(letterhead)

(date)

(name of employee)
(position)
(address and contact details)

Subject: Notice to Explain

Dear ______:

Please submit your written explanation to the disciplinary

matters being charged against you described or narrated below
within five (5) days from the date that this notice was served upon
you.

Also, please attend the conference to be held on __, 2020 at ___

(am/pm) at __________________ as this will give additional opportunity to
verbally explain your side and present your witnesses and other
evidences regarding the said disciplinary matters.

You have the right to be represented by a counsel or a person of

your choice.

In the event that you are found guilty of the said charges, the
company may terminate you from employment and/or impose
appropriate penalties.

This notice consists of __ pages, plus attachments.

Kindly give this notice you most immediate attention.

Very truly yours,

(name of disciplinary officer)

(position)
(Contact details)

DISCIPLINARY MATTERS:

I. QUALIFIED THEFT BY MANIPULATION OF RECORDS

committed on __________________________, per records attached
hereto as Annexes “A” to “A-__”.

II. AWOL from (date) to (date).

 ACKNOWLEDGMENT OF RECEIPT OF NOTICE

Signature over printed name: __________________________

Date: ______________________

Time: ______________________

WITNESS TO THE SERVICE OF NOTICE:

Signature over printed name: __________________________

Date: ______________________

Time: ______________________

Instructions to the Notice Server:

1. Give one copy of the notice to the subject employee.

2. Request him/her to completely fill-up and sign the
ACKNOWLEDGMENT RECEIPT OF NOTICE on company’s copy
of the notice.
3. Fill-up and sign the WITNESS TO THE SERVICE OF NOTICE of
company’s copy, placing your own name and signature.
4. However, if the employee refuses to sign, don’t insist or argue.
Just leave a copy of the Notice on his/her cubicle/ table or desk.

a. Then fill-up and sign the ACKNOWLEDGMENT RECEIPT OF

NOTICE of company’s copy, placing your own name and
signature with a note: “EMPLOYEE REFUSED TO SIGN.”
b. And if there are other witnesses, request one of them to sign
as witness on the WITNESS TO THE SERVICE OF NOTICE.

5. Return the company’s copy to the HR Manager for safekeeping.

6. If the notice cannot be delivered personally to the subject
employee, then you must send it to him/her by way of
registered mail (with return card) using his/her last known
address.