Notice to Explain
Republic of the Philippines · termination possible · Template v0.2.0
PRIVATE AND CONFIDENTIAL
Date: August 30, 2026
TO: Juan Miguel Santos · Employee no. EMP-1042
Position/Department: Store Cashier · Retail Operations
Work location: Makati Central Store
FROM: Bayanihan Retail Corporation · Andrea Reyes, Human Resources Manager
SUBJECT: NOTICE TO EXPLAIN — UNRECONCILED CUSTOMER COLLECTION ON 22 AUGUST 2026
PURPOSE AND PRESENT STATUS
This is the first written notice in an administrative process concerning the allegations below and the possible imposition of disciplinary action up to and including termination of employment. It directs you to explain your side and submit supporting evidence. It is not a finding of guilt, a final disciplinary decision, or a waiver of any right.
Bayanihan Retail Corporation has not predetermined the facts, legal ground, or penalty. The complete explanation, evidence, material contrary facts, applicable policy and CBA, and any required conference will be genuinely considered by Employee Relations Review Panel excluding the complainant and initial fact investigator before any decision. The employer retains the burden to establish a lawful and proportionate basis for any discipline.
The employer records that the employee can understand this complete English notice. Employment status recorded for routing: regular; hire/engagement date: April 3, 2023. This label does not reduce any statutory right or decide a disputed employment classification.
PROVISIONAL GROUNDS UNDER CONSIDERATION
Subject to your explanation and the complete record, the provisional grounds are: serious misconduct under Article 297(a) [formerly 282(a)] of the Labor Code, as renumbered, subject to proof of serious work-related misconduct and wrongful intent rather than mere error in judgment. These legal and policy labels are allegations only. Each required element, work connection, gravity, intent, proportionality, and evidentiary basis must be independently established before it may support discipline.
Company rule, policy, duty, or standard cited: Cash Handling Policy CHP-04, sections 3.2, 4.1, and 6.3, version effective 1 January 2026. The employer records that this material was communicated or made reasonably available before the alleged conduct; attach or provide secure access to the exact version relied upon.
DETAILED FACTUAL ALLEGATIONS
Incident pattern: single incident. Alleged period: August 22, 2026 through August 22, 2026. Time or sequence: Between 6:10 PM and 6:35 PM during the closing shift. Place, system, account, route, or location: Cash register 04 and the Makati Central Store cash office.
Detailed chronology: At approximately 6:10 PM, transaction TX-8821 recorded a PHP 12,500 cash payment at register 04 under the employee's assigned credentials. The closing count prepared at 6:35 PM showed PHP 12,500 less cash than the system total. CCTV and the turnover sheet presently show the cash drawer and deposit envelope being handled before the shortage was reported. The investigation has not yet determined the explanation for the variance.
Applicable duty, standard, procedure, or order and prior communication: Cashiers must count collections with the closing supervisor, seal the deposit envelope, sign the turnover sheet, and report a variance immediately under Cash Handling Policy CHP-04 supplied during onboarding and annual refresher training.
Material persons, transactions, property, systems, and records: Closing supervisor Elena Cruz, transaction TX-8821, register 04 log, CCTV segment, cash-count sheet, and deposit envelope record
Alleged work-related impact or risk: An unreconciled PHP 12,500 collection and a potential breakdown in the store's cash-control and turnover process
Known context, contrary information, and limitations: The transaction log confirms receipt but does not by itself show who retained the cash; the CCTV angle does not continuously show the inside of the envelope. You are invited to correct any date, identity, sequence, attribution, policy, calculation, context, or factual assumption and to identify other material records or witnesses.
RECORDS PRESENTLY RELIED UPON
Evidence categories reviewed: documents or correspondence, system or transaction records, video or images, and audit or reconciliation. Evidence summary: The register log records transaction TX-8821 and the closing reconciliation shows a matching PHP 12,500 variance. The signed turnover sheet, deposit record, and CCTV segment identify the sequence presently under review, but the camera does not continuously show the envelope contents.
Attachments and access: Attached are the policy, transaction extract, reconciliation, turnover sheet, and still-image index; HR will arrange secure viewing of the full CCTV segment on request. You may request reasonably necessary material records for your defense through the contact below. Access may be securely redacted or supervised only to protect unrelated personal data, privilege, security, or a legitimate investigation need without defeating a meaningful defense.
No prior disciplinary record is stated as a basis for this charge or possible penalty in this notice.
The employer will preserve source records, material contrary information, and the exact evidence considered. A summary, attachment, screenshot, witness account, system log, or audit result remains subject to authentication, context, reliability, and your response.