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Suspension Pending Inquiry Letter

A suspension pending inquiry letter places an employee under suspension while a domestic enquiry into serious charges is completed. It explains why continued presence at work is not advisable, links the suspension to the charge sheet, confirms that it is not a punishment, and sets out subsistence allowance and conditions.

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[Company Logo][Company Name]

ORDER OF SUSPENSION PENDING ENQUIRY

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

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

Subject: Suspension Pending Domestic Enquiry

Dear [Employee Name],

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.

Accordingly, in exercise of the powers under Clause [Clause Number] of the Standing Orders, you are placed under suspension with effect from [DD/MM/YYYY] pending completion of the domestic enquiry and final orders thereon.

Please note:

This suspension is not a punishment and does not imply any finding on the charges.
You will be paid subsistence allowance during the period of suspension at the rate prescribed by the Standing Orders and applicable law, on the regular salary date.
You are required to submit a declaration each month that you are not engaged in any other employment or business.
You must attend the enquiry whenever notified; travel expenses for attending will be reimbursed as per policy.
You shall not enter the premises or contact witnesses without written permission of HR.

The management intends to complete the enquiry as expeditiously as possible. You may write to [HR Name] at [HR Email] for any clarification.

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 charges
Reasons why suspension is considered necessary
Explicit statement that suspension is not a penalty
Subsistence allowance as per standing orders and applicable law
Monthly declaration of non-employment, where required
Commitment to complete the enquiry promptly

When to use it

A charge sheet for major misconduct has been or is being issued
Charges involve theft, fraud, violence or tampering with records
The employee's continued access could affect evidence or witnesses
The standing orders allow suspension pending enquiry for the charges

How to customise this template

1State concrete reasons, such as access to the accounts system, rather than general ones
2Insert your standing orders clause on suspension and allowance
3Add the format of the monthly non-employment declaration if your rules need it
4Set an internal target date for completing the enquiry

HR tips

Review the need for suspension periodically; revoke it if no longer needed
Pay subsistence allowance on time each month
Keep the employee informed of enquiry dates
Prolonged suspension can be challenged; aim to conclude the enquiry quickly

Subsistence allowance rates and suspension limits are set by standing orders and applicable labour laws, which vary by state and establishment. Confirm these with a legal adviser before issue.

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Frequently asked questions

Is suspension pending enquiry a punishment?+

No. It is an interim measure to allow a fair enquiry, and the letter should say so. The employee remains in service.

Is subsistence allowance payable during suspension?+

Yes, subsistence allowance is generally payable during suspension pending enquiry at the rate set by the standing orders and applicable law.

What happens to suspension if the employee is exonerated?+

The suspension is revoked, and the employee is usually entitled to full wages for the suspension period after adjusting the subsistence allowance paid, as per rules.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
REVOCATION OF SUSPENSION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]
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].
Status of the disciplinary matter (select one):
Letter · Word
Suspension Revocation 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
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[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
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[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
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[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
Download .docx

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]

Suspension Pending Inquiry Letter

Preview of the letter

Subject: Suspension Pending Domestic Enquiry

What this template includes

When to use it

How to customise this template

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Frequently asked questions

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