📑 Annexure A: Draft Show Cause Notice
[On Company Letterhead]
Ref No.: [XXX]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Code]
[Designation]
[Department]
Subject: Show Cause Notice for Alleged Misconduct
Dear [Mr./Ms. Last Name],
It has been reported that on [Date], you allegedly committed the following act(s) of misconduct:
[Mention details – incident date, time, nature of misconduct, witnesses, etc.]
Such act(s), if proven, constitute a violation of the Company’s Code of Conduct and may be categorized as [Minor/Major] misconduct.
You are hereby called upon to show cause in writing within 5 working days from the date of receipt of this notice as to why disciplinary action should not be initiated against you.
If no response is received within the stipulated time, it will be presumed that you have no explanation to offer, and disciplinary proceedings may be initiated ex parte.
Yours faithfully,
[Name]
[Designation]
[HR / Disciplinary Authority]
📑 Annexure B: Draft Charge Sheet
[On Company Letterhead]
Ref No.: [XXX]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Code]
[Designation]
Subject: Charge Sheet for Alleged Misconduct
Dear [Mr./Ms. Last Name],
Upon review of your conduct, the following charges are being formally framed against you:
| Charge No. | Details of Alleged Misconduct | Date/Time | Place |
|---|---|---|---|
| 1 | [E.g., Unauthorized absence] | [Date] | [Location] |
| 2 | [E.g., Use of abusive language] | [Date] | [Location] |
You are hereby required to submit your written explanation within 7 working days from the date of receipt of this charge sheet.
Please note that failure to respond within the stipulated period may result in the initiation of a domestic enquiry.
Yours sincerely,
[Name]
[Designation]
[Disciplinary Authority]
📑 Annexure C: Draft Suspension Order
[On Company Letterhead]
Ref No.: [XXX]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Code]
[Designation]
Subject: Order of Suspension Pending Enquiry
Dear [Mr./Ms. Last Name],
In view of the serious nature of the allegations against you, and pending further investigation and disciplinary enquiry, you are hereby placed under suspension with immediate effect, as per clause [x] of the Standing Orders / Service Rules.
During the period of suspension, you shall be paid a subsistence allowance in accordance with the provisions of applicable laws and company policy.
You are directed not to leave your headquarters without written permission and to report to HR as and when required.
Yours faithfully,
[Name]
[Designation]
[Disciplinary Authority]
📑 Annexure D: Enquiry Officer Appointment Letter
[On Company Letterhead]
Ref No.: [XXX]
Date: [DD/MM/YYYY]
To,
[Enquiry Officer Name]
[Designation / External Counsel if any]
Subject: Appointment as Enquiry Officer
Dear [Mr./Ms. Last Name],
You are hereby appointed as the Enquiry Officer to conduct the domestic enquiry in the matter of alleged misconduct by Mr./Ms. [Employee Name], Employee Code [XXX], working as [Designation] at [Location].
You are requested to conduct the enquiry in line with the principles of natural justice, allowing both parties an equal opportunity to be heard.
You may commence the proceedings on or after [start date] and are requested to conclude the enquiry preferably within 30 days.
Thank you for your cooperation.
Yours faithfully,
[Name]
[Designation]
[Disciplinary Authority]
📑 Annexure E: Draft Final Order Template
[On Company Letterhead]
Ref No.: [XXX]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Employee Code]
[Designation]
Subject: Final Order in Disciplinary Proceedings
Dear [Mr./Ms. Last Name],
Reference is made to the disciplinary proceedings initiated against you vide Show Cause Notice dated [Date] and the Charge Sheet dated [Date]. A domestic enquiry was conducted by Mr./Ms. [Enquiry Officer], who submitted the report dated [Date].
The enquiry has found you [guilty/not guilty] of the following misconduct(s):
[Summarize charges proven/not proven]
Based on the findings and your response dated [Date], the following punishment is hereby imposed upon you:
✅ [Warning / Suspension for __ days / Demotion / Termination]
Effective from: [Date]
This order is being issued after considering all aspects and in adherence to company policy and applicable legal provisions.
You have the right to appeal this decision within 15 working days from the date of this letter.
Yours sincerely,
[Name]
[Designation]
[Disciplinary Authority]