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Warning Letter For Disciplinary Action

Warning Letter For Disciplinary Action Template for Malaysia

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Warning Letter For Disciplinary Action

"I need a Warning Letter for Disciplinary Action for an employee who has been consistently late to work (more than 30 minutes) on 12 occasions between January and March 2025, despite previous verbal warnings."

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Document background
The Warning Letter For Disciplinary Action is a crucial document in Malaysian employment practices, used when an employee's conduct or performance requires formal corrective action. It operates within the framework of Malaysian employment law, particularly the Employment Act 1955 and the Industrial Relations Act 1967. This document is typically issued after verbal warnings have proven ineffective or when the severity of the misconduct warrants immediate written documentation. It contains specific details about the incident or behavior in question, references to violated company policies, required corrective actions, and potential consequences of non-compliance. The letter serves both as a formal notice to the employee and as legal documentation of the disciplinary process, which may be crucial in case of future employment disputes or legal proceedings.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and classification (Private & Confidential)

2. Employee Information: Full name, employee ID, position, department, and reporting manager of the employee

3. Subject Line: Clear indication that this is a warning letter for disciplinary action

4. Incident Details: Specific details of the misconduct including date, time, and nature of the offense

5. Policy Violation Reference: Citation of specific company policies, procedures, or regulations that were violated

6. Warning Statement: Clear statement that this constitutes a formal warning

7. Required Corrective Action: Specific expectations for improvement and timeline

8. Consequences Statement: Clear outline of what will happen if behavior/performance doesn't improve

9. Acknowledgment: Space for employee and witness signatures and date

Optional Sections

1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first incident

2. Performance Improvement Plan: Detailed improvement plan with specific goals and timelines, used for performance-related issues

3. Union Representative Notice: Notice of right to union representation, included when employee is unionized

4. Appeal Process: Information about the company's appeal process, included when company policy provides for appeals

5. Counseling Services: Information about available employee assistance programs, included when relevant to the situation

Suggested Schedules

1. Evidence Documentation: Copies of relevant evidence supporting the disciplinary action (e.g., attendance records, incident reports)

2. Previous Warning Records: Copies of previous warning letters or disciplinary action documentation

3. Relevant Company Policies: Excerpts from employee handbook or company policies related to the violation

4. Witness Statements: Written statements from witnesses if applicable to the incident

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions




















Clauses



















Relevant Industries

Manufacturing

Financial Services

Technology

Healthcare

Retail

Education

Construction

Hospitality

Telecommunications

Professional Services

Transportation

Energy

Agriculture

Mining

Public Sector

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Operations

Management

Administration

Relevant Roles

Human Resources Manager

HR Business Partner

Legal Counsel

Department Manager

Line Supervisor

HR Director

Compliance Officer

Employee Relations Manager

HR Executive

General Manager

Chief Human Resources Officer

Operations Manager

Division Head

Department Supervisor

HR Administrator

Industries





Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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