What this draft covers
- Source of the complaint and date received
- Summary of facts and persons involved
- Preliminary findings and documents attached
- Recommendation for a show cause notice or domestic inquiry
- Interim measures pending inquiry
When to use it
Use when a supervisor or department head needs to put misconduct on record and ask management to start disciplinary proceedings under the standing orders or service rules.
Format: Editable Word document (.docx), 2 pages.
Preview
CONFIDENTIAL
[Date]
To,
[Name], [General Manager / HR Head]
[Name of the organisation]
Subject: Report of misconduct by [name(s) and designation(s)] on [date]
Dear [Mr./Ms. Name],
1. On [date], we received a [written / email / oral] complaint from [name of complainant / customer / resident of (area)] regarding the conduct of [name(s)], [designation(s)], while [describe the duty, e.g. attending to a call at (place)]. A copy of the complaint is enclosed.
2. As per the complaint and my preliminary inquiry, [summarise the facts: what the employees did or failed to do, and the consequence].
3. I spoke to [names of staff / witnesses] on [date]. [Summarise what they said.] The [duty roster / log book / CCTV footage / call records] for the relevant time [supports / does not support] the complaint.
4. If established, this conduct amounts to [negligence in duty / misbehaviour with the public / absence …
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