The document provides guidance on writing a notice to explain memo that is served to employees. The memo should: (1) contain specific causes or grounds for the notice, such as excessive unauthorized absences; (2) give employees at least 5 calendar days to submit a written explanation; and (3) provide a detailed narration of facts and circumstances forming the basis of the charge so employees can intelligently prepare their explanation and defenses.

1. HOW TO WRITE NOTICE TO EXPLAIN MEMO
1. The first written notice (NTE) to be served on the employeesshould contain the specific
causes or grounds against them. (e.g. Under Subject: NTE – Excessive Unauthorized
Absences).
2. Directive that the employeesare given the opportunity to submit their written explanation
within a reasonable period.
a. Reasonable opportunity” under the Omnibus Rules means every kind of assistance that
management must accord to the employees to enable them to prepare adequately for their
defence.
b. Base on DOLE - This should be construed as a period of at least five (5) calendar
days from receipt of the notice to give the employees an opportunity to study the
accusation against them, consult a union official or lawyer, gather data and
evidence, and decide on the defenses they will raise against the complaint.
3. The notice should contain a detailed narration of the facts and circumstances that will serve
as basis for the charge against the employees.
a. In order to enable the employees to intelligently prepare their explanation and defences
b. Avoid general description of the charge,this will not suffice.
4. The notice should specifically mention which company rules, ifany, are violated and/or
which among the grounds under Article ofCRR is being charged against the employees.
5. Lastly, the notice should contain the signature ofauthorized company representative.