This document can be used as a template for the investigator / HR department to inform the employee that they are under internal investigation. It sets out the details of the issues being investigated and whether the employee should continue working while he/she was investigated.
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The document titled 'Letter Giving Employee Notice' is an important communication tool used by organizations to inform an employee about the initiation of an investigation into their actions. The document begins with the account holder's first and last name, job address, and the current date. It is then addressed to the recipient, starting with a salutation.
The purpose of the letter is to notify the employee that an investigation is being conducted regarding their actions. The specific details of the alleged misconduct are mentioned, and it is stated that an investigator will be in charge of the investigation.
The main objective of the investigation is to gather relevant facts and information to establish the truth of the matter. The expected completion date of the investigation is also mentioned.
Once the investigation is concluded, the employee will be informed of the outcome in writing. If it is found that there is a case to answer, the employee will be invited to attend a formal disciplinary hearing.
In some cases, the investigator may request the employee to attend an investigation meeting to provide their version of events. The time and date of this meeting will be communicated to the employee in advance.
The letter emphasizes that the employee should contact the HR department if they have any information or wish to discuss anything related to the investigation. It also highlights the importance of maintaining confidentiality throughout the process, as any breach of confidentiality may be considered a disciplinary matter.
Depending on the situation, the letter includes a conditional statement regarding the employee's work status during the investigation. If the employee is required to continue attending work, they are informed to do so. However, if their work is to be suspended, this is clearly stated.
The letter concludes with a closing salutation and the sender's name.
Guidance for using the 'Letter Giving Employee Notice':
1. Provide the employee's information: Fill in the account holder's first and last name, job address, and the current date in the respective fields.
2. Specify the details of the investigation: Clearly state the specific actions or incidents that are being investigated. Be concise and factual in describing the alleged misconduct.
3. Mention the investigator: Provide the name or designation of the person who will be in charge of the investigation.
4. Explain the aim of the investigation: Clearly state that the purpose of the investigation is to gather relevant facts and information to establish the truth of the matter. Mention the expected completion date of the investigation.
5. Inform about the outcome and disciplinary hearing: Mention that the employee will be informed of the investigation's outcome in writing. If there is a case to answer, inform the employee that they will be invited to attend a formal disciplinary hearing.
6. Invitation to an investigation meeting: If necessary, inform the employee that they may be invited to attend an investigation meeting to provide their version of events. Specify that the time and date of the meeting will be communicated in advance.
7. Contact HR department: Encourage the employee to reach out to the HR department if they have any information or wish to discuss anything related to the investigation.
8. Emphasize confidentiality: Clearly state the importance of maintaining confidentiality throughout the investigation process. Mention that any breach of confidentiality may be considered a disciplinary matter.
9. Work status during the investigation: Depending on the situation, inform the employee whether they should continue attending work or if their work will be suspended. Use the conditional statement provided in the document.
10. Closing: Conclude the letter with a closing salutation and the sender's name.