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Explanation Call Letter

An explanation call letter, often called a memo, is a short letter from HR or a manager asking an employee to explain a specific incident in writing. It is a neutral fact-finding step used before deciding whether a warning, counselling or no action is appropriate, and is less formal than a show cause notice.

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[Company Logo][Company Name]

MEMO – CALL FOR EXPLANATION

Memo No.:: [Reference Number]
Date:: [Date]
Reply due by:: [DD/MM/YYYY], [Time]

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

From:
[HR Name / Reporting Manager]
[Designation]

Subject: Request for Explanation Regarding [Incident] on [DD/MM/YYYY]

Dear [Employee Name],

It has come to our notice that on [DD/MM/YYYY], [brief, neutral description, e.g. the cash counter at Branch X showed a shortfall of ₹(Amount) at closing during your shift / a customer reported that an order was not delivered].

Before taking any view on the matter, the management would like to understand your side. Please give your written explanation addressing the following:

What happened, in your own words, including the time and the persons present
[Specific question, e.g. Who else had access to the counter during your shift?]
[Specific question, e.g. Was the shortfall noticed and reported by you at any point?]
Any document, message or record that supports your account

Please submit your explanation to [HR Name] in writing or by email at [HR Email] within [Number] days of receipt of this memo.

Please note that no decision has been taken, and your explanation will be considered fairly. This request is made in accordance with Clause [Clause Number] of the company's [Standing Orders / HR Policy].

Thank you for your cooperation.

[HR Name / Reporting Manager]
[Designation]
For [Company Name]

Received by
[Employee Name]
Date: [Date]

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What this template includes

Neutral subject line that does not allege misconduct
Brief description of the incident or irregularity
Specific questions the employee should answer
Deadline for the written explanation
Assurance that no decision has been made
Name of the person to submit the reply to

When to use it

An incident has been reported and you need the employee's version first
Records show an irregularity that may have an innocent explanation
A customer complaint names an employee and facts are unclear
You want to decide whether further action is needed at all

How to customise this template

1Write two to four specific questions instead of a vague 'explain yourself'
2Keep the letter to one page
3Use email if your company accepts it as official communication
4Track the reply deadline in your HR case register

HR tips

Use this before a show cause notice where facts are uncertain
Do not use the words 'misconduct' or 'guilty' at this stage
Thank the employee for their cooperation
Close the matter in writing if the explanation is satisfactory

An explanation call is a fact-finding step, not a penalty. Use it consistently with your standing orders and HR policy, and take legal advice before any action based on the reply.

For HR & hiring managers

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Frequently asked questions

What is an explanation call letter?+

It is a short memo asking an employee to explain a specific incident or irregularity in writing within a set time, before the management decides whether any action is needed.

Is an explanation call the same as a show cause notice?+

No. An explanation call is a neutral request for facts. A show cause notice sets out alleged misconduct and asks why action should not be taken.

What happens after the explanation is received?+

HR and the manager review it and decide on no action, counselling, a warning, or a show cause notice if misconduct appears likely.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
EXPLANATION LETTER
Date:
[Date]
In reply to:
Ref. [Reference Number] dated [DD/MM/YYYY]
To,
[HR Name]
HR Department
[Company Name]
[Company Address]
Subject: Explanation in Reply to [Notice / Letter] Ref. [Reference Number]
Dear Sir/Madam,
I, [Employee Name], [Designation] in the [Department] department (Employee ID: [Employee ID]), acknowledge receipt of the above [notice / letter] on [DD/MM/YYYY]. I respectfully submit my explanation as follows:
Point-wise response
Letter · Word
Explanation Letter
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[Company Logo][Company Name]
WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Warning for [Nature of Lapse]
Dear [Employee Name],
This letter is issued with reference to the incident that took place on [Date of Incident] at [Place of Incident]. As per the report submitted by [Reporting Manager] and the records available with the HR department, it has been observed that [Brief, factual description of what happened, including time and persons present].
The above conduct is contrary to Clause [Clause Number] of the company's [Standing Orders / Code of Conduct / HR Policy], which requires every employee to [Summary of the expected conduct].
Letter · Word
Warning Letter Format
Download .docx
[Company Logo][Company Name]
FIRST WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Warning Stage:
First Written Warning
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: First Written Warning – [Nature of Issue]
Dear [Employee Name],
On [Date of Counselling], your reporting manager, [Reporting Manager], spoke to you informally about [Issue]. Despite that discussion, it has been noted that on [Date(s) of Recurrence] [factual description of what occurred, with supporting record such as attendance log, email or report].
This is not in line with Clause [Clause Number] of the company's [Standing Orders / HR Policy]. As this is the first written warning on this matter, the management wishes to help you correct it at the earliest.
Letter · Word
First Warning Letter
Download .docx
[Company Logo][Company Name]
SECOND WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Previous Warning:
Ref. [First Warning Reference] dated [DD/MM/YYYY]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Second Written Warning – Repetition of [Nature of Issue]
Dear [Employee Name],
You were issued a first written warning on [DD/MM/YYYY] regarding [Issue]. In your reply dated [DD/MM/YYYY], you stated that [one-line summary of reply], and you assured the management that the matter would not recur.
However, it has been recorded that on [Date of Incident] [factual description of the repeated lapse, with reference to attendance records, emails, CCTV or the manager's report], as reported by [Reporting Manager].
Letter · Word
Second Warning Letter
Download .docx

[Company Logo][Company Name]

FINAL WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Mode of Delivery:: [By hand / Registered post / Official email]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Final Warning – [Nature of Issue]

Dear [Employee Name],

The management has, on the following occasions, brought to your notice concerns regarding [Issue] and given you the opportunity to explain and improve:

Stage	Reference No.	Date	Issue	Your Reply Received
Verbal counselling	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
First written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
Second written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]

Letter · Word

Final Warning Letter

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[Company Logo][Company Name]
WRITTEN WARNING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]
Dear [Employee Name],
This letter confirms the discussion held on [DD/MM/YYYY] at [Place], attended by you, [Reporting Manager] and [HR Name]. The purpose of the meeting was to discuss [Issue], which had earlier been raised with you verbally on [DD/MM/YYYY].
Concerns discussed
Letter · Word
Written Warning Letter
Download .docx

[Company Logo][Company Name]

ATTENDANCE WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Shift: [Shift Timing]

Subject: Warning Regarding Irregular Attendance and Late Reporting

Dear [Employee Name],

As per the company's attendance policy, your reporting time is [Start Time] with a grace period of [Number] minutes, and your scheduled departure time is [End Time]. A review of the attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY] shows the following:

Date	Scheduled In	Actual In	Scheduled Out	Actual Out	Approval on Record
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]

Letter · Word

Attendance Warning Letter

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[Company Logo][Company Name]
WARNING LETTER – LATE ARRIVAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning for Repeated Late Arrival
Dear [Employee Name],
Our attendance records show that you reported to work after the scheduled start time of [HH:MM] on the dates below, during the period [DD/MM/YYYY] to [DD/MM/YYYY]:
Date Scheduled Time Actual In-Time Delay (mins)
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
Letter · Word
Late Coming Warning Letter
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Date	Scheduled Time	Actual In-Time	Delay (mins)
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]

Explanation Call Letter

Preview of the letter

Subject: Request for Explanation Regarding [Incident] on [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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