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Written Warning Letter

Written Warning Letter Template for Malaysia

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Key Requirements PROMPT example:

Written Warning Letter

"I need a Written Warning Letter for an employee who has repeatedly violated our company's attendance policy, with three unexcused absences in January 2025; this will be their first formal warning."

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Document background
The Written Warning Letter is a crucial human resource management tool in the Malaysian employment context, designed to formally document disciplinary issues and maintain proper employment records. This document is typically issued when an employee has violated company policies, demonstrated poor performance, or engaged in misconduct that requires formal documentation and corrective action. The letter must comply with Malaysian employment legislation, particularly the Employment Act 1955 and Industrial Relations Act 1967, ensuring fair treatment and due process. It serves multiple purposes: documenting the incident or issue, establishing a formal record of the warning, outlining expected improvements, and protecting both employer and employee interests by ensuring transparency and fairness in the disciplinary process. The Written Warning Letter often forms part of a progressive disciplinary process and may be referenced in future employment decisions or legal proceedings.
Suggested Sections

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

2. Employee Information: Full name, employee ID, position, department, and work location of the employee

3. Subject Line: Clear indication that this is a warning letter and its category (First/Second/Final Warning)

4. Incident Details: Specific description of the misconduct or performance issue, including dates, times, and locations

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

6. Expected Behavior: Clear statement of expected conduct or performance standards

7. Consequences: Description of potential consequences if behavior/performance doesn't improve

8. Improvement Plan: Specific actions required from the employee to rectify the situation

9. Timeframe: Clear timeline for expected improvement and review period

10. Acknowledgment: Space for employee signature acknowledging receipt of the warning

Optional Sections

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

2. Union Representative: Reference to union involvement or right to representation, included when employee is unionized

3. Appeal Process: Information about the employee's right to appeal and the process, included for more serious warnings

4. Performance Metrics: Specific performance data or metrics, included when warning is related to performance issues

5. Counseling Services: Information about employee assistance programs or counseling services, included when appropriate to the situation

Suggested Schedules

1. Incident Report: Detailed report of the specific incident(s) that led to the warning

2. Evidence Documentation: Copies of relevant evidence supporting the warning (e.g., attendance records, customer complaints, performance data)

3. Relevant Policies: Copies of specific company policies or procedures that were violated

4. Performance Improvement Plan: Detailed plan outlining specific improvements required and how they will be measured

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

Retail

Healthcare

Technology

Education

Construction

Hospitality

Professional Services

Logistics

Telecommunications

Public Sector

Energy

Agriculture

Mining

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Administration

Operations Management

Senior Management

Industrial Relations

Relevant Roles

Human Resources Manager

HR Director

Department Manager

Line Manager

Supervisor

HR Business Partner

HR Officer

HR Executive

Employee Relations Manager

Compliance Officer

General Manager

Operations Manager

Managing Director

Chief Human Resources Officer

Administration Manager

Industries
Employment Act 1955: The primary legislation governing employment relationships in Malaysia, which sets out basic terms and conditions of employment, including disciplinary procedures and requirements for fair treatment of employees
Industrial Relations Act 1967: Regulates the relationship between employers and employees, including provisions for handling workplace disputes and ensuring fair treatment in disciplinary actions
Employment (Termination and Lay-Off Benefits) Regulations 1980: Provides guidelines on termination procedures and benefits, which is relevant as warning letters often form part of the documentary trail leading to potential termination
Federal Constitution of Malaysia: Article 5 and Article 8 provide fundamental rights including the right to livelihood and equal protection under the law, which must be considered in employment-related actions
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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