Need sample of second show cause notice format for government employee for his misappropriation of office funds
From India, Bengaluru

[Your Organization's Letterhead]

[Employee's Full Name]
[Employee's Address]

Subject: Second Show Cause Notice - Misappropriation of Office Funds

Dear [Employee's Name],

I hope this letter finds you in good health. This is in reference to our earlier communication dated [Date of First Show Cause Notice] regarding the misappropriation of office funds that was brought to our attention. Despite the issuance of the first show cause notice and the opportunity given to you to provide a satisfactory explanation, we regret to inform you that your response has been found inadequate and not in line with the seriousness of the matter.

It is to be noted that the allegations against you are of a grave nature and are in violation of the ethical and professional standards that are expected from a government employee. Our organization places great importance on transparency, honesty, and accountability, and any breach of these principles cannot be tolerated.

In light of the above, you are hereby issued a second show cause notice to provide a comprehensive and satisfactory explanation for your actions. You are required to submit your response to this notice within [Specify Deadline, e.g., 7 working days] from the date of receipt of this letter.

The specific allegations against you are as follows:

[Provide Detailed Description of the Misappropriation Incident]
[Include Any Supporting Evidence or Witnesses, if available]
Your response should address the above allegations, provide any relevant documentation or evidence in your defense, and include any mitigating factors that you believe should be considered.

Failure to submit a satisfactory response within the stipulated time period will compel us to initiate disciplinary proceedings against you, which may include further investigation, suspension, or any other necessary action as per the rules and regulations governing government employees.

Please note that this matter is being treated with the utmost seriousness, and your cooperation in providing a timely and comprehensive response is expected.

Your response should be addressed to the undersigned and submitted through the proper channel. Your response will be carefully evaluated, and appropriate action will be taken based on the merits of your explanation.

We sincerely hope that you understand the gravity of the situation and the importance of adhering to the principles of integrity and accountability that are expected of every government employee.

Yours sincerely,

[Your Name]
[Your Designation]
[Contact Information]

[Copy: Head of Department/Supervisor]
[Copy: Employee's Personnel File]


What do you mean by Second Show Cause Notice? To my knowledge, at present, there is no Service Rule providing such a procedure.

Moreover, which is the service law involved? Is it the CCS(CCA) Rule or any similar provision? Is it minor penalty proceedings or major penalty proceedings?

From India, Kochi

At the stage of 2nd Show cause notice, the inquiry would have been completed and the Inquiry Officer would have submitted the Inquiry Report holding the delinquent employee to be guilty of some or all the charges leveled against him/her. Now, the delinquent employee has to be given an opportunity to make representation against acting thereupon and imposing penalty as deemed fit in the matter. The Second show cause notice is very brief and it need not be a speaking order as an opportunity is being given to the delinquent to retaliate against it. A simple format is given below

The Inquiry Officer appointed vide order no. dated ../../... to look into the charges contained in Memoradum No. --------- dated ../../.... has submitted report holding that the charges at Sl. No. are proved against you. Before acting upon the same as per the --------- Rules, it is proposed to give you an opportunity to represent against the same so also on the quantum of punishment.
Your explanation in this regard shall reach the undersigned within -- days of receipt of this communiccation failing which it would be presumed you have nothing further to add to your defence and the matter would be decided accordingly as per the rules in this regard. "

From India, Mumbai

Mr. KK!HR is absolutely right. It is Apex court guide line to issue second show cause when based on enquiry proceeding the the charge sheeted workman is found guilty and may be terminated from the job. As per PNJ the second show cause notice is issued to give one more opportunity to the charge sheeted employee to defend his case.

S K Bandyopadhyay ( WB, Howrah)
CEO-USD HR Solutions
+91 98310 81531

From India, New Delhi
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