Suspension Letter Pending Investigation

Suspension Letter Pending Investigation

Letters Kate

A suspension letter is an official letter issued to an employee by the employer due to disciplinary allegation(s) or misconduct. The employee could be suspended due to corruption, a risk to colleagues/property, or breaching a non-disclosure agreement. The letter serves to notify the employee about the temporary abandonment of official responsibilities till the completion of investigations about the allegations in consideration.

It notifies the employee whether the official activities will be halted with or without salary and what obligations they would have to work under. The letter is a good way to protect the employees’ credibility by not making them suspects during evidence collection. 

The suspension letter neither guarantees that the employee would be guilty as charged nor necessarily result in the employee’s dismissal. It only serves as a notification to keep the employee from tampering with evidence or influencing witnesses during the investigation. The employee may restore the dignified status after the inquiry even if they have been issued a suspension letter earlier.

Before writing a suspension letter, the employer needs to consider the following things: 

  • Notify the employee about misconduct at the time of its occurrence
  • Communicate formal and informal warnings before sending the suspension letter
  • Have periodic meetings and discussions to amend the subject in question

Once the employer decides to write the suspension letter, the employer must consider the duration of the suspension, the terms and conditions to be followed by the employee during the suspension period, ensuring compliance with communicated regulations, and the period of suspension coming into effect.  

The employer may halt the employee’s work by issuing a suspension letter pending investigation. It requires the employee not to attend the way until the investigation is completed. The employee receives full pay as a part of the employment contract until the allegations are proven. Suspending an employee requires a tough decision. Hence, a few tips can help in writing an affection suspension letter pending investigation:

  • Brief and Clear – The reason for issuing the letter must be clearly stated, and disciplinary actions that could be taken as an outcome of the investigation shall be communicated regarding the employer’s disciplinary procedure.
  • Duration of Suspension – the letter should highlight the date of the suspension’s beginning period and provide the duration of the suspension’s ending period.
  • Rules and Regulations – the letter should emphasize an employee’s compliance with the stipulated regulations and notify the employee to ensure extended cooperation during the investigation.
  • Formal and cooperative tone – the letter needs to be formal yet cooperative, as the decision of suspension has been made to protect the employee’s rights and for their good interest.

Sample Suspension Letter Pending Investigation

[Date]

[Recipient’s Name]
[Designation]
[Organization]
[Address]

Dear Mr./Ms.,

This letter serves as formal documentation for your suspension from employment pending investigation. As highlighted in the meeting held on [Date], it has been alleged that you have been considering your family business for the quotations of our company’s promotional content printing. If proven, the allegations would breach your contractual agreement, which states that the employee cannot directly take part in any business or occupation. 

In compliance with the XYZ Company’s disciplinary protocols, you will be fully paid as per your employment contract during the suspension period since the allegations have not been proven yet. You must not attend the work till the completion of the investigation. The suspension neither makes you guilty as charged nor serves as a disciplinary action. It would make the investigation convenient without complicating the process any further. 

The suspension will come into effect immediately. During the suspension, you must fully cooperate with the investigation team to assist in the process by providing information, documentation, or witness as required by the team. Failure to comply with the communicated protocols would lead to disciplinary action. 

Upon completion of the investigation, we will keep you informed about the outcomes. The period to return to work would be communicated when deemed necessary. You will be notified about further proceedings if the allegations against you are proven. 

Please get in touch with me directly if you have any queries or require further information.

Sincerely, 

ABC


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