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The Disciplinary Dismissal Letter is a crucial document in Malaysian employment practice, used when terminating an employee's service due to misconduct, policy violations, or serious breaches of employment terms. It represents the final step in a disciplinary process and must be drafted in compliance with Malaysian employment legislation, including the Employment Act 1955 and Industrial Relations Act 1967. The letter should be issued after proper investigation and disciplinary proceedings have been conducted, and typically follows prior warnings unless the misconduct is severe enough to warrant immediate dismissal. This document serves multiple purposes: it formally communicates the termination decision, provides a record of the reasons for dismissal, outlines any final payments or obligations, and helps protect the employer in potential unfair dismissal claims. Its content and timing are critical, as Malaysian courts closely scrutinize dismissal procedures when hearing workplace disputes.

1. Letter Header and Date: Company letterhead, date, and reference number of the letter

2. Employee Details: Full name, employee ID, position, and department of the employee

3. Subject Line: Clear indication that this is a termination of employment letter

4. Misconduct Details: Specific description of the misconduct or breach that led to the dismissal

5. Previous Warnings Reference: Summary of previous warnings, investigations, or disciplinary actions taken

6. Termination Decision: Clear statement of the decision to terminate employment and effective date

7. Legal Basis: Reference to relevant company policies, employment contract clauses, or legal provisions justifying the dismissal

8. Final Payments: Information about final salary, outstanding benefits, and payment timing

9. Company Property: Instructions regarding return of company property and revocation of access

10. Signature Block: Authorized signatory details and company stamp