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The Letter of Counseling is a crucial human resource management tool used in Malaysian workplaces to formally document performance issues, behavioral concerns, or policy violations. This document is typically issued when verbal counseling has proven insufficient or when the nature of the issue requires immediate formal documentation. The letter must comply with Malaysian employment legislation, particularly the Employment Act 1955 and the Industrial Relations Act 1967, ensuring fair treatment and due process. A Letter of Counseling serves multiple purposes: it clearly communicates concerns to the employee, documents the organization's efforts to address issues, establishes performance expectations, and can serve as supporting documentation if further disciplinary action becomes necessary. The document should be specific, objective, and focused on improvement rather than punishment, while maintaining all necessary elements required under Malaysian employment law.

1. Letter Header: Company letterhead, date, and formal addressing of the employee including their name, position, and department

2. Purpose Statement: Clear statement of the purpose of the letter and reference to any previous verbal discussions or warnings

3. Specific Issues: Detailed description of the performance issues or behavior concerns, including specific incidents with dates and examples

4. Impact Statement: Explanation of how the identified issues affect the workplace, team, or company objectives

5. Expected Improvements: Clear outline of the specific improvements or changes expected from the employee

6. Support and Resources: Description of what support, training, or resources will be provided to help the employee improve

7. Timeline: Specific timeframe for expected improvements and review periods

8. Consequences: Clear statement of potential consequences if improvements are not made

9. Acknowledgment: Space for signatures of all parties involved and date of acknowledgment