The Explanation Letter To Employee is a critical document used in Maltese business operations to maintain clear, formal communication between employers and employees. It is typically used when there is a need to document and explain important matters such as performance reviews, policy changes, disciplinary actions, organizational changes, or responses to employee queries. The document must align with Malta's Employment and Industrial Relations Act and related employment legislation, including EU regulations incorporated into Maltese law. This type of letter serves multiple purposes: it ensures transparency in employer-employee communications, provides a formal record of important information or decisions, and helps protect both parties by clearly documenting the communication. The Explanation Letter To Employee should be written in clear, professional language and may require translation in cases where employees are not fluent in English, which is common in Malta's multinational business environment.
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1. Letter Header: Company letterhead, date, reference number, and formal addressing of the employee with their full name and position
2. Subject Line: Clear, specific subject line indicating the purpose of the explanation letter
3. Opening Statement: Professional greeting and brief introduction stating the purpose of the letter
4. Context Setting: Background information explaining why this communication is necessary
5. Main Explanation: Detailed, clear explanation of the main topic, with specific facts and references
6. Legal Basis: Reference to relevant company policies, employment contract terms, or legal requirements that relate to the explanation
7. Next Steps: Clear outline of any actions required, expectations, or future proceedings
8. Closing Statement: Professional closing including contact information for queries and acknowledgment request if needed
1. Performance Review Details: Include when the explanation relates to performance assessment or feedback
2. Disciplinary Action Details: Include when explaining disciplinary measures or warnings
3. Change Implementation Timeline: Include when explaining organizational or policy changes
4. Benefits/Compensation Changes: Include when explaining modifications to employee benefits or compensation
5. Appeal Process: Include when the employee has the right to appeal or challenge the explained decision
6. Support Resources: Include when offering additional resources or support services to the employee
7. Confidentiality Notice: Include when the communication contains sensitive or confidential information
1. Acknowledgment Form: Form for employee to sign acknowledging receipt and understanding of the letter
2. Referenced Policies: Copies of relevant company policies or procedures mentioned in the letter
3. Supporting Documentation: Any evidence, records, or documentation supporting the explanation
4. Timeline Document: Detailed timeline of events or changes when relevant to the explanation
5. Contact Information Sheet: List of relevant contact persons or departments for follow-up questions
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