Employee Suspension Letter
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A formal suspension letter for employee ensures transparent communication and allows the suspension of an employee in an effective and legally compliant way, as well as protects the organization's integrity and culture.
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What is an employee suspension letter?
An employee suspension letter is an internal HR document used to formally notify an employee or worker that they are being temporarily removed from their duties. This letter template records most important details of the suspension, including its duration, reason for suspension, further steps, etc.
This letter could be used for a variety of daily situations in the workplace, including an employee suspension letter for misconduct, negligence, harassment, violation of code of conduct, etc.
The initial reason for suspension is to perform an internal investigation of an incident or conduct issues that violated the employer’s internal corporate policies and regulations.
When should employers use this suspension of employee letter?
Having a well-drafted professional suspension notice template could be useful in either of the situations below:
- workplace harassment cases;
- violation of internal code of conduct;
- violation of internal health and safety policies;
- security or safety reasons that require suspension from work;
- persistent non-compliance with the company’s standards and requirements, etc.
What are key components for employee suspension letter template?
In order to create a solid and professional employee suspension letter template, it is essential to include a number of important elements listed below.
Sender Details
The sender of this letter should be an employer only. If it is a business or organization, a letter is usually signed by a representative of the HR department or another person authorized to deal with personnel matters.
This document could be used for employment relations only. In other words, this template cannot be used by a service provider or independent contractor, for instance.
Once the document is ready, a sender must put their signature. Without a signature a document cannot become legally binding.
Incident Details
Every employee suspension letter should clearly explain circumstances that caused suspension. In this regard, the text of the letter must include:
- summary of the employee’s violation (e.g., a suspension letter to employee for negligence of duty);
- date of incident (if not known, an approximate date would be enough);
- detailed description of incident;
- a direct reference to the provision or clause of an employer’s policy allowing suspension (e.g., para 12.6 of the Employee Code of Conduct).
Suspension Details
Another important element of every workplace discipline suspension letter is detailed instructions regarding the suspension itself. All in all, an employee should understand what will happen next and how it affects his or her employment. In this regard, the following important statement should be present in the text of the letter:
- type of suspension period (e.g., unpaid, partially, or fully paid suspension letter template);
- start date of the suspension period;
- statement requiring the return of all work-related equipment (e.g., laptop, mobile phone);
- statement requiring an employee to keep this incident confidential;
- if applicable, a statement requiring an employee to refrain from competing activity with the employer; and
- statement requiring an employee to remain available for communication with the employer’s representative during the suspension period.
How to customize an employee suspension letter at FasterDraft?
To get a fully customized letter template, follow the instructions given below:
- Click the “Create Document” button.
- Answer simple questions in the form.
- Select a template’s format—suspension letter sample PDF or Word.
- Make a payment.
- E-sign online, download, and deliver the letter.
Table of content
Frequently Asked Questions (FAQ)
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1. What is an employee suspension letter?
An employee suspension letter is a formal written notice that aims to inform an employee about temporary removal from the duty to perform their work duties without termination of an existing employment contract.
If you plan to permanently suspend an employee from work, in that case a termination of employment letter should be used instead.
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2. Is an employer required to give written notice of suspension?
A suspension letter for employee could be communicated in advance or have an immediate effect. It depends on the internal corporate policies of each particular business, as well as the circumstances of each particular incident involving an employee’s suspension.
It is important to keep in mind that an employee should confirm the receipt of such a letter by signing it. A signed letter should be returned back to the employee for further record and HR compliance purposes. An employee cannot be suspended from work without giving a respective suspension letter.
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3. What should be included in an employee suspension letter?
A professional suspension notice template must include:
- full name of employer, contact email address, and employer’s signature;
- date and description of an incident that causes suspension;
- the reference to an employer’s internal corporate policy that allows suspension;
- start date of a suspension period;
- additional requirements (e.g., to keep all matters related to suspension confidential, to return all work-related equipment, etc.)
- employer’s signature and date of the letter.
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4. Can an employee appeal or dispute the suspension?
Yes, an employee has a right to object to an employee suspension letter upon its receipt. This procedure is usually known as a grievance or appeal procedure. Lots of businesses and organizations that operate in the U.S. tend to have effective grievance procedures in place.
If you plan to appeal, read carefully the internal grievance procedure of your company to learn more about the timeline and how and where the appeal should be submitted.
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5. Is suspension the same as termination?
No. An employee suspension letter sample is used to temporarily remove an employee from execution of his/her work at the workplace.
At the same time, suspension does not affect the validity of the employment contract, as well as other employment benefits, like payments to 401(k) accounts, insurance contributions, social security payments, etc. Once suspension ends, an employee could be recalled back to work on the same terms and conditions as before.
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6. Is a suspension letter for employee legally binding?
Yes, a suspension letter for employee becomes a legally binding document after an employer signs it. It is an internal mandatory document, and an employee should follow instructions provided in the letter.
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