Neutral, not punitive
Suspension protects the investigation. It is not a finding, and the letter must say so.
Default: with pay
Unpaid suspension needs a contract clause. Without one, pay in full or risk breach.
Dated and reviewed
Fixed period with a review date, commonly 2 to 4 weeks. Never open-ended.
1. When suspension is allowed
Suspend where the employee's presence could compromise an investigation (access to records, influence over witnesses), poses a safety risk, or where continued duties are untenable during a serious probe such as suspected theft or fraud. It is a holding measure while facts are gathered, and the letter must state that it implies no finding of guilt.
2. With pay vs without pay
The default is with full pay. Unpaid suspension is only lawful where the contract or handbook expressly permits it. Imposing unpaid suspension without that backing is routinely treated as breach of contract, and the employee can claim the withheld wages. When in doubt, pay.
3. Suspension letter sample
Ref: [HR/2026/061] Date: [24 June 2026]
Dear [Mr/Mrs/Miss Surname],
RE: SUSPENSION FROM DUTY PENDING INVESTIGATION
Following allegations of [suspected misappropriation of company funds on 20 June 2026], you are hereby suspended from duty with effect from [25 June 2026] pending the outcome of an investigation. This suspension implies no finding against you.
During suspension you will receive [full pay]. The suspension will be reviewed on or before [9 July 2026], when you will be informed of the next steps, which may include a query and hearing.
Please hand over all company property to [name] before close of business on [24 June 2026]. During suspension, do not enter company premises or contact potential witnesses without written approval. You remain reachable on your known phone number for investigation purposes.
Yours faithfully,
___________________________
[Name], [HR Manager] Employee acknowledgement: ___________ Date: ___________
4. Closing the suspension
On the review date, close it in writing: recall to duty where cleared, extend once with fresh written reasons where the investigation genuinely needs more time, or move to query and hearing where the evidence supports charges. A suspension that drifts past its review date without word becomes, in effect, an undeclared punishment.
Suspension questions employers ask
Can I suspend an employee without pay in Nigeria?
Only if the employment contract or handbook expressly allows unpaid suspension. Without such a clause, suspend with full pay. Unpaid suspension imposed without contractual backing is routinely treated as a breach.
How long can a suspension last?
As short as the investigation genuinely requires, commonly 2 to 4 weeks. State the period and a review date in the letter. Open-ended suspensions look punitive and are hard to defend.
Must I query an employee before suspending them?
Suspension pending investigation usually comes first where the employee's presence could compromise evidence or safety, with the query and hearing following immediately after. Tell the employee the allegation in broad terms even at suspension stage.
What must a suspension letter contain?
The allegation in brief, the investigation reason for keeping them away, start date and review date, pay terms during suspension, handover and contact instructions, and a ban on entering premises or contacting witnesses without approval.
What happens when suspension ends?
Close it in writing on the review date: recall to duty, extend once with fresh reasons if the investigation genuinely needs it, or move to the next disciplinary step with the full query and hearing process. Never let suspensions drift silently.
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Related: Query letter sample · Warning letter sample · Termination guide