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Show Cause Letter
Free show cause letter template — an employer asks an employee to explain specific conduct before deciding on disciplinary action.
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This free show cause letter covers Matter Under Review, Request for Explanation, Your Rights, Next Steps with 6 clearly marked [placeholder] fields to fill in — built for small business owners and first-time managers handling an HR moment professionally without a dedicated HR department to lean on. Copy it into your own word processor, fill in the placeholders, and review it — or adapt it — before use. It's part of docstoc's free document template library, alongside business, legal, real estate, finance, and HR templates. Every template here is free to copy with no signup required, and each one carries a plain disclaimer: this is a starting point for informational purposes, not a substitute for advice from a licensed professional in your jurisdiction.
Show Cause Letter
[Date]
Dear [Employee Name],
This letter is to formally notify you that [Company Name] is considering disciplinary action, up to and including termination, regarding the following matter.
Matter Under Review
[Specific, factual description of the conduct or performance issue in question, including dates and any relevant details.]
Request for Explanation
You are asked to provide a written explanation or response to the above matter by [Date], either in writing to [Contact] or at a meeting scheduled for [Date/Time].
Your Rights
You are welcome to bring a [colleague/representative, per company policy or applicable law] to any meeting held on this matter.
Next Steps
After reviewing your response, [Company Name] will determine what, if any, further action is appropriate.
Sincerely, [Manager/HR Name, Title]
*Giving the employee a genuine, fair opportunity to respond before deciding on discipline (not treating this as a formality before a decision already made) is what makes the eventual outcome — whatever it is — much more defensible.*
Edit directly in the box above. Download PDF anytime — the docstoc.io footer is always included and cannot be removed.
What's included
- Edit online — click the document, fill in placeholders, download a PDF
- 4 standard sections: Matter Under Review, Request for Explanation, Your Rights, Next Steps
- 6 clearly marked [placeholder] fields for quick personalizing
- Free to use — no account or signup required
- Fully editable — adjust any clause to match your actual situation
- Fixed docstoc.io footer on every PDF (not removable)
Who this template is for
Freelancers & solo founders
Handling routine business paperwork without commissioning custom legal drafting for every document.
Small businesses
Standardizing recurring documents — leases, agreements, notices — across a growing operation.
Anyone reviewing before signing
Using a clear starting structure to understand what a document should cover, even if a lawyer finalizes it.
Growing teams
Formalizing hiring and performance processes as a company adds its first employees.
FAQ
Is this show cause letter template really free?
Yes. Like every template in docstoc's library, this show cause letter is free to use, with no account or signup needed to view, edit, or download it.
What does this show cause letter cover?
This hr template includes Matter Under Review, Request for Explanation, Your Rights, Next Steps. Fill in the [bracketed] placeholders, edit any clause online, then download a PDF — the docstoc.io footer stays on every export.
Is this legal advice?
No. This follows common HR practice, but requirements around notice, classification, and required disclosures shift by state and change over time. Get an employment attorney or HR professional to confirm compliance for your specific situation before relying on it.
Can I edit the wording?
Yes. All 6 placeholder fields and every clause are editable right on the page — change what doesn't fit, then download an updated PDF anytime.
Where can I find more free templates like this?
Browse more free hr and related document templates in the docstoc library at /document-templates/.
More free document templates
- Employee Offer Letter
- Employee Written Warning / Disciplinary Notice
- Employment Agreement
- Cover Letter
- Employee Handbook Outline
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Why use this instead of a generic template
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Legality
Templates are drafted for general use, not a substitute for legal advice — check the note on each page for specifics.
Privacy
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Speed
Copy the subject and body directly — no form to fill in, no export step, no waiting on a download link.
Mobile-friendly
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