First Warning Letter For Absenteeism Template for Malaysia

The First Warning Letter For Absenteeism is a crucial document in Malaysian employment practice, typically issued when an employee demonstrates a pattern of unauthorized absences or fails to follow proper attendance procedures. This document is used as part of a progressive disciplinary process, complying with Malaysian employment legislation, particularly the Employment Act 1955. It serves multiple purposes: documenting the specific instances of absenteeism, formally notifying the employee of the company's concerns, outlining the consequences of continued non-compliance, and providing a clear opportunity for improvement. The letter should be drafted carefully to ensure it can serve as valid documentation if further disciplinary actions become necessary, while also maintaining a constructive approach aimed at improving employee attendance.

1. Letter Header: Company letterhead, date, reference number, and classification (e.g., 'PRIVATE AND CONFIDENTIAL')

2. Employee Details: Full name, employee ID, position, department of the employee

3. Subject Line: Clear indication that this is a first warning letter for absenteeism

4. Specific Incidents: Detailed description of the dates and instances of unauthorized absences

5. Policy Reference: Reference to company attendance policy and employment contract clauses being violated

6. Impact Statement: Description of how the absenteeism affects the company, team, and work operations

7. Corrective Action: Clear statement of expected behavior and improvement required

8. Consequences: Information about what will happen if the behavior continues (further disciplinary action)

9. Closing: Signature block for issuing authority and acknowledgment section for employee