Employee Complaint Form for Malaysia

Employee Complaint Form Template for Malaysia

This Employee Complaint Form is a formal document designed for use in Malaysian workplaces, complying with the Employment Act 1955 and related Malaysian employment legislation. The form provides a structured mechanism for employees to raise workplace grievances, concerns, or formal complaints about various issues including but not limited to workplace harassment, discrimination, safety concerns, or violations of company policy. It includes comprehensive sections for capturing essential information while ensuring confidentiality and proper documentation as required under Malaysian law.

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What is a Employee Complaint Form?

The Employee Complaint Form serves as an essential tool in Malaysian workplace dispute resolution, designed to facilitate the formal documentation and processing of employee grievances in compliance with the Employment Act 1955 and related Malaysian legislation. This document should be used whenever an employee needs to raise a formal complaint about workplace issues such as harassment, discrimination, safety concerns, or policy violations. The form captures crucial information including the nature of the complaint, involved parties, witness details, and desired resolution, while maintaining confidentiality standards required by the Personal Data Protection Act 2010. It forms part of the organization's formal grievance procedure and helps ensure fair, transparent, and consistent handling of workplace complaints.

What sections should be included in a Employee Complaint Form?

1. Employee Information: Basic details of the complainant including name, employee ID, department, position, and contact information

2. Complaint Details: Specific information about the complaint including date, time, location, and nature of the incident

3. Parties Involved: Information about all individuals involved in the incident, including witnesses

4. Previous Actions Taken: Description of any steps already taken to resolve the issue, including dates and outcomes

5. Desired Resolution: Statement of what outcome the employee is seeking through this complaint

6. Declaration: Employee's declaration that all information provided is true and accurate

7. Privacy Notice: Statement about how the information will be used and protected under PDPA 2010

What sections are optional to include in a Employee Complaint Form?

1. Union Representative Details: To be included if the employee wishes to have union representation in the complaint process

2. Health and Safety Concerns: Additional section for complaints specifically related to workplace safety issues

3. Discrimination Details: Specific section for complaints related to discrimination, requiring additional details about the nature of discrimination

4. Harassment Specifics: Detailed section for complaints involving workplace harassment or bullying

5. Supporting Documentation Checklist: List of documents that can be attached to support the complaint

What schedules should be included in a Employee Complaint Form?

1. Appendix A - Evidence List: Structured list of all supporting documents, photographs, or other evidence submitted with the complaint

2. Appendix B - Witness Statement Form: Template for collecting detailed statements from witnesses

3. Appendix C - Previous Correspondence: Copies of any relevant previous communications regarding the complaint

4. Appendix D - Company Policies: Reference to relevant company policies that relate to the complaint

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Cost

Free to use

Relevant legal definitions

Clauses

Personal Information
Confidentiality
Data Protection
Complaint Details
Witness Information
Evidence Submission
Non-Retaliation
Investigation Process
Resolution Process
Timeline Acknowledgment
Privacy Protection
Documentation Requirements
Rights and Responsibilities
Declaration of Truth
Consent for Processing
Appeal Process
Record Keeping
Signature and Verification

Relevant Industries

Manufacturing

Technology

Financial Services

Healthcare

Education

Retail

Construction

Hospitality

Transportation

Professional Services

Public Sector

Agriculture

Mining

Telecommunications

Energy

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Health and Safety

Operations

Senior Management

Industrial Relations

Ethics

Corporate Governance

Relevant Roles

Human Resources Manager

HR Business Partner

Employee Relations Manager

Compliance Officer

Legal Counsel

Department Manager

Line Supervisor

Union Representative

Chief Human Resources Officer

Health and Safety Officer

Employee Relations Specialist

Diversity and Inclusion Manager

Operations Manager

General Manager

Chief Executive Officer

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What is a Employee Complaint Form?

What sections should be included in a Employee Complaint Form?

What sections are optional to include in a Employee Complaint Form?

What schedules should be included in a Employee Complaint Form?

Authors

Alex Denne

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Document Type

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