Show Cause Notice Format

This is sample warning letter or Show cause notice format for employee. You can use it according to your need in this letter the inquiry officer shall submit his report and recommendations to the undersigned within given period of the initiation of inquiry. Every employee directly reported to inquiry officer.This is simple format of warning letter for Government and private sector employee.

Show Cause Notice

The Marketing Manager,
ABC Trust, UK.

Subject: Show Cause Notice

Mr. James,
This letter is to inform you that management has come to know about scamming in the donation amount. As you deal the associated section, it comes over you. A donation cheque of Rs. 100,000 (One Lac Rupees) was received by you in last week, Cheque Number: J6645 on 9th December, 2013. According to the policies of our organization the cash and cheque amounts has to be submitted in the Accounts Department within a day.

As per Accounts Department report no cheque or cash till now has been submitted by you. Whereas the receipt of Rs. 100,000 is sent to the donor, by you as it is to be sent by Accounts.

This is a serious issue and you are hereby given a period of 2 days  in order to explain your conduct related to amount of donation which is not submitted yet. If you were not able to give a satisfactory explanation, it will lead towards your suspension from employment in this firm along with a fine of Rs. 500,000 (Five Lac Rupees) and Company will not issue your experience or character certificate either.

ABC Trust.

Sample Show Cause Notice For Employee

Mr. Jameel Ahmed S/O Ahmed Abbas.
Deputy Director,
Fatima Group of Companies.

Subject: Show Cause Notice

Whereas a complaint against you lodged by Liaqat Ali s/o Ali Sher designation Plant Supervisor dated —– forums regarding use of substandard material in the contraction work, corruption and other serious allegations mentioned in the complaint.

And Whereas the undersigned appointed  Assistant deputy Director of Fatima Group of Karachi Office as an inquiry officer to en-quire the charges leveled against the accused official and submit this findings/ inquiry report. The same is still awaited. and Whereas the project manager project Implementation supervision consultants visited the plant and found that most of the grievances of the workers are valid/genuine. A photocopy of shortfalls pointed out by project manager is enclosed for early rectification.

The undersigned as competent authority of company checking employees efficiency discipline and accountability and inform all inefficient and corrupted employees warning  notice.

The employees accused official is directed to submit written defense to the inquiry officer within seven days of the date of issuance of this order.If the employee fails to submit his written defense within the prescribed period, It will be resumed that either he has no defense to offer or he has decline to offer the same and he has accepted the charges.

HR Department.

Sample Show Cause Notice For Employee
Sample Show Cause Notice For Employee

Sample Show Cause Notice for Employees:

[Company Name and Logo]

Show Cause Notice

To: [Employee Name] Department: [Department Name] Date: [Date]

Subject: Show Cause Notice

Dear [Employee Name],

It has come to our attention that you have been displaying behavior that is not in line with the policies and values of our company. We take such matters seriously, and as a responsible employer, we are obligated to investigate the matter thoroughly and take appropriate actions.

We would like to bring to your attention the following instances of your behavior:

[List the instances of the employee’s behavior that is the cause of concern.]

These instances of your behavior are in violation of our company policies and standards of conduct. We would like to give you an opportunity to provide an explanation for your actions and provide us with reasons why disciplinary action should not be taken against you.

You are hereby given a Show Cause Notice, and you are required to submit a written explanation for your behavior within [number of days] days from the date of this notice. If you fail to provide an explanation within the given time, we will be forced to take disciplinary action, which may include termination of your employment.

Please note that your response will be taken into consideration, and the company reserves the right to take appropriate action based on your explanation.

We hope that you understand the seriousness of the matter and respond to this notice promptly.


[Name of the Authorized Person] [Position in the Company] [Company Name and Logo]

Show Cause Notice Sample Letter

To: Mr. John
Manager Purchase
New York

Please explain why action should not be taken against you for the issuance of a bill to Ms. Blobal Tech on account of the purchase of a sound system which was faulty. Please give a para-wise reply.

  1. Why, and equipment inspection not done?
  2. When the equipment was rejected why it was not picked up by the company?
  3. Why it was told on inquiry that payment has already been made?
  4. Why the payment bill was made against all SOPs with your signatures & under whose instruction?
  5. Why Head of the I.T. Committee not informed of all the progress on the inquiry?
  6. Why a copy was not submitted to the president’s office?

Please submit your response in writing within 48 hours.


Chief Executive Officer

Show Cause Notice Format for Misconduct

Dear Ahmed Khan,

On behalf of the HR department of our company, this is to notify you that you are requested to appear before the board of directors on Saturday (Date). You have to explain your interview on a local news channel in which you alleged that massive corruption culture in the organization. you also labeled serious allegations on the top leadership of the company. It’s better if you bring any proof, or documented evidence in this regard.


Assist Manager HR

4 thoughts on “Show Cause Notice Format”

  1. i have received show cause notice from my co. HR dept. due to hold cash amount and late deposit in bank , i want to reply format.

  2. I have received a show cause letter from the Deputy GM HR due to collection of cash from a client and using it for a compassionate problem. i only have today before replying it. kindly assist in a reply format

    1. The Concerned Person,
      ABC Organization.

      Respected sir,
      It is stated that I have always been a sincere and devoted employee. As I’m subjected to your show cause notice I would like to notify you that I understand my responsibility in terms of collection of cash and I also know that it is unethical to use the money for any other reason. But unfortunately I didn’t have any other option that time as I was in short of money. I intended to return the money when I had to submit the entire collection. I want to inform you that the cash was used for compassionate problem/sympathy reason. This was the only choice I could do that time. I admit that I was at mistake and I assure you that such misapprehension won’t happen ever after.

      Thanking you I remain.

      Name, Designation and Contact.

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