Free notice template · Word

Domestic Enquiry Notice

A domestic enquiry notice tells a charge-sheeted employee that an internal enquiry will be held into the charges, names the Enquiry Officer and Presenting Officer, and gives the date, time and venue of the first sitting. It also explains the employee's rights so the enquiry meets the standard of natural justice.

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[Company Logo][Company Name]

NOTICE OF DOMESTIC ENQUIRY

Ref. No.:: [Reference Number]
Date:: [Date]
Mode:: By hand / Registered Post A.D.

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]

Subject: Domestic Enquiry into Charges in Charge Sheet Ref. [Charge Sheet Number] dated [DD/MM/YYYY]

Dear [Employee Name],

Please refer to the charge sheet cited above and your reply dated [DD/MM/YYYY] (or: no reply having been received within the stipulated time). Your reply has been examined and found not satisfactory. The management has therefore decided to hold a domestic enquiry into the charges in accordance with Clause [Clause Number] of the company's Standing Orders.

Particulars	Details
Enquiry Officer	[Enquiry Officer Name], [Designation]
Presenting Officer	[Presenting Officer Name], [Designation]
First sitting – date and time	[DD/MM/YYYY], [Time]
Venue	[Venue Address / Room]
Language of enquiry	[English / Hindi / Regional Language]

You are requested to attend the enquiry on the above date and time. At the enquiry you will be entitled to:

Be assisted by a co-worker of your choice as defence representative, as permitted by the Standing Orders. Please inform the Enquiry Officer of the name before the first sitting.
Inspect the documents listed in the charge sheet and obtain copies.
Cross-examine the witnesses produced by the management.
Produce your own witnesses and documents in defence.
Make a written or oral statement of defence.

If you are unable to attend on the above date for a genuine reason, please inform the Enquiry Officer in writing at the earliest so that a fresh date may be considered. If you fail to attend without sufficient cause, the enquiry may proceed in your absence on the basis of evidence available.

Copy to: Enquiry Officer; Presenting Officer; Personnel File

For [Company Name]
[Authorised Signatory]
Disciplinary Authority

Received by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the charge sheet and the employee's reply
Name of the Enquiry Officer and Presenting Officer
Date, time and venue of the first sitting with adequate notice
Right to a defence representative as per standing orders
Right to inspect documents and cross-examine witnesses
Consequence of non-attendance: enquiry may proceed ex parte

When to use it

The employee has denied the charges in the charge sheet
The reply to the charge sheet was not accepted by the disciplinary authority
No reply to the charge sheet was received within the time given
An Enquiry Officer has been appointed and the first sitting is fixed

How to customise this template

1Give enough notice before the first sitting, typically at least three to seven days
2Choose an Enquiry Officer with no prior involvement in the case
3Mention the language in which the enquiry will be conducted
4Send by registered post as well if the employee is under suspension

HR tips

Record the enquiry proceedings in writing at each sitting and get signatures
Allow reasonable adjournments on genuine grounds
If the employee is suspended, pay subsistence allowance as required
Never let the complainant or witness act as the Enquiry Officer

A domestic enquiry must follow the applicable standing orders and principles of natural justice; defects can make the final decision vulnerable. Review this notice with a legal adviser before issue.

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Frequently asked questions

What is a domestic enquiry?+

It is an internal enquiry held by the employer, through an Enquiry Officer, to establish whether the charges in a charge sheet are proved, giving the employee a full opportunity to defend themselves.

Who can be the Enquiry Officer?+

An impartial person, either a senior employee not connected with the case or an external professional. The person must not be a witness or complainant.

What if the employee does not attend the enquiry?+

If the employee stays away without good reason after proper notice, the enquiry may proceed ex parte, but this should be recorded and adjournments considered first.

Can the employee bring a lawyer to a domestic enquiry?+

Usually the standing orders allow a co-worker or union representative. A lawyer is generally permitted only where rules allow it or the management is represented by a legally trained person.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
CHARGE SHEET
Charge Sheet No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Charge Sheet under Clause [Clause Number] of the Standing Orders
The management proposes to hold an enquiry against you under the Standing Orders of [Company Name]. The substance of the imputations of misconduct in respect of which the enquiry is proposed is set out in the enclosed articles of charge (Annexure I). A statement of the imputations in support of each article is enclosed (Annexure II). The documents (Annexure III) and witnesses (Annexure IV) by which the articles of charge are proposed to be sustained are also enclosed.
You are directed to submit within [Number] days of receipt of this charge sheet a written statement of your defence, and to state whether you wish to be heard in person. You may inspect the documents listed in Annexure III at the HR office during working hours.
If you admit the charges, the disciplinary authority may decide the matter on that basis. If you deny any charge or do not reply, an enquiry will be held into the charges not admitted.
Notice · Word
Domestic Enquiry Charge Sheet
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[Company Logo][Company Name]
NOTICE OF PERFORMANCE REVIEW MEETING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Notice of Formal Review of Work Performance
Dear [Employee Name],
This is to inform you that your work performance is being formally reviewed, as it has been below the expected standard for [Period]. The key concerns are:
1. [Concern 1 – metric and period, e.g. average monthly sales of ₹X against target of ₹Y for Q1 and Q2]
2. [Concern 2 – e.g. appraisal rating of 'Needs Improvement' in FY review]
3. [Concern 3 – e.g. project milestones missed on DD/MM/YYYY]
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Poor Performance Notice
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[Company Logo][Company Name]
SHOW CAUSE NOTICE
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
[By hand / Registered post / Email]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Show Cause Notice for Alleged Misconduct
Dear [Employee Name],
It has been reported to the management that you are alleged to have committed the following acts:
1. That on [DD/MM/YYYY] at about [Time], at [Place], you [factual description of first allegation].
2. That on [DD/MM/YYYY], you [factual description of second allegation, if any].
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Show Cause Notice
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[Company Logo][Company Name]
NOTICE OF DISCIPLINARY PROCEEDINGS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Initiation of Disciplinary Proceedings
Dear [Employee Name],
Please refer to the show cause notice Ref. [Reference Number] dated [DD/MM/YYYY] concerning the alleged [brief description of allegations], and your reply dated [DD/MM/YYYY]. After careful consideration, the management has found your reply not satisfactory and has decided to initiate disciplinary proceedings under Clause [Clause Number] of the company's Standing Orders.
The proceedings will be conducted as follows:
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Disciplinary Notice
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[Company Logo][Company Name]
SUSPENSION NOTICE
Ref. No.:
[Reference Number]
Date:
[Date]
Effective from:
[DD/MM/YYYY], [Time]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Suspension from Duty
Dear [Employee Name],
This is to inform you that you are placed under suspension with effect from [DD/MM/YYYY], [Time], [pending enquiry into the allegations communicated to you vide Ref. ___ dated DD/MM/YYYY / as a penalty for a period of ___ days, as decided vide order Ref. ___ dated DD/MM/YYYY], under Clause [Clause Number] of the company's Standing Orders.
During the period of suspension:
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Suspension Notice
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[Company Logo][Company Name]
NOTICE OF DISCIPLINARY HEARING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Invitation to Disciplinary Hearing
Dear [Employee Name],
You are invited to attend a disciplinary hearing to [respond to the allegations set out in our letter Ref. ___ dated DD/MM/YYYY / present your comments on the findings of the Enquiry Officer in the enclosed report dated DD/MM/YYYY].
The matters to be considered at the hearing are:
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Disciplinary Hearing Notice
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[Company Logo][Company Name]
NOTICE OF PROPOSED PENALTY
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Proposed Penalty for Misconduct – Ref. [Charge Sheet / Show Cause Number]
Dear [Employee Name],
With reference to [the show cause notice / charge sheet] dated [DD/MM/YYYY], the charge of [brief description] has been [admitted by you in your reply dated DD/MM/YYYY / found proved in the enquiry report dated DD/MM/YYYY, a copy of which was provided to you].
Having considered the nature of the misconduct, your service record and the circumstances stated by you, the disciplinary authority proposes to impose the following penalty under Clause [Clause Number] of the Standing Orders:
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Penalty Notice
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[Company Logo][Company Name]
NOTICE OF PROPOSED DEDUCTION FROM WAGES
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Show Cause Against Proposed Deduction for Loss / Damage
Dear [Employee Name],
On [DD/MM/YYYY], [factual description, e.g. the company laptop, Asset No. ___, issued to you was found damaged / a cash shortage was found at the counter handled by you]. Based on [inspection report / audit / your statement dated DD/MM/YYYY], it appears that the loss was caused by [specific neglect or default, e.g. leaving the laptop unattended in an unlocked vehicle, contrary to the IT Asset Policy].
The loss has been computed as follows:
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Salary Deduction Disciplinary Notice
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