Suspension Letter Template

A suspension letter is a formal notice that an employee is temporarily removed from duties. It states the reason, whether the suspension is with or without pay, and the start and end dates or “until further notice”.

It records the decision, outlines conditions during suspension, and tells the employee what happens next, including any investigation, review meeting, or appeal route.

A standard suspension letter template usually includes:

• Employee’s name, job title, department
• Effective date and time of suspension
• Reason for suspension or “pending investigation”
• Type of suspension
• Duration and expected end date, or “until further notice”
• Conditions during suspension (workplace access, systems access, contact restrictions, equipment return)
• Confidentiality and cooperation requirements
• Review meeting date and next steps
• HR contact for questions or appeal
• Acknowledgment and signature block