A letter of suspension is used to inform somebody that they are being temporarily removed from a position, usually as a disciplinary measure. This could be a suspension from employment, school, or from some other kind of organization.
Types of suspension vary from case to case, but may involve clauses such as “without pay”, or “pending an investigation”.
Be formal and straightforward, this isn’t the medium to lecture the recipient.
Restate the reason for the suspension and the rules or policies broken.
Clearly outline the terms of the suspension, such as when the person is able to return, or whether they will be paid during the suspension.
Sign the letter to demonstrate its seriousness.
A letter of suspension from employment is a formal notice that an employee is not to attend work for the period specified in the letter. Important components of a suspension letter include the specific reason for the suspension, the duration of the suspension, and whether the employee will still be paid their normal wage while they are on suspension. For example:
Latasha S. Tobin
3890 Bassel Street
Metairie, LA 70001
RE: Suspension Information
July 14th, 2009
This letter is to inform you that as a result of your actions on July 12th, 2009, you have been issued a suspension for 1 week (7 days).
On July 12th, you violated multiple sections of the Employee Standards code every employee is expected to follow. This has not been the first time you have done this either. There are recorded incidents on May 15th and June 23rd of similar infractions.
You will not receive pay while you are on suspension.
You are expected to return to work on July 21st, 2009.
If you have any questions, please contact me. You are expected to vacate the premises immediately.
Dear Martin Witham,
I regretfully inform you that you are hereby suspended from the Brooklyn Book Club for inappropriate comments made towards fellow female member Tiffany Shaffir. You are not welcome to our meetings for 8 weeks, and then only on the condition that you write a written apology to Miss Shaffir before returning.
Our weekly club is open to all fiction lovers of Brooklyn old and young, and is certainly not the place to make unwanted sexual advances.
We understand that this may have been a momentary lapse in judgment, and are happy to move past it, if you can meet the above terms.
Dear Mrs. Hewett,
Re: Suspension of Bret Hewett.
As discussed in our recent meeting, this letter is to confirm that your son Bret Hewett has been suspended for 6 weeks from Hickory High.
This decision was made because Bret’s angry outbursts are severely disruptive to the education of other students, and in some cases have posed physical danger to both staff and other children.
The suspension begins on October 01, 2013, and we do not expect to see Bret on school premises until Tuesday November, 5th, where he will report immediately to the Principal’s office to outline how we will proceed.
Enclosed you will find a fact sheet from the school board detailing their decision. If you have any further queries, please do not hesitate to respond to this letter.
Mr. P. Levesque
Head of Year
Dear Mr. Kang,
This letter is to confirm your suspension from employment pending investigation. As outlined in our meeting on December 03, 2012, it has been alleged that you stole goods from the storage warehouse and we will be thoroughly looking in to this matter going forward.
At this time your suspension does not assume any guilt, and you will be fully paid until further notice, but we feel the investigation will be more efficient if you remain at home. We require your full cooperation during this time, so please be available during work hours should we need to interview you further.
When our investigation is complete we will contact you to outline our findings. Should we deem you innocent, you will return to work immediately, however if we consider the need for disciplinary action you will be advised accordingly.
If you have any questions regarding this suspension or if you have any important information that could shed further light on these allegations, please do not hesitate to contact me.
Human Resource Manager
Dear Mrs. Hawks,
This letter serves to confirm that you are suspended with full pay for 30 days while we manage the fallout from the 11/06/2011 incident with student Jarred White. Our preliminary investigation finds that you were well within your rights to subdue Jarred and we are not pursing disciplinary at this time, but we still have to determine the best course of action going forward. We also feel your presence during a time of heightened interest from local media will only serve to complicate and confuse the situation.
We hope you appreciate the school’s predicament and we thank you for your full cooperation.
Below are the terms of your suspension.
1) Unless contacted beforehand, you are not permitted to enter school grounds until the suspension is over. In the meantime any school property should remain in your possession.
2) You are not permitted to use the school email system to correspond with your students or fellow teachers.
3) We advise you to refrain from making any public comments about the incident. Our lawyers have been instructed to defend our position to the media.
4) Please make yourself available during school hours should we need further information from you.