A Sample Show Cause Letter




A show cause letter may look like this.


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 (Date the report was received) 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 cause letter format for other misconducts including but not limited to:

  1. Assault
  2. Battery
  3. Drunken and Disorderly conduct
  4. Intoxication - Influence of drink or drugs
  5. Insubordination
  6. Conflict of Interest
  7. Theft
  8. Fraud
  9. Falsification of Documents
  10. Participation in illegal Strike / Go Slow
  11. Soliciting Sexual Favors
  12. Sexual harassment
  13. Bribery
  14. Refusal to be transferred
  15. Negligence
  16. Borrowing money from subordinates/workmates
  17. Sleeping on duty
  18. Issuing Press Statements without approval
and so on.





In the Case of Poor or Non-Performance
Where an employee under-performs or fails to perform, issue a letter asking the employee to show cause. Do this after informing the employee in writing to improve his or her performance but no improvement is demonstrated.

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 (Date the report was received) 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. 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)


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:

  1. The employee was given a letter informing him or her of the poor or non-performance and that he or she must show improvement;
  2. The employee was given adequate time to improve performance; and
  3. 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 will not go wrong.

Whether or not you have any doubt, consult your legal experts in cases like this.









Click HERE for sample show cause letter
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