Sample Notice to Explain for Falsification of Attendance Record
One of the common problems of companies is the irregularity on attendance record. While biometric system has been popularly adopted there are still those that use the manual and bundy clock records. The last two methods are prone to falsification.
In this Form, a disciplinary action is taken for offense involving this incident. The Form is based on the book HR Forms, Notices & Contracts Volume 2, pp. 29-30.
Form No. 10 Notice to Explain (First Notice) – Falsification of Attendance Sheet
To : Name of Employee
From : Human Resources Manager
Subject : Falsification of Attendance Sheet
Date : (Date of issuance of Notice)
The incident which occurred in the premises of the office has been brought to our attention. Our records show that on the following dates, you entered the following times in your attendance sheet: (Date) ________ (time) __________ (Date) ________ (time) __________
The Security guard’s logbook, however, indicate different hours and minutes, which times appear inconsistent with the abovementioned Attendance Sheet entries on the said dates.
In this regard, falsification of entries in your attendance sheet constitutes fraud or serious misconduct which is a ground for termination under the Labor Code. In view of the foregoing, you are hereby required to submit a written explanation to this office within five (5) days from receipt of this notice, stating why the Company should not impose the penalty of dismissal for the act mentioned.
Furthermore, you are invited to a conference on _________ (date) at ___________ (venue) where you shall be accorded the opportunity to express your side on the matter. You may be accompanied by your own counsel at the said conference if you wish to be assisted by one.
Your failure to submit your written explanation within the period provided shall be construed as a waiver of your right to be heard and the Company shall decide the matter on the basis of all records and evidence available to it. Your compliance is strongly encouraged.
Very truly yours, _______________
(Printed name and signature of authorized signatory)
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