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Dismissal Notice Letter

Dismissal Notice Letter Template for Malaysia

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Key Requirements PROMPT example:

Dismissal Notice Letter

"I need a Dismissal Notice Letter under Malaysian law for a senior software engineer being made redundant due to department restructuring, with the termination effective March 15, 2025, including a 2-month notice period and detailed handover requirements."

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Document background
The Dismissal Notice Letter is a crucial document in Malaysian employment law, required when an employer terminates an employment relationship. It must comply with the Employment Act 1955 and related legislation, ensuring proper documentation of the termination process. The letter serves multiple purposes: it provides formal notification of employment termination, specifies the notice period and last working day, outlines final payment arrangements, and reminds employees of their post-employment obligations. A properly drafted Dismissal Notice Letter helps protect both employer and employee interests, ensures legal compliance, and reduces the risk of wrongful dismissal claims. The document should be tailored to specific circumstances while maintaining all legally required elements under Malaysian law.
Suggested Sections

1. Letterhead and Date: Company's official letterhead with complete contact information and the current date

2. Recipient Details: Employee's full name, position, employee ID, and department

3. Subject Line: Clear indication that this is a notice of termination of employment

4. Termination Statement: Clear and unambiguous statement of employment termination with the effective date

5. Notice Period: Specification of the notice period as per employment contract and Employment Act 1955

6. Final Payment Details: Information about final salary, unused leave, and other statutory payments

7. Company Property: List of company property to be returned before the last day

8. Confidentiality Reminder: Reminder of ongoing confidentiality obligations

9. Signature Block: Space for authorized signatory with full name and position

Optional Sections

1. Reason for Termination: Include only if legally required or if termination is due to misconduct or performance issues

2. Redundancy Details: Required only in cases of redundancy, explaining the business circumstances

3. Garden Leave: Include if employee is to be placed on garden leave during notice period

4. Reference Provision: Optional section about providing future employment references

5. Handover Instructions: Include for senior positions requiring detailed handover of responsibilities

6. Non-Compete Reminder: Include only if employee is bound by non-compete clauses

7. Appeal Process: Include when company policy allows for appeal against termination decision

Suggested Schedules

1. Final Payment Calculation: Detailed breakdown of final payment including salary, benefits, and deductions

2. Company Property Checklist: Itemized list of company property to be returned

3. Benefits Summary: Summary of any continuing benefits or benefit conversion options

4. Exit Process Checklist: Checklist of tasks to complete before last working day

Authors

Alex Denne

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Financial Services

Technology

Retail

Healthcare

Construction

Education

Hospitality

Professional Services

Telecommunications

Energy

Transportation

Real Estate

Agriculture

Mining

Relevant Teams

Human Resources

Legal

Compliance

Senior Management

Operations

Administration

Corporate Secretariat

Relevant Roles

HR Manager

HR Director

Legal Counsel

Company Secretary

Department Manager

Line Manager

CEO

Managing Director

HR Executive

HR Business Partner

Legal Manager

Compliance Officer

Operations Manager

General Manager

Industries
Employment Act 1955: Primary legislation governing employment relations in Malaysia, including termination procedures, notice periods, and statutory requirements for dismissal
Industrial Relations Act 1967: Regulates the relationship between employers and employees, including provisions for unfair dismissal claims and proper termination procedures
Employment (Termination and Lay-Off Benefits) Regulations 1980: Specifies the termination benefits and compensation that must be provided to dismissed employees based on their length of service
Federal Constitution of Malaysia: Contains fundamental rights provisions affecting employment, including the right to fair treatment and protection against discrimination in termination
Minimum Notice Periods Guidelines: Statutory guidelines specifying minimum notice periods based on length of service as per Employment Act 1955
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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