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The Disciplinary Warning Letter is a crucial document in Malaysian employment practice, used when formal documentation of employee misconduct or performance issues is necessary. It serves multiple purposes: documenting the specific violation or performance issue, ensuring compliance with Malaysian employment law (particularly the Employment Act 1955), establishing a formal record for potential future actions, and providing clear communication about required improvements. The letter should be issued promptly after the incident or identification of the issue, following proper investigation and in accordance with company policies. This document is typically used as part of a progressive disciplinary process and may be referenced if further disciplinary actions become necessary, including potential termination. The format and content must comply with Malaysian legal requirements while maintaining fairness and clarity in communication.

1. Letter Header: Company letterhead, date, reference number, and marking as 'Private & Confidential'

2. Employee Information: Full name, employee ID, position, department, and length of service of the employee

3. Subject Line: Clear indication that this is a warning letter and the category of misconduct

4. Incident Details: Specific details of the misconduct including date, time, location, and nature of the violation

5. Policy Reference: Citation of specific company policies, procedures, or regulations that were violated

6. Impact Statement: Description of how the misconduct affects the company, colleagues, or work environment

7. Corrective Action Required: Clear statement of expected behavior and improvements required from the employee

8. Consequences: Statement of potential consequences if behavior continues or similar violations occur

9. Acknowledgment: Space for employee signature acknowledging receipt and understanding of the warning