MODEL PRO-FORM FOR GENERAL CHARGE-SHEET

To

It is reported against yo t!at on """"""""#date$ at """"""""#ti%e$

yo""""" #%ention &'ear'y t!e a&t or a&ts o( %is&ond&t a''eged$)
T!e a&ts* as a''eged a+o,e to !a,e +een &o%%itted +y yo* a%ont to
%is&ond&t -!i&!* i( pro,ed* -o'd -arrant serios dis&ip'inary a&tion
against yo)
A&&ording'y* yo are !ere+y re.ired to s!o- &ase -it!in """"""" days
o( t!e re&eipt !ereo( as to -!y yo s!o'd not +e dis%issed or ot!er -ise
pnis!ed)
S!o'd yo (ai' to s+%it yor e/p'anation as re.ired* It -i'' +e
pres%ed t!at yo ad%it t!e &!arges and !a,e no e/p'anation to o((er and
t!e %atter -i'' +e disposed o( -it!ot any (rt!er re(eren&e to yo)
Sin&e t!e &!arges* 'e,e'ed against yo* are o( gra,e and serios natre*
yo are !er+y sspended pending (rt!er pro&eedings and (ina' orders in
t!e %atter)
T!e re&eipt o( t!is 'etter s!o'd +e a&0no-'edged)
AHTOHRISED SIGNATORY
MODEL SHO1 CA2SE NOTICE
To
Mr))
E%p)No
Designation3))
4o !a,e +een a+senting (ro% dty -it!ot 'ea,e sin&e))and as
s&! ser,i&es are 'ia+'e to +e ter%inated a&&ording to t!e r'es o( t!e
&o%pany)
4o are* t!ere(ore* &a''ed pon to s!o- &ase -!y yor ser,i&es -i'' not
+e ter%inated nder C'ase )o( t!e StateMode' Standing
Orders A&t OR Certi(ied Standing Orders r'es o( t!e &o%pany 5
esta+'is!%ent (or s&! &ontined 5 !a+ita' a+sen&e)
A2THIRISED SIGNATOR4
MODEL SHO1 CA2SE NOTICE
To
Mr))
E%p)No
Designation3))
It !as +een reported against yo as nder 3
Onat)yo*))))#detai's o(
a''eged %is&ond&t$ T!e a&t#s$ a''eged to !a,e +een &o%%itted +y yo
a%ont to %is&ond&t)
A&&ording'y* yo are !ere+y &a''ed pon to s+%it yor -ritten
e/p'anation and s!o- &ase -!y dis&ip'inary a&tion s!o'd not +e ta0en
against yo)
4or e/p'anation %st rea&! t!e ndersigned -it!in 67 !ors) S!o'd
yo (ai' to s+%it yor e/p'anation re.ired* t!e %atter -i'' +e disposed
o( -it!ot any (rt!er re(eren&e to yo)
A2THORISED SIGNATOR4
SIMPLE 1ARNING LETTER
To
Mr))
E%p)No
Designation3))
1ARNING
4or e/p'anation dated )) in rep'y to s!o- &ase noti&e
dated) Has +een (ond to +e nsatis(a&tory)
4o are a&&ording'y !ere+y -arned)
4o are (rt!er ad,ised in yor o-n interest to +e &atios and not to
repeat s&! an a&t in (tre)
A2THORISED SIGNATOR4
STERN 1ARNING LETTER
To
Mr))
E%p)No
Designation3))
STERN 1ARNING
4or e/p'anation dated ))in rep'y to s!o- &ase noti&e 5 'etter o( &!arge
dated)!as +een (ond to +e nsatis(a&tory)
T!e gra,ity o( %is&ond&t &o%%itted +y yo is s&! t!at it -arrants
se,ere pnis!%ent) Ho-e,er* -e are ta0ing a 'enient ,ie- t!is ti%e and
!a,e de&ided to a-ard yo t!is stern -arning)
S!o'd yo repeat any s&! t!ing in (tre or &o%%it any ot!er
%is&ond&t -e -i'' not !esitate to ta0e stri&t dis&ip'inary a&tion against
yo)
A2THORISED SIGNATOR4
1ARNING LETTER FOR HA8IT2AL IRREG2LAT ATTENDANCE
To
Mr))
E%p)No
Designation3))
4or 'ea,e re&ord s!o-s t!at yo are in t!e !a+it o( a+senting o(( and on
and in spite o( t!e (a&t t!at yo !a,e +een ,er+a''y ad,ised and are
-arned (or i%pro,ing yor attendan&e yo !a,e not s!o-n any
i%pro,e%ent) 4o -ere again a+sent on ) 1it!ot any
at!ori9ation) 4o are +eing gi,en anot!er opportnity to &orre&t yorse'(
and in &ase yo do not s!o- any i%pro,e%ent -e -i'' !a,e no
a'ternati,e +t to ta0e a serios ,ie- o( yor a&tion) On yor a+o,e
a+sen&e yo are +eing strong'y -arned)
A2THORISED SIGNATOR4
1ARNING LETTER FOR INS28ORDINATION
To
Mr))
E%p)No
Designation3))
It !as +een reported t!at today at :;)::a)% -!en yor sper,isor as0ed
yo to doyo re(sed to &arry ot t!e instr&tions and
s!oted at !i%) In yor e/p'anation yo !a,e ad%itted yor %ista0e)
A't!og! drasti& a&tion &o'd !a,e +een ta0en against yo (or
ins+ordination* +t -it! a ,ie- to re(or% yo* yo are +eing gi,en
anot!er opportnity and -e !ope yo -i'' +e ,ery &are(' in (tre in
s&! %atters) 4o are +eing -arned)
A2THORISED SIGNATOR4
MODEL PRO-FORMA FOR GENERAL CHARGE-SHEET
To
Mr./ Ms..
Emp.No.
Designation..
It is reported against you that on ________(date) at ________(time)
you_____ (mention clearly the act or acts of misconduct alleged).
The acts as alleged a!o"e to ha"e !een committed !y you amount to
misconduct #hich if pro"ed #ould #arrant serious disciplinary action against
you.
$ccordingly you are here!y re%uired to sho# cause #ithin _______ days of
the receipt hereof as to #hy you should not !e dismissed or other #ise
punished.
&hould you fail to su!mit your e'planation as re%uired It #ill !e presumed
that you admit the charges and ha"e no e'planation to offer and the matter
#ill !e disposed of #ithout any further reference to you.
&ince the charges le"eled against you are of gra"e and serious nature you
are her!y suspended pending further proceedings and final orders in the
matter.
The receipt of this letter should !e ac(no#ledged.
AHTOHRISED SIGNATORY
PRO-FORMA FOR NOTICE FOR SUSPENSION ORDER PENDING
ENQUIRY)
To
Mr./ Ms..
Emp.No.
Designation..
*hereas the charges amounting to gross misconduct (s) and indiscipline
againt you ha"e !een le"eled in accordance #ith +ompany &er"ice ,ules /
&tanding -rder Noas per charge.sheet dated..sent to you.
No# therefore you are here!y placed under suspension #ith effect
fromunder clauses..of the /actory / +ompany ,ules / &tanding
-rders. 0our suspension has !een considered necessary in order to maintain
proper discipline in the /actory / +ompany / Esta!lishment and to conduct
proper en%uiry against you.
0ou #ill !e entitled to recei"e su!sistence / suspension allo#ance of ,s.
During the period of suspension.
AHTOHRISED SIGNATORY
PRO-FORMA FOR A LETTER TO THE ENQUIRY OFFICER FOR
CONDUCTING ENQUIRY AND CONVEYING HIS ACCEPTANCE
To
Mr. / Ms..

&ir / Madam
The Management has issued a charge.sheet to one of the employees calling
for his e'planation thereto. The e'planation has !een found to !e as
unsatisfactory. The Management has decided to hold an en%uiry !y gi"ing an
opportunity to the delin%uent employee to defend himself.
The Management has decided to appoint you as an En%uiry -fficer and #e
need your formal appro"al #hich may (indly !e con"eyed at your earliest.
1lease !e assured that the Management #ill e'tend full co.operation in this
conte't and Mr. / Ms. 2as !een appointed as its representati"e.
Than(ing you
0ours &incerely
/or 3 on !ehalf of the Management
$uthorised &ignatory
++) Mr./ Ms............................ you are appointed as Management4s
,epresentati"e to co.ordinate #ith the En%uiry -fficer.
Note) $fter the disciplinary authority decides to order an en%uiry it may hold the same itself
or appoint an En%uiry -fficer for that purpose in the a!sence of a pro"ision to the contrary in
the in the ser"ice or discipline rules concerned. The En%uiry -fficer functions only as a
delegate of the disciplinary authority #hose conclusions and recommendations may or may
not find fa"our #ith the disciplinary authority.
The prere%uisites of a person to !e En%uiry -fficer may thus !e summari5ed as under.)
(a) The appointment of the En%uiry -fficer should !e made !y an authority competent to
ta(e disciplinary action against the #or(man concerned.
(!) 6efore ma(ing the appointment of a person to act as En%uiry -fficer it must !e seen
that he is a person #ith open mind a mind #hich is not !iased against the #or(man
concerned.
(c) $ person to !e En%uiry -fficer must !e a ,esponsi!le -fficer or 2igh &tatus
commanding respect from the #or(man. 2e should not !e a person of lo#er status
and should not !e 7udge in his o#n cause.
PRO-FORMA FOR A NOTICE TO THE CHARGE-SHEETED EMPLOYEE
FOR HOLDING ENQUIRY:
To
Mr./ Ms.
Emp.No
Designation..
,ef) 0our e'planation dated ..in response to the charge.sheet
dated
*e are in receipt of your e'planation dated.in response to the charge.
sheet dated..$fter careful consideration of your e'planation #hich has
!een found unsatisfactory it is considered desira!le and necessary to
conduct an en%uiry into the charges le"eled against you. 0ou are here!y
informed that the en%uiry #ill !e conducted !y &ri.#ho has !een
entrusted #ith assignment to hold the en%uiry.
0ou are therefore directed to attend and participate in the en%uiry
proceedings #ith all the necessary document e"idence and #itness (es) that
you may see( to rely upon in your defense. 0ou are further intimated that if
you fall to attend the en%uiry proceedings #ithout sufficient cause the en%uiry
#ill !e proceeded e'.parte #ithout notice to you.
/or 3 on !ehalf of the Management
$uthorised &ignatory
DRAFT OF NOTICE AFTER RECIEPT OF ENQUIRY REPORT
To
......................
......................
......................
This has reference to the charge sheet dated __________ issued to you and
the en%uiry held thereafter. *e ha"e since recei"ed the report of the en%uiry
officer #herein the charges le"eled against you ha"e !een pro"ed.
6efore #e consider the findings of the en%uiry officer you are here!y gi"en an
opportunity as to #hat you ha"e to say o the findings. 0ou are gi"en a period
of three days to su!mit your reply. In case #e do not hear from you #ithin the
stipulated time period necessary action #ill follo# #ithout further reference to
you.
Manager/ +ompetent $uthority
NOTICE OF DISCHARGE TO AN EMPLOYEE
To
_______________
_______________
_______________
This has reference to the charge sheet dated_________ issued to you 3
en%uiry held thereafter. *e ha"e duly considered the report of the en%uiry
officer and are satisfied that the charges as le"eled against you ha"e !een
pro"ed against you in the en%uiry.
In "ie# of the serious nature of misconduct committed !y you 3 fully pro"ed
against you it has !een decided to dispense #ith your ser"ices. 2o#e"er on
compassionate grounds considering e'tenuating and aggra"ating
circumstances the management instead of dismissing you from ser"ices has
decided to impose lesser punishment of discharge on you #ith immediate
effect from____________
0our final payment of dues including #ages for 8 month in lieu of notice #ill
!e made to you in the office on or !efore____________ during office hours on
any #or(ing day after you hand o"er the charge.
Manager/ +ompetent $uthority
ORDER OF DISMISSAL
To
_______________
_______________
_______________
*e ha"e recei"ed the en%uiry report that #as held on_______________
against you conse%uent to the charge sheet dated______________. $fter
going through the proceedings of the en%uiry #e find that the charges ha"e
!een pro"ed against you.
&ince the charge (s) committed !y you is/are of serous nature the appropriate
punishment is dismissal from ser"ice. 0ou are therefore here!y dismissed
from ser"ice #ith effect from ____________ you can collect your dues if any
and settle your account on any #or(ing day during the office hours from
$ccounts Department.
Manager/ $uthorised person #ith designation
+.+ ) . The $ccounts Deptt. for information if necessary action.
ORDER OF REDUCTION IN RANK
To
_______________
_______________
_______________
0our past conduct and ser"ice records re"eal that you ha"e no initiati"e or
sense of responsi!ility. /re%uently you ha"e stayed a#ay from duty 3
neglected your #or(. Time 3 again you #ere #arned/ reprimanded !ut there
has !een no impro"ement. *e tried our !est to moti"ate you to ta(e interest
in the #or( 3 to o!ser"e regularity 3 punctuality !ut of no a"ail. 0ou ha"e
!een as careless as e"er 3 ha"e refused to perform your duties seriously.
0our carelessness has not caused the #or( to suffer !ut it is also li(ely to
effect the discipline among other mem!ers of the staff.
9nder circumstances #e are of the concerned opinion that the post held !y
you entails greater responsi!ility that you can shoulder as you lac( necessary
initiati"e #hich is re%uired for the post. Therefore #e here!y gi"e you 8.
month notice to relie"e you from the present post and instead assign you post
of____________ #ith immediate effect from_______________. This post
entails lesser responsi!ility 3 #e feel that you #ill !e a!le to perform your duty
more satisfactorily in this capacity. 2o#e"er you #ill !e entitled to only those
!enefits and salary that the post caries.
*e must also ma(e it clear that if you fail to sho# mar(ed impro"ement 3
continue to conduct yourself in the #ay you ha"e !een doing #e shall !e
constrained to dispense #ith your ser"ices after holding en%uiry if necessary.
Manager/$uthori5ed person #ith designation
+.+) . The $ccounts deptt for information 3 necessary action.
ORDER OF WITHOLDING ANNUAL INCREMENT/(S)
To
_______________
_______________
_______________
In continuance of the charge sheet dated_____________ issued to you 3 the
En%uiry held into the charges this is to inform you that #e #ere satisfied that
you are found guilty of the charges le"eled against you and se"ere
punishment including dismissal/discharge can !e inflicted upon you.
2o#e"er on going through your past record 3 considering the nature of the
misconduct !y you the undersigned decide that this time a milder punishment
#ill meet the ends of 7ustice. Therefore it has !een decided to #ithhold your
annual increment for___________year/years.
During the period for #hich your annual increment is !eing #ithheld the
management #ill #atch your performance and conduct and if found
satisfactory the grant of increment/ increments to you #ill !e reconsidered on
the e'piry of the said period.
Manager/ $uthori5ed person #ith designation
+.+) . The $ccounts deptt for information 3 necessary action.
ORDER OF IMPOSING FINE AS A PUNISHMENT
To
_______________
_______________
_______________
This is in continuance of the charge.sheeted dated__________ issued to you
3 the en%uiry held in pursuance thereof. $s a result of the en%uiry the
management is satisfied that the charges le"eled against you amply pro"ed.
-n the !ases of the charges pro"ed against you dismissal from ser"ice #ould
!e rather appropriate in the ordinary course !ut in consideration that this for
the first time that you ha"e !een found guilty of the charge the management
decides to afford you an opportunity to impro"e yourself 3 instead of a#arding
the e'treme penalty impose upon you a fine of ,s._________ as
punishment.
Manager/ +ompetent $uthority
Date) .
+.+) . The $ccounts Dept
PROFORMA SUGGESTED FOR A CHARGE SHEET TO AN EMPLOYEE
FOR HABITUAL ABSENTEEISM
T-
/ollo#ing are the charges against you)
1erusal of your attendance record re"eals that you are in ha!it of a!senting
yourself from your duties #ithout any information and proper sanction of
lea"e. 0our a!sentee spells are on an increase and your a!sentee record for
the preceding ________years are reproduced hereunder.
M-NT2 D$TE& N-. -/
D$0& -/

9N$9T2-,I:ED

$6&EN+E
________ __________
________________
;;; ;;; ;;;
;;; ;;; ;;;
0ou ha"e !een "er!ally ad"ised to impro"e you attendance record and not to
indulge in unauthori5ed a!sence from duties. 6ut despite these "er!al
ad"ises/reprimands and assurance gi"en !y you you ha"e not sho#n any
impro"ement in your attendance.
The a!o"e act of ha!itual a!sence on your part constituted ma7or misconduct
under certified standing orders of the company applica!le to you and also
affects the #or( of the company.
0ou are here!y re%uired to su!mit your e'planation if any to this charge.
sheet #ithin < days from its receipt failing #hich it #ill !e presumed that you
ha"e no e'planation to offer and the management #ill !e free to ta(e any
action that may !e deemed proper in you case.
/or _________________________
($uthori5ed &ignatory)
PROFORMA SUGGESTED FOR CHARGE SHEET FOR SLOWING DOWN
WORK
To
It is reported against you as under)
8. That on______(date) at a!out________(time) #hile on duty you in
com!ination #ith others deli!erately slo#ed do#n the #or( in a
concerted manner and instigated Mr.6 3 + to adopt =go slo#4 tactics.
0ou further threatened Mr. D #ho did not #ant to follo# the suit.
>. That #hile you prior production #as_____ per day your production on
________ and thereafter has !een deli!erately !rought do#n to______
#hich is much !elo# the normal production of a #or(er of a"erage
efficiency.
<. That the a!o"e acts/omissions on your part are highly o!7ectiona!le
!eing pre7udicial to the interest of the company #hich has to compete
#ith other efficiently run enterprises.
?. That despite repeated ad"ice not to adopt to =go slo#4 tactics !y your
superior/superiors you did not adhere to the actual norms of
production you ha"e !een maintaining earlier !ut instead (ept on
idling a#ay your time.
@. $s a result of your =Ao &lo#4 tactics and instigating others to slo# do#n
the #or(/production has considera!ly gone do#n resulting into loss to
the company.
B. The a!o"e acts on your part constitute ma7or misconduct under
certified standing orders no.______ and no._____ of the company
applica!le to you.

0ou are here!y re%uired to su!mit your e'planation if any to this charge.
sheet #ithin < days from its receipt failing #hich it #ill !e presumed that you
ha"e no e'planation to offer and the management #ill !e free to ta(e any
action that may !e deemed proper in you case.
A2THORISED SIGNATOR4
Appre!"t!o# Letter
Dear (Name of the candidate)
I #ould li(e to ta(e this opportunity to e'press my heartfelt than(s to you for
your "ery acti"e in"ol"ement _________(,eason) . The +hairman and 6oard
Mem!ers ha"e also as(ed me to pass on their sincere appreciation for your
efforts in supporting us #ith the underta(ing.
$gain than(s so much for your enthusiastic participation in our conference. I
ha"e no dou!t that it #ould not ha"e !een the success that it #as #ithout your
presence.
6est ,egards
_______(0our name and 0our Digital &ignature)
Re$et!o# Letter
Dear (Name of the candidate)
I regret to inform you that your recent application for the 2ead of &ecurity
position at __(Name of the company) #as unsuccessful.
$lthough you met all of the mandatory minimum %ualifications for the position
the Inter"ie# 6oard chose a candidate #ith considera!ly more e'perience
than you currently possess and also #hose s(ill set Matches closely #ith the
current profile #e are loo(ing at . I am here to con"ey than(s for your
candidacy .
-n !ehalf of ____(+ompany name) I than( you for your interest and effort
and I #ish you all the !est in your future career endea"ors.
&incerely
_______(0our name and 0our Digital &ignature)
Apo%o&' Letter
Dear (Name of the candidate)
The purpose of this is to con"ey to you my sincere apologies for any
incon"enience you may ha"e e'perienced last month #ith respect to
____(+ause of Incon"enience). *e continue to !e committed in reaching your
e'pectations. -nce again Cet me con"ey my sincere apologies concerning
this and also #ould see to it that this #ould not happen in future .
&incerely
_______(0our name and 0our Digital &ignature)
Appo!#t(e#t For I#ter)!e*
Dear (recipientDs name)
Than( you for your application regarding the position of (7o! title) at
(company). *e are impressed #ith your %ualifications and #ould li(e to meet
#ith you to ha"e a round of Discussion . 1lease come do#n to our office and
ta(e an inter"ie# any time !et#een __ $.M to __ 1.M . &hould you ha"e any
%ueries please feel free to call me _____(Mo! Num) and reach me at (your
Email ID) .
*e loo( for#ard to meet you soon at our -ffice.
6est ,egards
_______(0our name and 0our Digital &ignature
Ne* E(p%o'ee I#tro+,t!o#
2i $ll
1lease e'tend your #armest #elcome to (name). (name) #ill !e heading up
our (department) di"ision and is e'cited to !egin in this capacity. 2e comes to
us #ith more than (num!er) years in...(Industry) . &he #ould !e reached at
(+orporate Email ID). ,e%uest one and all to e'tend your #arm loo( upon
her .
6est ,egards
_______(0our name and 0our Digital &ignature
E-te#+!#& .o/ O00er
Dear (recipientDs name)
*e are delighted to ha"e you !e a part of (company). $s discussed in your
inter"ie# #e are offering you the position of (7o! title) your starting salary #ill
!e ___ per 0ear. The 6rea(.up for the same #ill !e pro"ided on your Date of
Eoining 1lease ac(no#ledge your Interest as a reply to this Email and Mention
us your Date of Eoining .
$n Early response to the same is highly appreciated. Coo( for#ard to ha"e a
amia!le $ssociation #ith you .
,egards
_______(0our name and 0our Digital &ignature .
B!rt1+"' Co#&r"t,%"t!o#2
Dear (recipientDs name)
*ish you a 2appy 6irthday F *e hope that you ha"e a great year and
accomplish all the fa!ulous goals you ha"e set. May the coming years !e
filled #ith happiness peace and lo"e.2a"e a Areat day ahead .
&incerely
_______(0our name and 0our Digital &ignature
HIKE Letter
Dear Employee
*e are glad to inform you that your +T+/salary is !eing re"ised to
__________________. The !rea( up of the same is as follo#s)
6asic)
+on"eyance)
/le'i 6enefit 1lan)
1/ +ontr!ution)
The other terms and conditions of the appointment remains the same.
Coo(ing for#ard for a greater performance.
,egards
_______(0our name and 0our Digital &ignature
HIKE Letter II
Dear Employee
*e ta(e this opportunity to than( you for your contri!ution to#ards(Name of
the company)_________________performance in (0ear)_______. 0our
efforts to#ards helping the company achi"e its strategic goals are
appreciated.
0our performance for the year _______ has __________ and has !een
e"aluated as ___(,ating). +onse%uently your annural compensation has
!een enhanced as sho#n !elo# #ef ________.
+omponents)
/i'ed +ash +omponent($)
6asic)
/le'i!le 6enefit 1an(/61)
1ro"ident /und(1/)
+ost to +ompany
Garia!le+ash +omponent(6)
1erformance 6onus
,etirals(+)
Aratuity
-ther $llo#ances(D)
Total 0early +ompensation ($H6H+HD)
6enefits)
Aroup Term Cife Insurance
Aroup 1ersonal $ccident Insurance
Aroup Mediclaim Insurance
*e loo( for#ard to your continued contri!ution that #ould ena!le us to #or(
together as a team and scale grater heights in the coming years.
*e #ish you all th !est for your future endea"ours and contri!utions to our
organi5ation.
PROMOTION LETTER
Dear Mr. /Ms
*e are "ery happy to inform you that you ha"e !een promoted as
(designation)#ith effect from (due date). In accordance #e here!y re"ise your
Aross &alary as ,s /..-ther terms and +onditions remain the same as per
the appointment letter.
Iindly sign and return the duplicate of this letter as a to(en of your
acceptance of the a!o"e terms and conditions.
*ith !est #ishes
_______(0our name and 0our Digital &ignature
ADRESS PROOF LETTER FOR EMPLOYEE
To W1o(2oe)er !t ("' o#er#
This is to confirm that +h.&udheer is #or(ing in (+ompany) as (Designation) .
$s per the company4s record 2is ser"ices #ere effecti"e since (D"te o0
.o!#!#&) . $lso #ould #ant to confirm the current address of (Name of the
Employee) as J put the $dress 3 as per company4s Employee ,ecords .
&incerely
2uman ,esources
_______(0our name and 0our Digital &ignature