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Conduct Policy : confirmation of suspension letter

Published: 01 March 2020


Version history

Use this letter when writing to employees to confirm their suspension while a Workforce Policies Investigation Process investigation is undertaken.

[Recipient's name & address]



Dear <Title/Surname>,

Confirmation of Suspension

Further to our meeting held on <DD/MM/YYYY>, I now write to confirm the summary of our discussion and the reasons for the decision to suspend you from duty.

At the meeting you <were represented / accompanied by name, job title / trade union > <were not represented or accompanied and you were happy to proceed on that basis><you were not represented or accompanied. I determined it was appropriate to proceed due to the length of delay in representation becoming available>.

At the meeting we discussed <insert available details of the allegations/incident> and the reason why it has been necessary to suspend you from duty until further notice. The reason for your suspension is it is considered that:

[Insert the appropriate reason(s) for making this decision having considered all other alternatives from the list below]

  • • you may interfere with or attempt to influence the investigation if you were to remain at work
  • you pose a significant risk to patient safety
  • it was suspected that you were under the influence of either alcohol or drugs
  • there was a need to remove you from the premises to de-escalate the situation
  • the allegations are of significant or persistent bullying or harassment and remaining in the workplace poses a significant risk
  • the allegation relates to abuse of patients
  • you may pose a threat to yourself or others
  • your remaining at work would adversely affect a contractual relationship

Although suspension is covered by the NHSScotland Workforce Conduct Policy, suspension in itself is not considered a disciplinary action.

[Insert if appropriate]

<Given the nature of the allegations and the decision that suspension is appropriate in this circumstance, you are also> <suspended from all other substantive roles with NHS <enter Board name>><and><have been made inactive on the Bank>.

I informed you that I will be arranging an investigation under the NHSScotland Workforce Policies Investigation Process (WPIP). The investigating manager will be in touch with you in the near future.

In accordance with the NHSScotland Workforce Conduct Policy you have been assigned a Designated Contact Person (DCP) who is <insert details of the DCP>. The role of the DCP is outlined in the enclosed guide to suspension.

During your period of suspension <insert any particular restrictions on access to the Employer’s premises, restrictions to accessing email and / or electronic diary information, return of laptop, mobile phone, access passes, keys and / or parking permits if required>.

Should you require access to the employer’s premises e.g. for hospital appointments, visiting sick relatives or meeting with your trade union representative, please make sure that you inform your Designated Contact Person in advance, unless it is an emergency situation.

Your suspension will be for as short a period as is possible, and will be on full pay (i.e. pay you would have received if at work). <With regard to your bank contract, as you have no guarantee of shifts from this, you will receive payment for any outstanding booked shifts and no further bookings will take place until the investigation process is concluded.>You have the right to representation by an accredited Trade Union representative or to be accompanied by a workplace colleague throughout all stages of suspension. Your suspension will be reviewed on a regular basis, and if it is possible, to return you to work this will be done at the earliest opportunity.

Please advise your Designated Contact Officer if you have annual leave already authorised for the period of your suspension and please ensure you keep them up to date with arrangements for getting in touch with you. Should you wish to take annual leave during the period of your suspension which has not already been authorised, this may be possible if it does not interfere with the progress of the investigation. You should be aware that carry over of annual leave on the basis you have been suspended will only be agreed if the investigation dates have prevented you from taking leave. Should you wish to take leave you should make your request via your Designated Contact Officer.

Should you have other employment in addition to this post, you should be aware that during the period of suspension, you are not entitled to work in that employment during any hours you would normally be required to be available to work in this post.

If you have any queries regarding the above, please do not hesitate to contact me.

Yours sincerely,


<Name of Suspending Manager>
<Job Title>

CC: Trade Union Representative
Designated Contact Person
Line manager if not the suspending manager

Enc NHSScotland Conduct Policy: Guide to Suspension

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Version history

Published: 01 March 2020


2 page [DOC]