Free notice template · Word

Policy Non-Compliance Notice

A policy non-compliance notice is sent when an employee has not completed a mandatory requirement under company policy, such as POSH or safety training, an annual code declaration, KYC documents or a required certification, despite reminders. It sets a firm deadline and explains the consequences under policy.

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[Company Logo][Company Name]

NOTICE OF POLICY NON-COMPLIANCE

Ref. No.:: [Reference Number]
Date:: [Date]
Final deadline:: [DD/MM/YYYY]

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

Subject: Pending Mandatory Requirement – [Requirement Name]

Dear [Employee Name],

Under the company's [Policy Name], all employees in your role are required to [requirement, e.g. complete the annual POSH awareness module / submit the conflict-of-interest declaration / renew the forklift operator certificate] by [Original Due Date].

Our records show that this is still pending, although reminders were sent on:

Reminder	Date	Mode
First reminder	[DD/MM/YYYY]	[Email / HRMS]
Second reminder	[DD/MM/YYYY]	[Email / HRMS]
Manager follow-up	[DD/MM/YYYY]	[Email / In person]

You are required to complete this requirement on or before [DD/MM/YYYY]. You can do so by:

[Step 1, e.g. Logging in to the LMS at (link) and completing Module X]
[Step 2, e.g. Submitting the signed form to HR]
Contacting [HR Name] at [HR Email] if you need help or a supervised session

As per Clause [Clause Number] of the [Policy Name], if the requirement is not completed by the final deadline, [consequence as per policy, e.g. your access to the shop floor / system will be suspended until completion], and the matter may be referred to your department head.

If there is a genuine reason why you have been unable to complete this, please inform HR in writing before the deadline.

Copy to: [Reporting Manager]

For [Company Name]
[HR Name]
HR / Compliance

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What this template includes

The requirement and the policy that mandates it
Original due date and reminders sent
New final deadline
How to complete it, with links or contact
Consequences under policy, such as access restriction
Option to explain any genuine difficulty

When to use it

Mandatory POSH, safety or compliance training is overdue despite reminders
Annual code of conduct or conflict-of-interest declaration is pending
Statutory documents such as PAN or bank details for payroll are not submitted
A required licence or certification for the role has lapsed

How to customise this template

1Insert the exact requirement and LMS or HRMS link
2List reminder dates from your system
3State only consequences that your policy actually provides
4Send a copy to the reporting manager

HR tips

Check that the system or link was actually working for the employee
Offer a slot or assistance for employees without regular system access
Use this notice for non-completion, not for misconduct
Close the notice once the requirement is met

Ensure the requirement and any consequence are set out in a communicated policy and consistent with your standing orders and applicable law. Use this as a starting template and seek advice where needed.

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Frequently asked questions

What is a non-compliance notice to an employee?+

It is a formal reminder that a mandatory policy requirement is overdue, with a final deadline and the consequences under policy if it is not completed.

Can access be restricted for non-completion of training?+

Many companies restrict system or site access for overdue safety or compliance training if the policy says so. Apply it consistently and give notice first.

Is non-compliance the same as misconduct?+

Not necessarily. Simple non-completion is usually handled by reminders and notices. Wilful, repeated refusal may become a disciplinary matter under standing orders.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
WARNING – VIOLATION OF COMPANY POLICY
Ref. No.:
[Reference Number]
Date:
[Date]
Policy:
[Policy Name], Version [Version], effective [DD/MM/YYYY]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Breach of [Policy Name]
Dear [Employee Name],
The [Policy Name] of [Company Name] was shared with you on [DD/MM/YYYY], and our records show that you acknowledged reading and understanding it on [DD/MM/YYYY] through [HRMS / signed copy / training module].
Clause [Clause Number] of the policy states: '[short quote of the relevant rule]'.
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Policy Violation Warning
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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].
Notice · Word
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]

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]

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Domestic Enquiry 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:
Notice · Word
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:
Notice · Word
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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