The Cleaning Contract Termination Letter is a crucial document used in Malaysian business operations to formally end cleaning service agreements. It is designed in accordance with Malaysian contract law, particularly the Contracts Act 1950 and relevant service industry guidelines. This document should be used when a party wishes to terminate an existing cleaning service contract, whether due to service completion, change in service requirements, performance issues, or other valid reasons. The letter must include specific elements such as contract reference details, clear termination statements, notice periods as per the original agreement, and arrangements for final settlements. It serves as an official record of the termination and helps prevent potential disputes by clearly documenting the termination terms and final obligations of both parties.
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1. Letter Header and Date: Full business letterhead, current date, and reference number of original contract
2. Recipient Details: Full name and address of the cleaning service provider
3. Subject Line: Clear indication that this is a contract termination notice
4. Contract Reference: Details of the original cleaning contract including date and reference number
5. Termination Statement: Clear statement of intention to terminate the contract
6. Effective Date: Specific date when the termination will take effect, considering notice period requirements
7. Final Payment Details: Information about any final payments or outstanding amounts
8. Closure Details: Instructions for final service day and handling of any cleaning supplies or access cards
9. Signature Block: Space for authorized signatory details and signature
1. Reason for Termination: Include when there's a specific reason that needs to be documented, especially if related to service quality issues
2. Transition Plan: Include when there needs to be a handover to a new service provider
3. Property Damage Statement: Include if there are any unresolved property damage issues to be addressed
4. Service Quality Issues: Include when termination is due to documented service quality problems
5. Return of Materials: Include when the service provider has been given specific equipment or materials that need to be returned
1. Payment Settlement Schedule: Detailed breakdown of any final payments, including pending invoices and adjustments
2. Service Quality Reports: If termination is due to poor service, attach relevant inspection reports or complaints
3. Contract Breach Documentation: If applicable, documentation of contract breaches or failure to meet service levels
4. Original Contract: Copy of the original cleaning contract for reference
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