Warning Letter / Show Cause Notice Format
Put misconduct or performance concerns to an employee in writing and give them a fair chance to respond.
What it is
A show cause notice tells an employee what they are alleged to have done and asks them to explain why action should not be taken. A warning letter records a concern and the improvement expected. Both are part of fair process before any disciplinary action.
When it is used
- Misconduct such as unauthorised absence or breach of policy.
- Repeated performance or attendance issues after verbal warnings.
- Before deciding on disciplinary action, as a step in fair process.
What the template covers
- Type of letter: warning or show cause
- Date and details of the incident or pattern
- Allegations or issues, and prior verbal warnings
- Time allowed to respond
- Consequence if conduct does not improve
- Employee acknowledgement
Details you will need
The generator asks for the following. Fields marked with an asterisk in the form are required; the rest can be left blank and filled in later in Word.
Letter
Letter Date
Company
Company Name; Company Address; Signatory Name; Signatory Title
Employee
Employee Name; Employee ID; Designation; Employee Address
Nature
Type of Letter; Date of Incident / Pattern; Allegations / Issues; Prior Verbal Warnings Given; Response Required Within (days); Consequence if not improved
Stamp duty, registration and filing
The letter should state specific facts, give a reasonable time to reply, and be consistent with the employer's standing orders or HR policy. Under the Industrial Relations Code, 2020, industrial establishments with 300 or more workers must have standing orders covering matters such as misconduct and disciplinary action.
Generate the Warning Letter / Show Cause Notice
Fill in the form and download the draft as a Word file. It is a general template, not legal or professional advice; have it reviewed for your facts before you sign or rely on it.
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Frequently asked questions
What is the difference between a warning letter and a show cause notice?
A show cause notice asks the employee to explain their conduct before any decision is taken. A warning letter records the concern and warns of consequences if it continues.
How much time should an employee get to reply?
A reasonable period, commonly three to seven days, depending on the complexity of the allegations and the employer's policy.
Can an employee be dismissed without a show cause notice?
Fair process generally requires telling the employee the allegations and giving an opportunity to respond. Skipping this step can make the action difficult to defend.
This page gives general information for reference only. Laws, stamp duty rates and filing requirements change and differ between States, so confirm the current position for your case. Related: all document templates · free tax calculators · compliance calendar and guides.