How to Respond to a Show Cause Letter

A show cause letter is a formal request from your employer asking you to explain why you should not face disciplinary action. When you receive one, it’s normal to feel stressed, defensive, or even unfairly treated. But responding well can make a big difference — it can protect your job, your reputation, and your rights.

Quick Answer — At a Glance

1. Read the letter carefully — understand exactly what you are being accused of.

2. Gather all relevant facts, evidence, and documentation.

3. Draft a clear, professional response that addresses each allegation.

4. Submit the response within the deadline, and request clarification if anything is vague.

5. Maintain a respectful tone; admit mistakes if applicable, propose corrective steps.

Why This Matters

Responding properly to a show cause letter is not just about preserving your job, it’s part of fair process under Kenyan labour law. Employers are required to allow you to respond before taking major disciplinary action. If you don’t respond, or respond poorly, you risk unfair treatment, or worse, being dismissed without a fair hearing. Kenyan sources such as Janta Kenya emphasize that a show cause letter should clearly state the allegations and give you a reasonable time to reply.

Step-by-Step Guide

1. Read the show cause letter carefully

   • Identify exactly what you are being accused of — include dates, place, witnesses, and any rules or policies referred to.

   • Note the deadline given for your response. Make sure it’s reasonable.

2. Clarify any unclear points

   • If parts of the allegations are vague, ask your manager or HR for clarification.

   • It’s okay to say “Please clarify which date(s)/event(s) you mean, so I can respond accurately.”

3. Collect evidence and facts

   • Gather documents (emails, memos, timesheets, contracts) that support your side.

   • If there are witnesses or people who observed what happened, list them.

   • Where relevant, note any context that explains your actions.

4. Draft your response

   • Use a respectful, formal tone. Avoid blaming or emotional language.

   • Structure your response:
     • Start with acknowledgment — confirm you received the letter and understand what is being asked.
     • For each allegation: state whether you accept, deny, or partially accept. Provide facts and evidence.
     • If you made a mistake, admit it, explain why, and explain what you have done or will do to avoid repeating it.
     • If you don’t agree with certain parts, state that clearly and provide reasons.

5. Submit within deadline and follow through

   • Send the response before or on the given date. Keep a copy. Use email plus physical submission if required.

   • If response time is too short, request an extension in writing.

   • After submission, follow up if you don’t hear back; ask whether they need additional info or whether there will be a hearing.

Important Notes & Tips

• Stay calm and objective, focus on facts not emotion.

• Be honest — admitting a mistake can look better than hiding it.

• Avoid over-apologizing, focus more on corrective action.

• Know your rights under the Employment Act — you have a right to a fair hearing.

• Keep records of the letter, your response, and all related communication.

• Seek advice from a union rep, HR mentor, or lawyer if needed.

FAQs

What if I miss the deadline for responding?
You should still respond as soon as possible, explaining why you missed the deadline and asking if late submission is acceptable.

Can I get someone (union, colleague, lawyer) to help me respond?
Yes. It’s fine to seek support or have someone review or co-write your response, especially if the stakes are high.

Should I admit fault even if I disagree with some allegations?
You can admit the parts you know are true, and provide clear explanations for parts you dispute.

What if the allegations are totally false?
You should deny them clearly, provide your evidence, and ask for statements or documents relied on by the employer.

Will responding guarantee no disciplinary action?
No guarantee, but a strong, timely response can influence the outcome and may lead to leniency or dismissal of some allegations.