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The Disciplinary Hearing Letter is a crucial document in Philippine employment law that initiates formal disciplinary proceedings against an employee. It is used when there are allegations of misconduct, policy violations, or performance issues that may warrant disciplinary action. The document must strictly comply with Philippine Labor Code requirements, particularly the principles of due process and the twin notice rule established by jurisprudence. It serves as the first notice in the disciplinary process, providing detailed information about the alleged violations, scheduling the administrative hearing, and informing the employee of their rights. The letter should be carefully drafted to ensure legal compliance and protect both employer and employee interests throughout the disciplinary process.

1. Letter Header: Company letterhead, date, employee's name and position, employee ID, department

2. Subject Line: Clear indication that this is a Notice of Administrative Hearing/Investigation

3. Alleged Violation: Detailed description of the incident(s) or violation(s), including dates, times, and specific company policies or rules violated

4. Legal Basis: Citation of relevant company policies, employee handbook provisions, or legal grounds for the disciplinary action

5. Hearing Details: Specific date, time, and venue of the hearing, typically scheduled at least 5 working days from receipt of notice

6. Rights Advisory: Information about the employee's rights during the hearing, including the right to present evidence and witnesses, and to be represented

7. Required Response: Request for written explanation and deadline for submission

8. Potential Consequences: Clear statement of possible disciplinary actions that may result from the hearing

9. Closing: Signature block for HR representative or authorized officer, and acknowledgment receipt section for the employee