[Company Logo][Company Name]
- Policy No.:
- [Reference Number]
- Version:
- [Version Number]
- Effective Date:
- [Date]
- Policy Owner:
- Human Resources
1. Purpose
This policy ensures that misconduct at [Company Name] is dealt with fairly, consistently and lawfully, giving every employee a full opportunity to be heard before any penalty is imposed.
2. Scope
It applies to all employees. Where certified or model standing orders apply to workmen, their procedure prevails over this policy. Probationers are covered with any variations stated in their appointment letters.
3. Definitions
- Minor misconduct: e.g., occasional late-coming, minor negligence, breach of dress code, discourteous behaviour.
- Major misconduct: e.g., theft, fraud, assault, wilful insubordination, harassment, habitual absence, falsifying records, serious safety violation, disclosure of confidential information.
- Disciplinary authority: [Designation] for grades [Grade]; [Designation] for grades [Grade].
- Inquiry officer: an impartial person appointed to conduct a domestic inquiry.
4. Policy
- Minor misconduct is first addressed through counselling, then a verbal and a written warning.
- Major misconduct, or repeated minor misconduct after a written warning, is handled through the formal procedure below.
- No penalty is imposed without informing the employee of the allegations and giving an opportunity to respond.
- Penalties are proportionate and may include: written warning, censure, fine or withholding of increment as permitted by law, demotion, suspension as punishment, discharge or dismissal.
- Warnings remain on record for [Number] months.
- An employee may be suspended pending inquiry for serious allegations; subsistence allowance is paid as per applicable law.
5. Procedure
- Preliminary fact-finding by HR.
- Issue of show-cause notice or charge sheet stating specific allegations, dates and evidence, with [Number] days to reply.
- If the reply is satisfactory, the matter is closed in writing.
- If not, a domestic inquiry is held: the employee may inspect documents, cross-examine witnesses, present evidence and be assisted by a co-worker.
- The inquiry officer submits findings with reasons.
- The disciplinary authority considers the findings and the employee's response to them, and decides the penalty in writing.
- The employee may appeal to [Appellate Authority] within [Number] days.
6. Responsibilities
- Managers: report misconduct promptly with facts.
- HR: administer the procedure and maintain records.
- Inquiry officer: conduct a fair, documented hearing.
- Disciplinary authority: decide impartially.
7. Non-compliance
Actions taken outside this procedure may be set aside. Managers who impose informal penalties or use the process to harass employees will themselves face action.
8. Review & Approval
HR will review this policy annually and whenever standing orders or labour rules change.
Prepared by
[HR Name]Human Resources
Approved by
[Authorised Signatory][Designation]Date:
[Date]