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The Disciplinary Hearing Letter is a crucial document in Malaysian employment practice, serving as the formal initiation of disciplinary proceedings against an employee. It is used when there are allegations of misconduct, performance issues, or violations of company policies that require formal investigation and potential disciplinary action. The document must comply with Malaysian employment law, particularly the Employment Act 1955 and Industrial Relations Act 1967, while adhering to principles of natural justice and procedural fairness. The letter typically outlines specific allegations, schedules the hearing, explains the process, and informs the employee of their rights. It should be issued with sufficient notice to allow the employee to prepare their defense and should include all relevant details and supporting documentation. The importance of this document lies in its role in establishing a fair and transparent disciplinary process, which can be crucial if the matter escalates to the Industrial Court.

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

2. Recipient Details: Employee's full name, position, department, and employee ID

3. Subject Line: Clear indication that this is a Notice of Disciplinary Hearing

4. Allegation Details: Specific details of the misconduct or performance issues, including dates, times, and instances of the alleged infractions

5. Hearing Details: Date, time, venue of the hearing, and the composition of the disciplinary panel

6. Employee Rights: Statement of employee's rights during the hearing, including right to representation and to present evidence

7. Potential Consequences: Overview of possible disciplinary actions that may result from the hearing

8. Response Instructions: Instructions on how to respond to the allegations and prepare for the hearing

9. Closing: Signature block with name and position of the authorized representative