Show cause notice template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Office Address]
[City], [State] [PIN Code]
Date: [Date]
Ref: [Company Code]/HR/SCN/[Year]/[Number]
Confidential
To
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Show cause notice
Dear [Employee Name],
It has been reported to the management that on [Date] at about [Time], at [Place], you [allegation stated factually, for example: allowed a person without a visitor pass into the stores area and handed over two cartons of spare parts without a gate pass]. This information is based on [source, for example: the report of the stores in-charge dated Date and the CCTV recording of the stores entrance for that day].
If established, this act would amount to misconduct under clause [Clause Number] of the [standing orders / conduct rules applicable to you], which deals with [description of the clause, for example: removal of company property without authority].
You are hereby asked to show cause, in writing, within [Number] days of receiving this notice, why disciplinary action should not be taken against you. You may include any facts, documents or names of persons you want the company to consider. If you wish to inspect the documents referred to above before replying, please contact [HR Contact Name] to arrange it.
If no reply is received within the time allowed, the company will proceed on the basis of the information available to it. This notice does not mean that the company has reached any conclusion. Your reply will be considered before any decision is taken, and if an inquiry is held, you will be given a full opportunity to present your case.
Please treat this matter as confidential and do not discuss it with the persons named in the report while it is being examined.
Yours sincerely,
For [Company Name]
[Disciplinary Authority Name]
[Designation]
Acknowledgement
I have received this show cause notice on [Date].
Name: [Employee Name]
Signature: ____________
What to include
Allegation, not conclusion
Use words such as it has been reported or it is alleged, and say that no conclusion has been reached. A notice that declares the employee guilty before the reply undermines every later step.
Specific facts and source
Give date, time, place, what is alleged and where the information came from. The employee can only answer a specific allegation, and a vague notice is a common reason disciplinary action fails.
The rule involved
Name the clause of the standing orders or conduct rules the act would breach if proved. Check whether standing orders apply to your establishment.
Reasonable time and access to documents
Allow a reasonable number of days to reply and offer inspection of the documents relied on. Both are part of giving the employee a fair chance to answer.
Signed by the right authority
The person named in the standing orders or conduct rules as the disciplinary authority should sign. A notice from someone without that authority can be challenged later.
Common mistakes to avoid
- Writing that the employee has committed misconduct before hearing their reply.
- Listing vague charges like indiscipline or bad behaviour without dates or facts.
- Giving 24 hours to reply to a detailed allegation.
- Refusing to let the employee see the complaint or report relied on.
- Having the notice signed by a manager who is also the complainant.
Run it in ZeniaHR
ZeniaHR does not generate show cause notices. HR writes the notice, collects the signed acknowledgement and uploads it, and later the reply, to the employee's documents, with access limited through roles and data scope in access control. Where the allegation concerns attendance, such as a punch recorded for someone who was not present, the punch stream shows the source of each punch, web, mobile, biometric, kiosk or manual, which helps HR check the facts before issuing the notice.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
What is a show cause notice to an employee?
It is a formal written notice asking an employee to explain why disciplinary action should not be taken over a specific allegation of misconduct. It states the facts alleged, the source of the information and the rule involved, and gives a deadline for a written reply. It is the first step of a fair disciplinary process.
How many days should be given to reply to a show cause notice?
There is no single number for all cases. Companies commonly allow a few working days, and more when the allegation is detailed or documents need to be inspected. Your standing orders or conduct rules may set a period. The time must be enough for the employee to prepare a real answer.
What happens if an employee does not reply to a show cause notice?
The company may proceed on the basis of the information it has, as the notice should state. It is good practice to send a reminder first. If the matter could lead to a major penalty, the company should still hold a proper inquiry rather than treating silence as an admission.
Is a show cause notice the same as a charge sheet?
Not exactly. A show cause notice asks for an explanation. If the reply is not satisfactory and the matter is serious, the company may issue a charge sheet setting out formal charges for a domestic inquiry. Some companies combine both steps, but the employee must always get a chance to answer.