Professional Documents
Culture Documents
Notice To Explain Sample Format
Notice To Explain Sample Format
Notice To Explain Sample Format
1. 1. 1 (Company Name) (Company Contact Details) (Date) (Name of Employee) (Position
of Employee) (Contact Details of Employee) Subject: NOTICE TO EXPLAIN -‐-‐-‐-‐-‐-‐-‐-‐-‐--
‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐ Dear Mr./Ms. (Surname of Employee): Please submit your
written explanation to the DISCIPLINARY MATTER(S) being charged against you described
or narrated below within FIVE (5) DAYS from the date that this Notice was served upon
you. Also, please attend the conference to be held on _________________, 2013 at ______
(am/pm) at ______________________________ as this will give you additional opportunity to
verbally explain your side and present your witnesses and other evidence regarding the said
disciplinary matter(s). You have the right to be represented by any counsel or person of
your choice. In the event that you are found guilty of the said charge(s), the company
may terminate you from employment and/or impose other appropriate penalties. This
Notice consists of ____ pages, plus attachments. Kindly give this matter your priority
attention. Very truly yours, (Name of Disciplinary Officer) (Position of
Disciplinary Officer) (Contact Details of Disciplinary Officer) DISCIPLINARY MATTER(S):
What was/were the offense(s) committed:
2. 2. 2 (Identify the name(s) of the offense(s) and the article(s) & section(s) where it/they
is/are found in the Labor Code and/or in the company personnel policies.) When
was/were the offense(s) committed (date & time): (If the exact date and time is not certain
or available, indicate the time period covered instead.) Where was/were the offense(s)
committed: (If the exact location is not certain or available, indicate the vicinity
where the offense was committed.) Who is/are being charged of the offense(s): (Indicate
all the employees being charged with the same offense.) Who is/are the witness(es):
(Name all the witnesses. Attach their written reports or statements to this Notice. Expressly
mention in this Notice what are the documents that are attached.) How was/were the
offense(s) committed: (Give a brief description, story or narrative on how the offense
was committed and why the subject employee is being charged in connection with the
said offense. Attached the incident reports, police reports, security guard’s reports, audit
reports, photos, and other documents that can help describe the offense. Expressly mention
in this Notice what are the documents that are attached.) How much was involved (if
any): (If property, estimate the value of the property lost or damaged. If it cannot be
estimated (e.g. lost documents), say that “the value is beyond pecuniary estimation.”) How
did the offense adversely affect the company: (Give brief description. This should directly
or indirectly justify why the employee should be terminated, if found guilty.)
3. 3. 3 ACKNOWLEDGMENT RECEIPT OF NOTICE: Signature Over Printed Name:
_______________________________________________________ Date:
____________________________ Time: ___________________________ WITNESS TO THE
SERVICE OF NOTICE: Signature Over Printed Name:
_______________________________________________________ Date:
____________________________ Time: ___________________________ Instruction to the
Notice Server: 1. Give 1 copy of the Notice to the subject employee. 2. Request him/her to
completely fill-‐up and sign the ACKNOWLEDGMENT RECEIPT OF NOTICE on company’s
copy of the Notice. 3. Fill-‐up and sign the WITNESS TO THE SERVICE OF NOTICE on
company’s copy, placing YOUR OWN NAME and SIGNATURE. 4. However, if the employee
refuses to sign, don’t insist or argue. Just leave a copy of the Notice on his/her cubicle,
table or desk. a. Then fill-‐up and sign the ACKNOWLEDGMENT RECEIPT OF NOTICE of
company’s copy, placing YOUR OWN NAME and SIGNATURE with a note: “EMPLOYEE
REFUSED TO RECEIVED”. b. And if there are OTHER witnesses, request one of them to sign
as witness on the WITNESS TO THE SERVICE OF NOTICE. 5. Return the company’s copy to
the HR Manager for safekeeping. 6. If the Notice cannot be delivered PERSONALLY to the
subject employee, then you must send it to him/her by way of registered mail (with return
card) using his/her last known address.