Being an HR or a manager, have you ever faced an employee who is suspected of any kind of wrongdoing at the workplace?
How do you handle the situation? What disciplinary actions do you take?
Sometimes when misconduct is a huge issue, giving an official warning is not enough. You need to take an action – might be suspension or termination, which actually depends on the situation.
Since we have already talked about termination and termination letters in our previous blog, this blog will brief you on everything about suspension due to disciplinary action. Also, we will help you with disciplinary suspension letter templates and examples to save you time.
What are you waiting for? Let’s get started!!
Suspension of an employee means keeping an employee away from the workplace temporarily for the reasons of discipline. However, the suspension nowhere means the end of employment. The suspension of an employee will be based on the grounds of misconduct, causing harm to the company’s property, or violation of the company’s rules.
During the suspension period, the employee cannot continue to perform his/her duties till the claim is resolved.
People often confuse suspension and dismissal as the same, but the former is temporary and the latter is the permanent decision either by the rule of the employer or by the law. Suspension can be of two types – suspension with pay and suspension without pay.
If you are going to write this type of letter, then you must include the following components in your disciplinary suspension letter:
If your investigation is pending and you still want to suspend the employee, you will have to mention that in the disciplinary suspension letter without pay.
The employee suspension can be performed under the following conditions:
If an employee has done any kind of misconduct inside the office premises, then the employee may be suspended immediately under pending investigations. This is called suspension under pending inquiry. The charge sheet will be issued concurrently with the suspension order, and it must be received within seven days of the suspension order’s issuance.
The responsible authority is required to suspend an employee under suspension pending a court’s order if the employee has been charged with any criminal offense in a court of law.
If it is decided to suspend an employee for the wrongdoing they committed, the responsible authority may do so when the investigation is finished, even though the person is not suspended while the investigation is still ongoing. In these situations, the suspended employee won’t be able to get paid while they’re off work.
You cannot just suspend an employee for any small reason. There are certain cases where it is inappropriate to suspend an employee while the investigation is still going on. This is especially true if the allegations are serious. Look at some of the examples below:
If you suspend an employee without following a proper procedure, then there are going to be serious consequences on your end. Therefore, avoid suspending an employee:
Employers should tread carefully when they are taking the decision to suspend an employee, especially if the employee being suspended is a professional person, for eg, a teacher. If you are an employer, you should deal with the suspension in a proper procedure.
Suspension should also be kept under review. The employee privacy notice, which describes how you collect, use, store, and disclose personal information, and your data protection policy must both be followed when processing any personal information obtained during the suspension process.
If you want to learn how to write disciplinary suspension letters, this blog is the perfect place to refer to. Also, if you do not want to write the letter from scratch, UBS HR Toolkit offers you a free ready-made, easy-to-use suspension letter.
You can also get access to other important onboarding, offboarding, employment HR letters, HR emails, Hr forms, and other documents for free on UBS HRMS Software’s HR Toolkit. Get in touch to know more.