Notice of Proposed Involuntary Reduction in Grade and/or Pay

NOTE 1: Normally the first level supervisor will sign and issue the
proposal and the second level supervisor will be responsible for receiving and
considering the employee's answer and make a final decision on the matter by
issuing a notice of decision.

This sample letter is a proposed involuntary reduction in grade and/or pay by a FIRST
LEVEL SUPERVISOR. Minor editorial changes may be required if other than the
immediate supervisor is proposing this action.

NOTE 2: 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

NOTE 3: 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 Involuntary Reduction in **select Grade
and/or Pay**

TO: **Employee**
**Office Symbol**

1. This is official notification that I propose to reduce your **select grade
and/or pay** by moving you from your current position of **-----------------
** to the position of **----------------** for the reason(s) stated below:

Reason: **describe misconduct and/or delinquency**

Specification: **provide brief, but specific details**

**Optional** Although not part of the basis for this proposed demotion, I
have considered the previous corrective action(s) when selecting the penalty
for this proposed action. Specifically, I considered **------------**.

2. You may reply to this notice of proposed involuntary reduction in **select grade
and/or pay** directly 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
the misconduct or delinquency** you may submit such information to me. Any
medical information you would like to submit must be provided at your own

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 should contact me 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 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 involuntary reduction in **select
grade and/or pay** 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 this proposed action or
obtain information about your procedural rights in this matter, you may
contact CPAC POC, **------**, Room
**------**, telephone number **--------**.

**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 CPAC

Content last reviewed: 6/20/2006-FMJ

Related Topics


Return to: PERMISS Homepage | Management-Employee Relations Program

This page was last revised: 6/20/2006