Exit Letter To Employee Template for Malaysia

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Key Requirements PROMPT example:

Exit Letter To Employee

"I need to draft an Exit Letter to Employee for a senior software engineer in our Malaysian office who has resigned to join a competitor, with their last working day being March 15, 2025; we need to emphasize confidentiality obligations and include a reminder about the existing non-compete clause."

Document background
The Exit Letter To Employee is a essential document in Malaysian employment practice, used when an employment relationship is terminated either through resignation, termination, or mutual agreement. This document complies with the Employment Act 1955 and other relevant Malaysian employment legislation, serving as an official record of the employment termination. It typically includes critical information such as the termination date, notice period details, final payment calculations, benefit arrangements, and post-employment obligations. The letter helps ensure a clear and compliant termination process, minimizes potential disputes, and provides both parties with documented evidence of the separation terms. It's particularly important in Malaysia where employment law requires clear documentation of employment termination and final settlements.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and addressee details

2. Subject Line: Clear indication that this is an exit letter/confirmation of employment termination

3. Confirmation of Termination: Statement confirming the termination of employment and the effective date

4. Notice Period: Details of notice period served or payment in lieu of notice

5. Final Settlement: Information about final salary, leave encashment, and other payments due

6. Company Property: List of company property to be returned and deadline for return

7. Confidentiality Reminder: Reminder of ongoing confidentiality obligations post-employment

8. Closure: Thank you message, contact information for queries, and signature block

Optional Sections

1. Garden Leave: Include when employee is required to serve notice period away from office

2. Non-Compete Reminder: Include when employee is bound by existing non-compete clauses

3. Exit Interview: Include when an exit interview needs to be scheduled

4. Reference Policy: Include details about company policy on providing references

5. Benefits Continuation: Include when there are benefits that extend beyond termination date

6. Resignation Acceptance: Include when the exit is initiated by employee's resignation rather than termination

Suggested Schedules

1. Final Payment Breakdown: Detailed calculation of final payment including salary, leave encashment, and other benefits

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

3. Employee Clearance Form: Form listing all departments that need to provide clearance before final settlement

4. Benefits Summary: Summary of any benefits continuation or termination

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

Relevant Industries

Technology

Manufacturing

Financial Services

Retail

Healthcare

Education

Construction

Professional Services

Hospitality

Telecommunications

Energy

Transportation

Agriculture

Media and Entertainment

Real Estate

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Finance

Payroll

Administration

Relevant Roles

HR Director

HR Manager

Legal Counsel

HR Business Partner

Compliance Officer

HR Executive

Legal Manager

Employee Relations Manager

HR Administrator

Recruitment Manager

Compensation and Benefits Manager

HR Operations Manager

Chief Human Resources Officer

Legal Director

Company Secretary

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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