Show cause letter template

Set out the allegations, how and when the employee can respond, and whether they can bring a support person. The letter states allegations only and makes no decision in advance.

Figures checked 5 November 2026. Free to use, no sign-in.

Letter

Allegations

Say what happened, when, where and who was involved. Describe conduct, not conclusions.

Response

How can they respond?

Adds the Small Business Fair Dismissal Code note that a support person cannot be a lawyer acting professionally.

Show cause letter

Check before you use it

  • Each allegation should say what happened, when, where and who was involved, so the employee can answer it. Avoid conclusions such as “you stole” or “you were rude”.
  • Give a realistic time to respond. A few working days is common; allow more for complex matters, and say yes to reasonable requests for more time.
  • Investigate first and keep an open mind: consider the response genuinely before deciding anything. Keep notes of meetings.
  • Check your award, enterprise agreement and workplace policies for any required disciplinary procedure, and follow it.
  • If the employee raises illness, injury, a disability or another workplace right, get advice before going further.

[Employer name]

[Date of letter]

Private and confidential [Employee name] [Position]

Dear [Employee first name],

Allegations and opportunity to respond

We are writing to you about concerns that have been raised about your conduct. We are giving you the details of the allegations so you can respond to them before we decide whether any action should be taken.

It is alleged that:

  1. [Describe the first allegation: what is alleged to have happened, when, where and who was involved]

These are allegations only. We have not made any decision about them, and we will not do so until we have considered your response.

We ask you to explain why disciplinary action should not be taken in relation to these allegations. If the allegations are found to be substantiated, the outcomes we may consider range from no further action, to a warning, up to and including termination of your employment.

You can respond in writing by [response date], or at a meeting on [meeting date, time and place], or both. If you need more time, or you are unwell or unable to respond by then, please tell us and we will consider a reasonable extension.

You are welcome to bring a support person to any meeting about these matters. Their role is to support you, not to answer for you.

Please keep this matter confidential, other than discussing it with your support person, family or professional advisers.

If you have any questions about this letter or the process, please contact [contact name and phone or email].

Yours sincerely,

[Your name]

[Your position]

[Employer name]

Highlighted text in [brackets] still needs your input. General information, not legal advice. Check your award, agreement and policies for any required procedure.

How this works

A dismissal for conduct is judged on whether there was a valid reason, whether the employee was told the reason, and whether they had a real opportunity to respond (Fair Work Act s 387). A show cause letter does the second and third steps in writing.

  • Each allegation is numbered so the employee can answer it point by point.
  • The letter says plainly that no decision has been made and lists the possible outcomes, from no further action to termination.
  • Optional paragraphs cover a meeting, a support person and a direction not to attend work on full pay.

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Legal basis

Checked against these sources on 5 November 2026. Spotted a figure that looks wrong? Tell us.

Questions

What is a show cause letter?

It is a letter that sets out specific allegations against an employee and asks them to explain why disciplinary action should not be taken. It is how you give the employee notice of the concerns and a fair chance to respond before you decide anything.

How long should I give the employee to respond?

There is no fixed period in the Fair Work Act. A few working days is common for a straightforward matter. Give more time for complex allegations or where the employee is unwell, and agree to reasonable requests for an extension.

Can I suspend the employee while I investigate?

Usually yes, on full pay, if there is a good reason to keep them away from the workplace, such as a safety risk or protecting witnesses or evidence. Make clear it is not a disciplinary step, keep it short, and check your award, agreement and contract.

Does the employee have to have a support person?

No, but you should not refuse one. The Fair Work Commission considers any unreasonable refusal to allow a support person at discussions relating to dismissal. Under the Small Business Fair Dismissal Code the support person cannot be a lawyer acting in a professional capacity.

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