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Disciplinary Investigation Outcome Letter

Disciplinary Investigation Outcome Letter Template for Philippines

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Key Requirements PROMPT example:

Disciplinary Investigation Outcome Letter

"I need a Disciplinary Investigation Outcome Letter for an IT department employee who was found sharing confidential client data with competitors, resulting in termination of employment, with the decision to take effect from March 15, 2025."

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Document background
The Disciplinary Investigation Outcome Letter is a critical document in Philippine employment law that serves as the second notice in the mandatory twin notice rule required for disciplinary actions. It is used following the completion of a workplace investigation into alleged misconduct, policy violations, or performance issues. The document must demonstrate strict compliance with Philippine labor laws, particularly Articles 297 and 298 of the Labor Code, and relevant DOLE regulations. It should detail the investigation process, findings, and decision while ensuring due process was observed. The letter becomes part of the employee's permanent record and may be crucial in potential legal proceedings, making it essential for the content to be comprehensive, clear, and legally compliant. It represents the culmination of the disciplinary process and must balance legal requirements with clear communication of outcomes to the employee.
Suggested Sections

1. Letter Header: Company letterhead, date, recipient's details including name, position, and department

2. Subject Line: Clear indication that this is a Disciplinary Investigation Outcome Letter with reference to the specific case or incident

3. Investigation Background: Brief summary of the incident(s) that led to the investigation and reference to the first notice (Notice to Explain)

4. Investigation Process: Summary of the investigation process, including dates of hearings, meetings conducted, and opportunities provided to the employee to explain their side

5. Findings: Detailed presentation of the investigation findings, including evidence considered and analysis of the employee's explanation

6. Decision: Clear statement of the final decision and the specific grounds under Philippine labor laws

7. Sanctions/Consequences: Detailed explanation of any disciplinary measures being imposed, including effective dates

8. Appeal Rights: Information about the employee's right to appeal the decision and the process for doing so

9. Closing: Formal closing including signature block with name and position of the authorized company representative

Optional Sections

1. Performance Improvement Requirements: Include when the outcome involves a warning with specific performance improvements needed

2. Return to Work Instructions: Include when the employee has been on preventive suspension during the investigation

3. Separation Process Details: Include when the outcome is termination, detailing final pay, clearance procedures, and company property return

4. Confidentiality Notice: Include when the matter involves sensitive information or when there's a need to remind the employee about confidentiality obligations

5. Employee Assistance Program: Include when the company offers support services that might be relevant to the employee's situation

Suggested Schedules

1. Investigation Timeline: Chronological list of all relevant dates and actions taken during the investigation process

2. Evidence Summary: List of all evidence considered during the investigation

3. Previous Disciplinary Record: Summary of any relevant previous disciplinary actions or warnings

4. Applicable Company Policies: Copies or excerpts of relevant company policies that were violated

5. Acknowledgment Form: Form for the employee to sign acknowledging receipt of the letter

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Banking and Financial Services

Manufacturing

Retail

Information Technology

Healthcare

Education

Professional Services

Construction

Hospitality

Telecommunications

Transportation and Logistics

Energy and Utilities

Government and Public Sector

Mining and Natural Resources

Business Process Outsourcing

Agriculture and Food Processing

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Labor Relations

Risk Management

Senior Management

Operations Management

Relevant Roles

HR Director

HR Manager

Legal Counsel

Employee Relations Manager

HR Business Partner

Compliance Officer

Department Head

Line Manager

Operations Manager

General Manager

Chief Human Resources Officer

Labor Relations Specialist

HR Operations Manager

Risk Management Officer

Company Secretary

Industries
1987 Philippine Constitution, Article XIII, Section 3: Establishes fundamental labor rights and the State's duty to protect workers, ensuring their right to security of tenure and due process
Labor Code of the Philippines (Presidential Decree No. 442), Article 297 (formerly Article 282): Defines just causes for termination of employment, including serious misconduct, willful disobedience, gross neglect of duty, fraud, and commission of crime
Labor Code of the Philippines, Article 298 (formerly Article 283): Covers authorized causes for termination such as installation of labor-saving devices, redundancy, retrenchment, or closure of business
DOLE Department Order No. 147-15: Provides guidelines on the implementation of due process requirements in termination cases, including the two-notice rule
Omnibus Rules Implementing the Labor Code, Book V, Rule XXIII: Details the procedures for investigation, hearing, and resolution of disciplinary cases
Supreme Court Ruling in King of Kings Transport v. Mamac (G.R. No. 166208, June 29, 2007): Establishes the standards for proper service of notices and content requirements for termination notices
Data Privacy Act of 2012 (Republic Act No. 10173): Ensures protection of personal information in documentation and communication of disciplinary proceedings
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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