Sample Suspension Letter Template printable pdf download

SAMPLE – Suspension

[Date]

[Name]

[Address]

Via [Hand Delivery OR Certified Mail No._________]

Dear [Mr./Ms. Last Name]:

The purpose of this letter is to advise you of my decision to suspend you without pay for ten (10)

working days from your position as [classification] with the [agency/department name]. The reason for

this suspension is your continued unacceptable conduct and performance, particularly pertaining to

unprofessional and offensive behavior, despite management intervention. In addition, this letter shall

serve as notice that any further neglect of duty or any other infractions will be viewed as unwillingness,

rather than inability, to comply with reasonable expectations, and shall result in further disciplinary

action, up to and including dismissal.

Your suspension will begin on [day of week, mo./day/yr. ‐ must provide 3 working day notice

beginning with the day following the date of the letter], and end at the close of business on [day of

week, mo./day/yr.]. You are expected to return to duty on [day of week, mo./day/yr.], at the time of

your regularly scheduled shift. This personnel action is in accordance with subsection 12.3 of the

Administrative Rule of the West Virginia Division of Personnel, W. V

. C

R. §143‐1‐1 et seq., and

ODE

provides for a three (3) working day written notice.

During the period of suspension, you are restricted from all areas of the [office name(s)] with the

exception of [office name(s) (e.g., supervisor/manager/human resources office)]. Further, you are not

to remotely access the State’s employee technology resources (email, mainframe, etc.) or otherwise

perform work for [agency/department name] [Agencies should not permit the employee to take

agency‐issued phones or IT equipment with them while on suspension.]. If it is necessary for you to

come to [office name(s)], an appointment must be arranged in advance and [name] will meet you in the

lobby. You may arrange such an appointment by contacting [name], [title], at [telephone number].

On [date], [name], [title], held a discussion with you regarding the nature of your unacceptable

conduct. At that time it was shared with you that suspension was being considered. Your [response

was/responses were…]. After reviewing your response and having considered all the information made

known to me, I have decided that your suspension is warranted.

More specifically, the reasons for this personnel action are as follows: [Give SPECIFIC reasons for

suspension ‐‐ employee must be informed, with reasonable certainty and precision, of the cause of his

suspension from employment. Be sure to give examples of deficiencies i.e., who, what, when, where

and how. Provide specific details including dates of previous disciplinary actions, unacceptable

performance and/or conduct, management intervention, and the consequences to the agency/public.]

Sample Suspension Letter Template