Suspension letter 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/SUS/[Year]/[Number]
Confidential
To
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Residential Address]
Subject: Suspension pending inquiry
Dear [Employee Name],
The company has issued you [a show cause notice / a charge sheet] ref. [Reference Number] dated [Date] concerning the allegation that [brief description as stated in that notice]. The company has decided to hold an inquiry into this allegation.
As [reason for suspension, for example: the allegation concerns the handling of cash and records in your own section, and the inquiry will examine those records and the staff who work with you], you are placed under suspension with effect from [Effective Date and Time], pending the completion of the inquiry. This suspension is not a punishment and does not mean that the allegation has been accepted as true.
During the period of suspension:
- You will be paid subsistence allowance as provided in the [standing orders / conduct rules] and applicable law, on the usual salary date.
- You will not enter the company's premises or access its systems except when called for the inquiry or with written permission from HR.
- You will not contact the complainant or the witnesses about this matter.
- You will remain available at the address above and inform HR before leaving [City] or changing your contact details.
- You will hand over your ID card, keys, laptop and any company documents to [Name] today, against a receipt.
You will receive written notice of the date, time and place of the inquiry, where you may present your side, produce documents and question witnesses. The company intends to complete the inquiry quickly and will review this suspension on or before [Review Date].
Yours sincerely,
For [Company Name]
[Disciplinary Authority Name]
[Designation]
Acknowledgement
I have received this letter and handed over the company property listed in the receipt.
Name: [Employee Name]
Signature: ____________
Date and time: ____________
What to include
Not a punishment
State that suspension pending inquiry is not a penalty and that no finding has been made. The letter will be read by the employee's family and, possibly, a labour court.
A reason for keeping the employee away
Explain why the employee cannot stay at work during the inquiry, such as access to the records or witnesses involved. Suspension should be used only when there is such a reason.
Subsistence allowance
Say that subsistence allowance will be paid as provided in the standing orders and applicable law, and on which date. Check your standing orders and state rules for the rate before issuing the letter.
Clear conditions
List what the employee must and must not do: premises, systems, witnesses, availability and company property. Clear conditions protect the inquiry and the employee.
Keep it short in time
Say the inquiry will be completed quickly and give a review date. Long suspensions are costly for the company, unfair to the employee and draw criticism if challenged.
Common mistakes to avoid
- Suspending an employee for a minor lapse that does not need an inquiry.
- Stopping all payment during suspension without paying subsistence allowance.
- Writing the letter as if the misconduct has already been proved.
- Keeping the employee suspended for months with no inquiry date.
- Announcing the suspension and its reason to the whole team.
Run it in ZeniaHR
ZeniaHR does not generate suspension letters. Keep the signed letter and the property receipt in the employee's documents with restricted access. ZeniaHR does not calculate subsistence allowance, so HR works it out under the standing orders and checks the employee's attendance and payroll for the suspension period before the month is finalized, so that the month's pay matches that calculation rather than attendance alone.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
Is suspension pending inquiry a punishment?
No. Suspension pending inquiry only keeps the employee away from work while an allegation is examined. It is not a penalty and does not mean the employee is guilty. If the inquiry clears the employee, the company should restore them with the pay and benefits their standing orders provide for.
Is subsistence allowance paid during suspension?
Standing orders and conduct rules generally provide for subsistence allowance during suspension pending inquiry, and the employee continues to be paid it until the inquiry ends. Check the rules that apply to your establishment for the rate and when it changes, and state the payment date in the suspension letter.
How long can an employee be kept under suspension?
The standing orders or conduct rules may set limits, and the general expectation is that the inquiry is completed as quickly as possible. Long suspensions increase cost and invite challenge. Set a review date in the letter and keep the inquiry moving.
Can a suspended employee take another job?
Generally not, because they remain an employee of the company during suspension and receive subsistence allowance. Conduct rules often require the employee to stay available for the inquiry and not take up other employment. Check your conduct rules and state the condition in the letter if it applies.