This shows respect for the process. Do not sound aggressive.
Template: "With reference to the above-mentioned Show Cause Notice, I acknowledge receipt of the same. I have carefully examined the allegations leveled against me and hereby submit my humble reply as follows:"
If you cannot deny the allegation, admit fault but ask for a second chance. This section appeals to human judgment.
Example (for an employee): "I humbly admit that I failed to follow the reporting procedure. However, this was my first lapse in 5 years of unblemished service. I deeply regret the oversight and request you to kindly take a lenient view, giving me an opportunity to improve."
Date: [Insert Date]
To:
The General Manager – HR
ABC Corporation
[Address] letter format for reply to show cause noticeSubject: Reply to Show Cause Notice No. ABC/SCN/2025/42 dated 10 April 2025
Respected Sir,
I acknowledge receipt of the above‑mentioned Show Cause Notice, which alleges that I remained absent from duty from 1 April to 9 April 2025 without approved leave, and calls upon me to explain why disciplinary action should not be taken.
I submit the following point‑wise explanation: This shows respect for the process
Allegation 1: Unauthorized absence from 1 April to 9 April 2025.
Explanation: I was hospitalized due to a sudden medical emergency (acute appendicitis) on 31 March 2025. A copy of the discharge summary and medical certificate is attached as Annexure A. I attempted to inform my supervisor via phone on 1 April, but the call was not answered. On 2 April, I sent an email to the department assistant, a copy of which is attached as Annexure B.Allegation 2: Failure to follow leave application procedure.
Explanation: I admit that I could not apply for leave through the official portal before the absence due to my sudden hospitalization. However, rule 12.3 of the Employee Handbook permits retrospective leave application in medical emergencies. I have now submitted the formal leave request on 10 April 2025 (Annexure C).In light of the above, there was no willful negligence or misconduct. I respectfully request you to drop the proposed termination and allow me to regularize the absence as medical leave.
Thank you for your understanding.
Yours sincerely,
[Signature]
[Your Name]
Employee ID: …
Enclosures: Annexures A, B, C
Here is how to write each section of the letter format for reply to show cause notice effectively.
Before drafting the letter, keep these rules in mind: