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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.