Fair hearing first
A query is your written proof that the employee was heard before any decision. Courts ask for it.
48-hour reply window
Give a clear deadline, commonly 48 hours, with the exact date and time stated in the letter.
Paper trail that protects you
Query, reply, decision, all filed on the employee's record. That file is your defence.
1. What a query letter is
A query letter is a formal written request asking an employee to explain an alleged misconduct or poor performance before management decides what to do about it. It is not a punishment. It is the first step of a fair disciplinary process: allegation disclosed, employee heard, decision made on the facts.
In Nigeria, dismissing for misconduct without giving the employee a chance to respond is the fastest route to losing at the National Industrial Court. The query letter is the standard written proof that a fair hearing happened.
2. When to issue one, and when not to
Issue a query for lateness and absenteeism, negligence of duty, insubordination, fighting or harassment, suspected dishonesty, damage to company property, or breach of a written rule the employee signed for.
Do not issue one for a minor first-time slip that a conversation fixes, or as a fishing expedition with no specific allegation. A query with no specifics reads as victimisation, not procedure.
3. What every query letter must contain
- The specific allegation, with date, time, and place. "Gross misconduct" alone is not enough.
- The rule breached, referencing the handbook section, contract clause, or prior memo.
- A clear demand for a written explanation, with an exact deadline (date and time).
- What happens next: that failure to reply will be treated as having no defence, and the matter decided on available evidence.
- Signature and date, with a copy kept and delivery recorded (hand delivery with acknowledgement, or email with read trail).
4. Copy-paste sample
Adapt the bracketed parts. Keep the tone factual, never abusive.
Ref: [HR/2026/014] Date: [12 March 2026]
The [Job Title],
[Department]
Dear [Mr/Mrs/Miss Surname],
RE: QUERY FOR [LATENESS TO DUTY ON 10 AND 11 MARCH 2026]
It has been reported that on 10 and 11 March 2026, you resumed duty at [10:40am and 11:05am] against the official resumption time of [8:00am], without permission or reasonable cause. This conduct is contrary to [Section 4.2 of the Staff Handbook] on punctuality, which you acknowledged on [date].
You are hereby required to show cause, in writing, not later than 48 hours from receipt of this letter (on or before [14 March 2026, 12 noon]), why disciplinary action should not be taken against you.
Failure to respond within the stated period will be treated as having no defence to offer, and the matter will be decided on the available evidence.
Yours faithfully,
___________________________
[Name], [HR Manager]
For: [Company Name]
5. After the reply comes in
Read the explanation against the evidence. If it clears the matter, close it in writing and file everything. If it does not, invite the employee to a short hearing, then decide: warning letter, suspension, or dismissal, each communicated in its own letter. Whatever you decide, the query, the reply, and the decision stay together on the employee's file.
Query letter questions employers ask
Must I issue a query letter before dismissing an employee in Nigeria?
You must give the employee a fair hearing before dismissal for misconduct: disclose the allegation, let them respond in writing, and consider the response. A query letter is the standard written proof that you did. Skipping it is the most common reason dismissals fail at the National Industrial Court.
How long should I give an employee to reply to a query?
24 to 72 hours is the common range in Nigeria, with 48 hours the most typical. State the exact deadline date and time in the letter so there is no dispute about what reasonable opportunity meant.
What if the employee ignores the query letter?
Record the non-response in writing with the date, keep a copy of the query and proof of delivery, then proceed to a decision based on the evidence before you. An ignored query still counts as having given the employee a chance to be heard.
What is the difference between a query letter and a warning letter?
A query asks for an explanation before you decide anything. A warning records a decision already made and tells the employee to improve. Query first, hear the reply, then warn, suspend, or dismiss as the facts warrant.
Can I suspend an employee while a query is pending?
Only if the employment contract or handbook allows suspension during investigation, and ideally with pay unless the contract says otherwise. State the suspension terms in a separate letter, not inside the query.
Keep every query on the employee's record.
WadataHR stores queries, replies, and warnings on each employee's file, so discipline history is one click away when it matters.
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Related: Termination guide · NSITF guide · Take-home pay calculator