Notice of Proposed Suspension (More than 14 days)

This sample letter is a proposed suspension by a FIRST LEVEL SUPERVISOR. Minor editorial changes may be required if other than the immediate supervisor is proposing this action.

NOTE 1: The CPAC is the primary local source of authoritative information and interpretation of policy and procedures concerning civilian discipline and adverse actions and shares in management's responsibility to ensure that actions have merit and comply with governing requirements. Accordingly, written notices of proposed disciplinary and adverse actions must be coordinated with the CPAC before delivery to employees.

NOTE 2: Ensure the employee initials and dates receipt of this notice and the original copy is provided to the employee, a copy is retained by the supervisor, and a copy is provided to the CPAC for maintenance in the case folder.

FROM: **Supervisor**

**Office Symbol**

SUBJECT: Notice of Proposed Suspension

TO: **Employee**

**Office Symbol**

1. This is official notification that I propose to suspend you from your

position of **--------------------** for **must be more than 14** calendar

days for the reason(s) stated below:

a. Reason(s): **describe the delinquency or misconduct**

b. Specification(s): **provide brief but specific


**Optional** Although not a part of the basis for this proposed suspension,

I have considered the previous corrective action(s) when selecting the

penalty for this proposed action. Specifically, I considered **--------**.

2. In proposing this action, I have taken into account not only the charges above,

but I have considered aggravating factors such as (list Douglas factors that

aggravate penalty) in making my decision regarding the proposed suspension.

I also considered mitgating factors such as (list Douglas factors that mitigate

penalty) but find they do not warrant proposing a lesser penalty.

3. You may reply to this notice of proposed suspension to me in writing,

orally, or both.

a. You are allowed **contact the CPAC for response period - must be at

least seven** calendar days from the date you receive this letter to submit

your reply.

b. If you have a medical condition which contributes to the **specify

misconduct or delinquency** you may submit such information to me for

consideration. Any medical information you would like to submit must be

provided at your own expense.

c. You may represent yourself or you may be represented by a person of

your choosing. If you select a representative other than a Union

official/steward, you must designate such representative in writing.

d. You may review the material relied on to support this proposed

action. I will make the material available to you upon your request.

e. You will be allowed **reasonable/sufficient number** hours official

time to review the material, secure affidavits, and prepare an answer to this

notice. You must contact me directly to make arrangements for the use of

this official time. Your representative is allowed the same amount of

official time if otherwise in a duty status, but must coordinate the use of

official time through his/her supervisor.

f. If you request, consideration will be given to extending the time to

reply or the official time in which to prepare and submit your reply. Any

request for additional time must be in writing stating your reasons for

desiring more time and the specific amount required. The request should be

submitted directly to me.

4. Full consideration will be given to any answer you submit before a final

decision is made. Whether or not you reply, a written notice of final

decision will be given to you. Should this proposed suspension be carried

out, it will not take place earlier than **contact CPAC for guidance - must be

at least 30** calendar days after your receipt of this letter.

5. During the advance notice period, you will remain in a pay status.

6. If you wish to read the regulations pertinent to the proposed action or

obtain information about your procedural rights in this matter, you may

contact CPAC POC, Building **------**, Room

**------**, telephone number **--------**.

**Supervisor's Signature**

**Signature Block**

Please acknowledge receipt of this notice in the spaces provided below.

Acknowledgement in no way constitutes concurrence or non-concurrence with the


Employee's Initials and Date of Receipt ______________

copy furnished to the CPAC

Content last reviewed: none

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Return to: PERMISS Homepage | Management-Employee Relations Program

This page was last revised: 4/26/2005