What is a suspension pending investigation letter?
Sometimes an allegation is serious enough that an employee can't stay at work while it's looked into — to protect evidence, witnesses or the employee themselves. Suspension is stressful and can feel like a verdict. A careful letter makes clear it isn't.
This letter states the allegation neutrally, explains why suspension is necessary rather than an alternative, and says plainly that it isn't a disciplinary penalty or a decision. It confirms pay, sets restrictions that are limited to protecting the investigation, and preserves the employee's right to seek advice, talk to a representative or contact the authorities. It names a contact, an optional investigator and support, gives an expected length with regular reviews, and explains what happens when the investigation ends. The employee signs only to confirm receipt.
- Best for
- Precautionary suspension during a misconduct investigation
- Signed by
- The employer, and the employee to confirm receipt
- Pay
- Full pay by default
- Length
- About 2 pages
When to use a suspension pending investigation letter
- An allegation of fraud or misuse of systems where access must be removed
- A serious safety breach that needs investigating before the employee returns
- An allegation of harassment where the people involved need to be kept apart
- Protecting witnesses or evidence while an investigation is carried out
- Confirming in writing a suspension already explained in a meeting
What you fill in
14 blanks, then the name and email of each person who signs: employer, employee.
1 The letter
- Company name*
- Letter date*
- Employee's full name*
- Date the suspension was explained in person
2 The suspension
- Suspension starts*
- The allegation, in brief*
- Why suspension is necessary*
- Expected length (weeks)*
- Suspension reviewed every*
- Pay during suspension* full normal pay and benefits · pay and benefits as set out in your contract
3 Contact
- Contact during suspension*
- Investigator (optional)
- Restrictions during suspension*
- Support available
4 Who signs
- Employer signature and date, job title · The manager or HR person authorising the suspension.
- Employee signature and date · Signs to confirm receipt only.
What the suspension pending investigation letter covers
- Suspension is not a disciplinary penalty
- Pay and terms
- During the suspension
- Contact and support
- How long it will last
Using the suspension pending investigation letter, step by step
1 State the allegation neutrally
Describe the allegation briefly and factually, without suggesting it's proven. Add the date you explained the suspension in person.
2 Explain why suspension is needed
Record why suspension is necessary and why alternatives like a temporary change of duties won't work. Set an expected length and review frequency.
3 Set pay, restrictions and contact
Confirm pay, edit the restrictions so they're no wider than needed, and name the contact, investigator and any support service.
4 Send after the meeting
Sign as the employer and send to the employee to confirm receipt. Keep the investigation moving and review the suspension as promised.
Tips before you send it
- Consider alternatives first, such as working from another site or a temporary change of duties.
- Keep suspensions short. Long suspensions can damage the employee's wellbeing and the fairness of the process.
- Tell the employee in person before sending the letter, where possible.
- Tell colleagues only what they need to know — for example, that the person is not at work.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Suspension pending investigation letter: frequently asked questions
Is suspension a disciplinary sanction?
No. The letter says suspension is a precautionary step, that no decision has been made, and that the employee will have a full opportunity to respond.
Should the employee be paid during suspension?
Precautionary suspension is normally on full pay. The letter defaults to full pay. Unpaid suspension is only lawful in limited cases, so take advice first.
Can the employee talk to anyone?
Yes. The restrictions don't stop them from seeking advice, talking to a union representative or companion, contacting a government authority, or contacting their named contact.
What does the employee's signature mean?
Only that they received the letter. The signature block says it's not agreement with the allegation.