation is serious. A termination letter comes only at the end of that process. Wording a show cause notice as if guilt is settled undermines everything after it.
Watch for itAvoid words like "you have committed" or "your proven misconduct". Write "it is alleged that" and list the facts.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] STRICTLY CONFIDENTIAL Ref: [HR/DISC/SCN/YYYY/NNN] Date: [DD Month YYYY] [Employee full name] Employee code: [Code] Designation: [Designation] Department: [Department] [Address on record] Subject: Show cause notice Dear [Employee first name], It has been reported to the management that: 1. On [DD Month YYYY], at about [time], at [place], you [describe the alleged act factually]. [Name the witness or source, if appropriate.] 2. [Second allegation, if any, set out the same way.] If established, the above would amount to [misconduct under clause [N] of the standing orders / a breach of [policy name] / a breach of the terms of your appointment]. [Copies of the following documents relied upon are enclosed: [list].] No decision has been taken in this matter. You are given an opportunity to explain your position. You are required to submit your written explanation to the undersigned by [DD Month YYYY] [time], stating why appropriate action should not be taken against you. You may include any facts, documents or names of witnesses you wish the management to consider. If you need any document to prepare your reply, please write to the undersigned before the above date. If no reply is received by the above date, the management may proceed on the basis of the information available to it, as per the company's disciplinary procedure. [Pending this matter, you are [to continue your normal duties / placed under suspension as per the separate order dated [DD Month YYYY]].] Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation] Enclosures: [List] Received by: Signature: ____________________ Name: [Employee full name] Date and time: [DD Month YYYY, time]
Enough to respond properly to the allegations, which depends on their complexity. Standing orders or your policy may set a period; check it. Grant reasonable extension requests in writing.
Management considers it. Outcomes range from closing the matter, to a warning, to a charge sheet and inquiry for serious allegations. Record the reasons for whichever route you take.
Email is common, but also serve it by hand against acknowledgement or by registered post to the address on record, so service can be proved.
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