A suspension notice is a short order that temporarily removes an employee from duty with effect from a specified date, stating the reason, the conditions to be observed during suspension and arrangements for company property. It is used where the employee's presence could affect an investigation or workplace safety.
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:
You shall not enter the company premises except with prior written permission of HR or when called for an enquiry or meeting.
You shall not contact any complainant or witness about the matter or attempt to influence them.
You shall remain available on your registered phone number [Phone] and email during working hours, and inform HR before leaving [City].
You shall not take up any other employment.
Payment during the suspension period will be made as per the Standing Orders and applicable law.
Please hand over the following to [HR Name] today against acknowledgement:
Company ID card and access card
Laptop, mobile phone and chargers: [Asset Tag Numbers]
Keys: [Details]
Cash, documents or stock in your custody: [Details]
Your system and email access will be temporarily disabled. Any communication regarding your suspension should be addressed to [HR Name] at [HR Email]. This notice does not mean that any finding has been reached about the allegations.
For [Company Name] [Authorised Signatory] [Designation]
Whether suspension is pending enquiry or a penalty after enquiry
Conditions: not to enter premises, not to contact witnesses, remain available
Return of ID card, laptop, keys and system access
Payment during suspension as per standing orders
Contact person at HR
When to use it
Serious misconduct is alleged and the employee's presence may hinder fact-finding
There is a risk to safety, property, data or other employees
The employee must hand over keys, cash, devices or system access immediately
A punitive suspension has been decided after an enquiry, as allowed by standing orders
How to customise this template
1Pick pending-enquiry or punitive suspension and delete the other option
2List the specific assets to be handed over
3Add the attendance or reporting requirement, such as phone availability during working hours
4Coordinate with IT to disable access at the same time
HR tips
Suspension is a serious step; use it only when necessary
Hand over the notice privately and with dignity, not in front of colleagues
Keep the suspension period as short as possible
Do not announce the reason to the wider team
Suspension rules, including subsistence allowance and maximum periods, are governed by standing orders and applicable labour laws. Review this notice with a legal adviser before issue.
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Frequently asked questions
Can an employer suspend an employee without pay in India?+
During suspension pending enquiry, subsistence allowance is generally payable as per the standing orders and applicable law. Suspension as a penalty after enquiry is handled per the standing orders.
What is the difference between suspension pending enquiry and punitive suspension?+
Suspension pending enquiry is a temporary measure while allegations are investigated and is not a punishment. Punitive suspension is a penalty imposed after misconduct is proved.
Can a suspended employee take another job?+
Usually the employee remains in service and should not take other employment during suspension. State this condition clearly in the notice.
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:
[Concern 1 – metric and period, e.g. average monthly sales of ₹X against target of ₹Y for Q1 and Q2]
[Concern 2 – e.g. appraisal rating of 'Needs Improvement' in FY review]
[Concern 3 – e.g. project milestones missed on DD/MM/YYYY]
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.
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.
You have been issued charge sheet Ref. [Charge Sheet Number] dated [DD/MM/YYYY] containing charges of [brief nature of charges], which, if proved, would constitute major misconduct under the company's Standing Orders.
Considering that [specific reasons, e.g. the charges relate to entries in the stores system to which you have access, and several witnesses work under your supervision], the management is of the view that your continued presence at the workplace during the enquiry is not advisable.
Subject: Revocation of Suspension Order Ref. [Suspension Order Number] dated [DD/MM/YYYY]
Dear [Employee Name],
With reference to the above order, by which you were placed under suspension with effect from [DD/MM/YYYY], the management has reviewed the matter and hereby revokes the suspension with effect from [DD/MM/YYYY].
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].
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: