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The Termination Warning Letter is a crucial document in Malaysian employment practice, typically issued when an employee's conduct or performance falls significantly below expected standards. It serves as a formal documentation step in the progressive disciplinary process, complying with Malaysian employment legislation, particularly the Employment Act 1955 and Industrial Relations Act 1967. This document is used when verbal warnings have proven ineffective or when the severity of the issue requires immediate formal documentation. It protects both employer and employee rights by clearly documenting the issues, providing specific improvement requirements, and establishing a fair timeline for correction. The letter should detail the unacceptable behavior or performance issues, reference any previous warnings, specify required improvements, and clearly state the consequences of non-compliance, including possible termination.

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

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

3. Subject Line: Clear indication that this is a warning letter

4. Incident Details: Specific description of the misconduct or performance issues, including dates and specific examples

5. Previous Communications: Reference to any previous verbal warnings or discussions about the issue

6. Company Policies: Reference to specific company policies, procedures or employment terms that have been violated

7. Required Improvements: Clear outline of the expected improvements or corrections required from the employee

8. Timeframe: Specific timeline for the employee to demonstrate improvement

9. Consequences: Clear statement of potential consequences if no improvement is shown, including possible termination

10. Support Available: Information about any support, training, or resources available to help the employee improve

11. Acknowledgment: Space for employee signature acknowledging receipt of the warning letter