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The Disciplinary Warning Letter To Employee is a crucial document in Malaysian employment practice, used when formal documentation of employee misconduct or performance issues is necessary. It serves as both a corrective tool and a legal record, forming part of progressive disciplinary procedures required under Malaysian employment law. The document must be drafted in compliance with the Employment Act 1955 and related regulations, ensuring fair treatment and due process. It is typically issued after verbal warnings have proven ineffective or for more serious infractions. The letter should clearly state the issue, reference relevant company policies or employment terms, outline expected improvements, and specify potential consequences. This documentation is essential for protecting both employer and employee rights, and may be required as evidence in employment tribunals or legal proceedings.

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

2. Employee Information: Full name, employee ID, position, department, and reporting manager of the employee

3. Subject Line: Clear indication that this is a warning letter (e.g., 'Written Warning - [Nature of Misconduct]')

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

5. Company Policy Reference: Reference to specific company policies, procedures, or employment terms that were violated

6. Previous Discussions: Reference to any verbal warnings or previous discussions about the issue

7. Required Corrective Actions: Clear outline of the specific improvements or changes expected from the employee

8. Consequences: Statement of potential consequences if the behavior continues or improvements are not made

9. Closing Statement: Formal closing including timeline for improvement and offer for support if needed

10. Signature Block: Space for signatures of the issuing authority and acknowledgment by the employee