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Attendance Discipline Letter

Attendance Discipline Letter Template for Malaysia

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Key Requirements PROMPT example:

Attendance Discipline Letter

"I need an Attendance Discipline Letter for a manufacturing employee who has been late 12 times in the past month, with this being their first formal warning, to be issued on January 15, 2025."

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Document background
The Attendance Discipline Letter is a crucial HR document used in Malaysian employment contexts when formal action needs to be taken regarding an employee's attendance issues. This document is typically issued after informal verbal warnings have proven ineffective or when the severity of attendance violations warrants immediate formal action. It serves multiple purposes: documenting the specific attendance infractions, establishing a formal record for HR purposes, ensuring compliance with Malaysian employment laws and regulations, and initiating a structured improvement process. The letter should be drafted in accordance with the Employment Act 1955 and relevant Industrial Relations guidelines, making it legally sound while clearly communicating the company's concerns and expectations to the employee.
Suggested Sections

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

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

3. Subject Line: Clear indication that this is a disciplinary letter regarding attendance

4. Specific Incidents: Detailed description of attendance violations with specific dates and times

5. Policy Reference: Citation of relevant company policies or employment terms that have been breached

6. Impact Statement: Description of how the attendance issues affect the business/team

7. Required Correction: Clear statement of expected behavior and improvement required

8. Consequences: Statement of potential consequences if behavior doesn't improve

9. Acknowledgment: Space for employee signature and date to confirm receipt

Optional Sections

1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first instance

2. Improvement Plan: Specific targets and timeline for improvement, used in cases where structured monitoring is needed

3. Appeal Process: Information about how to appeal the disciplinary action, included for more serious cases

4. Support Resources: Information about HR support or counseling services, included when company wants to take a supportive approach

5. Meeting Request: Details of a required meeting to discuss the issues, included when face-to-face discussion is deemed necessary

Suggested Schedules

1. Attendance Records: Detailed log of attendance violations and patterns

2. Previous Warning Letters: Copies of any previous warning letters referenced

3. Relevant Company Policies: Excerpts from employee handbook or policies regarding attendance

4. Improvement Plan Template: Structured template for tracking attendance improvement if applicable

5. Meeting Notes: Records of any previous discussions about attendance issues

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions




















Clauses















Relevant Industries

Manufacturing

Retail

Healthcare

Financial Services

Education

Technology

Construction

Hospitality

Logistics

Professional Services

Public Sector

Telecommunications

Mining

Agriculture

Transportation

Relevant Teams

Human Resources

Legal

Compliance

Operations

Administration

Employee Relations

Industrial Relations

Relevant Roles

HR Manager

HR Director

Department Manager

Line Supervisor

HR Business Partner

Employee Relations Manager

HR Administrator

Legal Counsel

Compliance Officer

Operations Manager

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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