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What a suspension letter is
A suspension letter is a formal document confirming that an employee is being temporarily relieved of their duties, most often while a concern or allegation is investigated. Suspension is a neutral, precautionary step rather than a finding of fault.
Its purpose is to set out the terms of the suspension clearly: that it is temporary, that it does not pre-judge the outcome, and what is expected of the employee during the period. It creates a fair, documented record of the decision.
When a suspension letter is used
- When an investigation needs an employee away from the workplace temporarily.
- When continued presence could affect an inquiry or others’ wellbeing.
- As a neutral, precautionary step pending a process, not a sanction.
- When a clear, documented record of the suspension terms is needed.
- When the employee needs to understand what suspension does and does not mean.
What a suspension letter should include
- The employee’s name, role and the date of the letter.
- A clear statement that the employee is being suspended.
- Confirmation that suspension is precautionary and not a sanction.
- The reason for the suspension, stated factually.
- The expected duration or that it will be kept under review.
- What is expected of the employee during the suspension.
- A contact point and details of the next steps.
- Space for acknowledgement of receipt.
Common mistakes
- Implying guilt rather than confirming suspension is neutral.
- Failing to explain why suspension is necessary.
- Leaving the duration or review arrangements unclear.
- Not setting out what the employee should and should not do.
- Letting a suspension run without review or updates.
- Keeping no dated, acknowledged record of the decision.
Good practice
- Make clear that suspension is precautionary and not a judgment.
- Explain the reason and keep the duration under regular review.
- Set out expectations and a contact point during the period.
- Handle the matter sensitively and protect confidentiality.
- Keep a dated, acknowledged copy with the employee’s record.
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