Show Cause Letter may appear as follows:
Reference:EMP/DISC/20XX/Vol.1/01
Date: 12th January 20XX
Mr. G. Anglerman
House No. 11, Swifts Valley Avenue
Nestland 123
Sir,
Re: SHOW CAUSE LETTER
It has been reported to the Human Resource Manager on Wednesday, 6th January 20XX that at approximately 9.30 a.m. on 1st January 20XX (state time and date misconduct was allegedly committed) you allegedly failed to exercise due care and attention in the performance of your duty and the said negligent conduct caused physical injury to a fellow worker.
In view of the gravity of the alleged misconduct, you are suspended on full pay for a period of fourteen days (or some other duration).
You are hereby required to show cause in writing by 19th January 20XX (minimum of 7 days) why disciplinary action should not be taken against you.
Please note that this suspension is not a punishment. It is to facilitate management's investigation into the alleged misconduct and also to allow you the opportunity to present your case.
If you fail to submit an explanation by the stipulated date, decision will be taken without further reference to you.
*
..............................................................................
A. D. DISCIPLINEMAN
(name of CEO or Head of HR)
Group Head, Human Resource Management
* (signature of CEO or Head of HR)
Note
You can use this show cause letter format for other misconducts including but not limited to:
- Assault
- Battery
- Drunken and Disorderly conduct
- Intoxicated - Influence of drink or drugs
- Insubordination
- Conflict of Interest
- Theft
- Fraud
- Falsification of Documents
- Participation in illegal Strike / Go Slow
- Soliciting Sexual Favors
- Bribery
- Refusal to be transferred
- Negligence
- Borrowing money from subordinates
- Sleeping on duty, and
- Issuing Press Statements without approval
Show Cause Letter in the Case of Poor or Non-Performance
Where an employee under-performs or fails to perform, you can issue a show cause letter after informing the employee in writing to improve his or her performance. The sample show cause letter below shows the difference between misconduct (as stated above) and failure to perform or poor performance.
Click here to see more information on employee performance management.
Both cases involve disciplinary action taken against the employee concerned.
Reference: EMP/DISC/2009/Vol.1/01
Date: 12th January 20XX
Mr. G. Anglerman
House No. 11, Swifts Valley Avenue
Nestland 123
Sir,
Re: SHOW CAUSE LETTER
It has been reported to the Human Resource Manager on Thursday, 7th January 20XX that despite having been advised in writing on three separate occasions to improve your performance within a reasonable time and in spite of having been given the necessary assistance to improve your performance, you have failed to demonstrate any perceivable improvement in the performance of your duties.
It is noted that you were first cautioned to improve performance more than six (6) months ago. This is a reasonable time given to enable you to show more interest and commitment to your job and to improve your performance.
This behavior is considered a misconduct and is unacceptable under company policy and it goes against the terms and conditions of your appointment.
You are hereby required to show cause in writing to reach this office by 19th January 20XX (minimum of 7 days) explaining why disciplinary action should not be taken against you.
If you fail to submit an explanation by the stipulated date, decision will be taken without further reference to you.
*
..............................................................................
A. D. DISCIPLINEMAN
(name of CEO or Head of HR)
Group Head, Human Resource Management
* (signature of CEO or Head of HR)
You can use your own words as long as the contents of the show cause letter convey the same meaning.
Before you issue the show cause letter, verify whether the following three conditions are satisfied:
- The employee was given a letter informing him or her of the poor or non-performance and he or she must show improvement;
- The employee was given adequate time to improve performance; and
- The employee was given all the assistance in order to improve his or her performance such as training, coaching, and so on.
If you do this you won't go wrong.
Whether or not you have any doubt, consult your legal experts in cases like this.
> Strategic Human Resource Definition
> Human Resources Glossary
> Sample Show Cause Letter
> Natural Justice
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