Sample Notice To Explain – Purchasing Supplies from Non-Accredited Suppliers
Sample Notice to Explain for purchasing supplies from non-accredited suppliers may be a punishable offense under the company policy.
Below is a sample form culled from the book Human Resource Forms, Notices and Contracts Volume 2 by Atty. Villanueva.
Form No. 81 Notice to Explain (First Notice) – Purchasing supplies from non-accredited suppliers
To : Name of Employee
From : Human Resources Manager
Subject : Purchasing supplies from non-accredited suppliers
Date : (Date of issuance of Notice)
The incident which occurred in the premises of the office has been brought to our attention.
A recent audit of financial transactions for the period ending on _________ showed that you purchased office supplies from ABC Company, a non-accredited supplier, on the following dates: _____________________ ______________________
In this connection, we direct your attention to the company’s policy dated ___________, which clearly prohibits the act of purchasing supplies from a person who has not been accredited as a supplier by the company. The purpose of the said policy is to ensure that the company deals only with legitimate businesses who observe ethical business practices.
A violation of the said prohibition constitutes serious misconduct which is a ground for termination under Art. 282 of 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, _________________
(Name and signature of authorized signatory)
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