SAMPLE MEMO

SUBMIT WRITTEN EXPLANATION

To: [Name]
[Address]

From: [Name of HR]

[Position and Company]

Subject:MEMO FOR WRITTEN EXPLANATION & ADMINISTRATIVE HEARING

Date: [Date]

Dear [Mr./Ms. Name],

It has been recently discovered that you ____________________________. Reports from reliable source and
an examination of company records show that you have _____________________(put violation).

As a consequence of ___________________, you have failed to satisfactorily discharge your duties,

thereby exposing you to the commission of gross and habitual neglect of duty which under the
Labor Code is a ground for the termination of your employment. As you very well know, these acts,
if not satisfactorily explained, violate company policies and your duties, not to mention that of the
Labor Code.

In view thereof, you are hereby given forty-eight (48) hours within which to give your written
explanation about your situation and to show cause why no disciplinary action, including dismissal
should be taken against you.

Furthermore, an administrative hearing will be held on [date and time], at the Conference Room
of [business address] for the purpose of giving you further opportunity to explain your situation.
Failure to give a written explanation within the period stated and to attend the hearing will be
construed as a waiver on your part of your right to be heard. Accordingly, your case will be
resolved based on the available records and evidence.

For your strict compliance.

____________________________
[Name of HR]

Received by:

_____________________
[Name of Employee]