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Notice of suspension letter

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Our Notice of Suspension Letter Template ensures a formal and clear communication during employee suspension, preserving procedural fairness.

This letter is used to confirm an employees suspension while a disciplinary investigation takes place.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
149
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What is a Notice of suspension letter?

A Notice of Suspension Letter informs an employee of their temporary suspension while an investigation into an allegation takes place. It states the reasons for suspension, the duration, and employee rights. The letter ensures clear communication and compliance during the suspension period, kept on record by the employer.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably possible after an allegation has been raised that would warrant suspension
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing
1 Incident or Concern Arises: An incident or concern is raised, warranting an investigation or suspension. HR/Management N/A
2 Preliminary Investigation: Conduct a preliminary investigation to gather relevant information and assess the seriousness of the incident. HR/Management Within 1-2 working days
3 Suspension Decision: If necessary, the decision to suspend the employee pending a full investigation is made. HR/Management Within 1-2 working days after investigation
4 Notice of Suspension Letter: Issue a formal Notice of Suspension Letter to the employee, clearly stating the reasons for the suspension and the expected duration. HR/Management Within 1 working day after suspension decision
5 Full Investigation: Conduct a comprehensive investigation into the incident, ensuring it is fair, impartial, and timely. HR/Management Timely and efficiently as per complexity

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

  1. Employment Rights Act 1996: Provides guidelines on suspension as part of the disciplinary process and the right to be informed in writing.

  2. Equality Act 2010: Ensures fair treatment during the disciplinary process, prohibiting discrimination based on protected characteristics during suspension.

  3. ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues, including suspension, and emphasises the importance of clear communication.

  4. Data Protection Act 2018: Ensures that employee data related to suspension, such as the reasons and duration, is handled securely and confidentially.


Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Notice of suspension [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Notice of suspension

In accordance with the organisation's disciplinary rules and procedures [and following our conversation of [date]], I confirm that you are suspended on full pay pending an investigation into the allegations made against you of [describe allegation / offence]. This suspension is in order to allow us to conduct the investigation impartially and fairly, and is in no way a form of disciplinary action against you.

Once the investigation is complete, we will contact you further to arrange a meeting. In the meantime you are requested to remain available within reason should I need to contact you. I would ask that, at this stage, you do not contact any of the organisation's customers, suppliers or your work colleagues.

In the meantime, should you have any information that might be of assistance to our investigation or wish to discuss anything, please contact me, and if I am not available, contact [name].

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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£ 9

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Disciplinary template toolkit:
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Notice of suspension letter template
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