Document text
Date: [DD MONTH YYYY]
To:
[NAME OF SUPERVISOR / HR MANAGER WHO ISSUED THE NOTICE]
[POSITION]
[COMPANY NAME]
[COMPANY ADDRESS]
From:
[YOUR FULL NAME]
[POSITION / DEPARTMENT]
Employee No. [EMPLOYEE NUMBER]
Subject: Written explanation in reply to the Notice to Explain dated [DATE OF NOTICE], received on [DATE YOU RECEIVED IT]
Dear [MR. / MS. SURNAME],
I received the Notice to Explain (NTE) dated [DATE OF NOTICE] on [DATE YOU RECEIVED IT]. The notice states that I allegedly [COPY THE CHARGE EXACTLY AS WRITTEN IN THE NOTICE — e.g., "was absent without official leave on 2–4 March 2026" / "was late eleven (11) times in February 2026"], in violation of [COMPANY RULE OR CODE OF CONDUCT PROVISION CITED IN THE NOTICE].
I respectfully submit my written explanation within the period given to me.
1. My explanation of the facts
1. [STATE WHAT ACTUALLY HAPPENED, IN ORDER OF DATES. KEEP IT FACTUAL: WHO, WHAT, WHEN, WHERE.]
2. [EXPLAIN THE REASON — e.g., medical emergency, family emergency, system or transport problem, instruction from a superior, misunderstanding of a new policy.]
3. [STATE WHAT YOU DID AT THE TIME — e.g., "I informed my team leader by text at 7:42 a.m. on 2 March 2026".]
2. My response to the charge
Point in the notice My answer
[ALLEGATION 1] [ADMIT / DENY / PARTLY ADMIT — WITH A SHORT REASON]
[ALLEGATION 2] [ADMIT / DENY / PARTLY ADMIT — WITH A SHORT REASON]
[ALLEGATION 3, IF ANY — OR DELETE THIS ROW] [ANSWER]
[CHOOSE ONE AND DELETE THE OTHER:]
I respectfully deny the charge because [REASON]. My acts do not amount to [SERIOUS MISCONDUCT / WILLFUL DISOBEDIENCE / GROSS AND HABITUAL NEGLECT / OTHER GROUND STATED IN THE NOTICE].
I acknowledge [WHAT YOU ADMIT]. It was not intentional and was caused by [REASON]. I have since [CORRECTIVE STEP — e.g., "submitted my medical certificate", "set up a second alarm and changed my commute"], and I ask that this be considered together with my [NUMBER] years of service and my clean record.
3. Supporting documents
I attach copies of the following:
1. [e.g., MEDICAL CERTIFICATE DATED ___]
2. [e.g., SCREENSHOT OF MESSAGE TO TEAM LEADER DATED ___]
3. [e.g., BARANGAY CERTIFICATE / INCIDENT REPORT / TRAFFIC ADVISORY]
4. [OTHERS — OR DELETE]
4. My requests
1. That I be given a copy of [THE INCIDENT REPORT / CCTV LOG / ATTENDANCE RECORD / WITNESS STATEMENTS] mentioned in the notice, so I can answer completely.
2. That a hearing or conference be scheduled where I may explain in person and present evidence, and that I be allowed to bring [A REPRESENTATIVE / UNION OFFICER / COUNSEL] if I wish.
3. That this explanation be placed in my 201 file together with the notice.
[OPTIONAL — IF THE NOTICE GAVE YOU LESS THAN FIVE (5) CALENDAR DAYS: I note that the notice asks for my reply within [NUMBER] [HOURS/DAYS]. I respectfully request that I be allowed to submit additional explanation and documents until [DATE AT LEAST 5 CALENDAR DAYS FROM RECEIPT].]
I remain willing to cooperate fully with the investigation.
Respectfully,
______________________________
[YOUR FULL NAME]
[POSITION]
[MOBILE NUMBER] · [PERSONAL E-MAIL]
Received by:
______________________________
[NAME AND SIGNATURE OF HR / SUPERVISOR] — Date and time received: [DATE, TIME]
NOTES BEFORE SUBMITTING — delete this part
Make two copies. Submit one and ask HR to sign and date "Received" on your copy. If they refuse, send it by e-mail to HR and your supervisor and keep the sent e-mail, or send by registered mail.
Answer each charge in the notice, nothing more. Do not raise new issues against other people unless they are needed to explain your side.
The notice must tell you the specific facts and the company rule you allegedly violated. If it is vague, say so politely in Part 2 and ask for details in Part 4.
Time to reply: the rules require at least five (5) calendar days from receipt to prepare your explanation. If the deadline in the notice is later, use the later date.
Keep everything: the notice, this reply, the received copy and attachments. They matter if a second notice (notice of decision) follows.
Field labels in [SQUARE BRACKETS, CAPITALS] must be completed or deleted. Alternatives are separated by a slash. © Layers (layers.md), licensed under CC BY 4.0 (https://creativecommons.org/licenses/by/4.0/). Template, not legal advice.
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