Free notice template · Word

Show Cause Notice

A show cause notice is a formal letter asking an employee to explain in writing why disciplinary action should not be taken against them for specific alleged misconduct. It is a core natural-justice step in Indian practice and often comes before a charge sheet or domestic enquiry.

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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:

That on [DD/MM/YYYY] at about [Time], at [Place], you [factual description of first allegation].
That on [DD/MM/YYYY], you [factual description of second allegation, if any].

The above acts, if proved, would amount to misconduct under Clause [Clause Number] of the [Certified / Model] Standing Orders applicable to the company, namely [description of misconduct as listed].

The management proposes to rely on the following documents, which you may inspect at the HR department on any working day during office hours, or copies of which will be provided on request:

[Complaint / report dated DD/MM/YYYY]
[Statement of witness / CCTV record / system log]
[Any other document]

You are hereby called upon to show cause in writing, within [Number] days of receipt of this notice, as to why disciplinary action should not be taken against you for the above alleged misconduct. Your reply may be submitted to [HR Name] in person or by email at [HR Email].

If no reply is received within the stipulated time, it will be presumed that you have nothing to say in your defence, and the management will proceed further on the basis of the records available, in accordance with the standing orders.

This notice is issued without prejudice to any other action that the management may take as per law.

For [Company Name]
[Authorised Signatory]
[Designation]

Received by
[Employee Name]
Date and Time: [Date]

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What this template includes

Clear statement of each allegation with date, time and place
The standing order clause the act would fall under
List of documents relied upon, with an offer of inspection
Direction to show cause in writing within [Number] days
Statement that the management will decide on the basis of available records if no reply is received
Use of 'alleged' wording to avoid pre-judging

When to use it

A preliminary inquiry suggests the employee may have committed misconduct
Before deciding whether a formal charge sheet and enquiry are needed
For alleged misconduct listed in the standing orders
When the facts need the employee's version before any decision

How to customise this template

1Number each allegation separately so the employee can answer each one
2List every document the company intends to rely on
3Set a reasonable reply period, commonly 48 hours to 7 days depending on standing orders
4Mention how the reply should be submitted: in person, email or post

HR tips

Never state that misconduct is proved; a show cause notice only alleges
Provide copies of documents on request to allow a fair reply
Give an extension if the employee requests it with reason
If the reply is not satisfactory, issue a charge sheet before any major penalty

A show cause notice is part of the natural-justice process under standing orders. Its contents and reply period should match your certified or model standing orders; consult a legal adviser before major penalties.

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Frequently asked questions

What is a show cause notice in HR?+

It is a written notice that sets out specific alleged misconduct and asks the employee to explain within a fixed time why disciplinary action should not be taken.

How many days are given to reply to a show cause notice?+

There is no single rule; standing orders and company policy usually specify it. Commonly 2 to 7 days are given, with extensions on reasonable request.

What happens if the employee does not reply?+

The management may proceed on the basis of the available records, usually by issuing a charge sheet and holding an enquiry if a major penalty is being considered.

Is a show cause notice the same as a charge sheet?+

Not exactly. A show cause notice seeks an explanation, while a charge sheet frames formal charges for a domestic enquiry. Some companies combine them; check your standing orders.

All 50 warning, disciplinary & misconduct →

[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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[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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[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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[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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[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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[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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[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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[Company Logo][Company Name]

PERFORMANCE ESCALATION NOTICE

Ref. No.:: [Reference Number]
Date:: [Date]
PIP Reference:: [PIP Number], [DD/MM/YYYY] to [DD/MM/YYYY]

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

Subject: Outcome of Performance Improvement Plan and Escalation

Dear [Employee Name],

Your Performance Improvement Plan concluded on [DD/MM/YYYY]. The closing review was held on [DD/MM/YYYY] with [Reporting Manager] and [HR Name]. The results against the agreed goals are:

PIP Goal	Measure	Target	Achieved	Status
[Goal 1]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]
[Goal 2]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]
[Goal 3]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]

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Show Cause Notice

Preview of the notice

Subject: Show Cause Notice for Alleged Misconduct

What this template includes

When to use it

How to customise this template

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Frequently asked questions

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