Sample Suspension Letter Template (Page 3 of 4) in pdf

to do so is your decision. I am, however, obligated to ensure that you [report for duty as scheduled,

observe established rules, meet performance expectations, etc.]. You may also obtain information on

the State of West Virginia’s Employee Referral Program by contacting the Division of Personnel at (304)

558‐3950,

extension

57247,

visiting

the

web

site

It is unfortunate that I must take this personnel action; however, if you are interested in continuing your

employment with this agency, you must refrain from behaving in an unprofessional manner. I assure

you it is my intention to maintain the integrity of our standard of conduct which provides the

[agency/department name] and its employees with a means to ensure its efficient and effective

operation. Accordingly, I must inform you that upon your return to work, you are expected to fulfill

your responsibilities as a dependable and conscientious employee. Once again, any further

inappropriate behavior or any other infractions will be viewed as unwillingness, rather than inability, to

comply with reasonable expectations, and will result in further disciplinary action up to and including

dismissal.

You may respond to me, in person and/or in writing, concerning the contents of this letter, provided you

do so within three (3) working days of its date. For any appeal rights you may have, please refer to W.

. C

§6C‐2‐1 et seq., the West Virginia Public Employees Grievance Procedure. If you choose to

ODE

exercise your grievance rights, you must submit your grievance, on the prescribed form, within fifteen

(15) working days of the effective date of this action, to [name and address of Chief Administrator] at

Level One of the Procedure. As provided in the statute, you may proceed to Level Three of the

Procedure by filing your grievance directly with the Public Employees Grievance Board upon the

agreement of the chief administrator, or when dismissed, suspended without pay, or demoted or

reclassified resulting in a loss of compensation or benefits. You must provide copies of your grievance

accordingly to the Public Employees Grievance Board at 1596 Kanawha Boulevard, East, Charleston,

West Virginia, 25311; [agency copy ‐ name and address]; and the Director of the Division of Personnel,

Building 6, Room B‐416, State Capitol Complex, Charleston, West Virginia, 25305. Details regarding the

grievance procedure, as well as grievance forms, are available at the Board’s web site at

(304) 558‐3361 or toll‐free at (866) 747‐6743.

Sincerely,

[Appropriate Signature Authority]

Enclosure

c: Agency Personnel File

West Virginia Division of Personnel

[OPTIONAL LANGUAGE ‐ If the employer meets with the employee and hand delivers the letter, the

employer may request that the employee verify receipt by signing the following acknowledgment

typed at the bottom of the letter.]

I have received a copy and am aware of the contents of the foregoing letter

Sample Suspension Letter Template Page 3