The Explanation Letter To Employee is a crucial document in Malaysian employment practice that serves as a formal means of communication between employers and employees. It is typically used when there is a need to document important information, explain decisions, address performance issues, respond to inquiries, or communicate organizational changes. This document must comply with Malaysian employment legislation, including the Employment Act 1955, Industrial Relations Act 1967, and other relevant regulations. The letter should be clear, professional, and comprehensive, containing all necessary details while maintaining appropriate tone and formality. It often forms part of an employee's official record and may be referred to in future employment-related matters or legal proceedings. The content and structure of the Explanation Letter To Employee should be tailored to the specific situation while ensuring all legal requirements and professional standards are met.
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1. Letter Header: Company letterhead, date, reference number, and employee's details
2. Subject Line: Clear and specific subject indicating the purpose of the letter
3. Salutation: Professional greeting addressing the employee by name
4. Purpose Statement: Clear statement of why the letter is being issued
5. Context/Background: Relevant background information or events leading to this letter
6. Main Discussion Points: Detailed explanation of the situation, issues, or changes being communicated
7. Expected Actions/Outcomes: Clear statement of what is expected from the employee or what will happen next
8. Closing Statement: Professional closing including any deadlines or follow-up instructions
9. Signature Block: Sender's details including name, position, and contact information
1. Reference to Previous Communications: Include when the letter follows up on previous discussions or correspondence
2. Legal References: Include when specific laws, regulations, or company policies need to be cited
3. Performance Metrics: Include when discussing performance-related issues with specific data points
4. Timeline of Events: Include when a chronological sequence of events needs to be documented
5. Appeal Process: Include when the employee has the right to appeal or respond to the contents
6. Confidentiality Statement: Include when the matter requires confidential handling
7. Acknowledgment Section: Include when employee's signature is required to confirm receipt
1. Performance Data: Relevant performance metrics, KPIs, or evaluation results
2. Supporting Evidence: Documentation supporting the issues or concerns raised
3. Meeting Minutes: Records of relevant meetings or discussions
4. Company Policies: Copies of relevant company policies or procedures being referenced
5. Action Plan: Detailed improvement or corrective action plan if applicable
Relevant legal definitions
Clauses
Relevant Industries
Banking and Finance
Manufacturing
Technology
Retail
Healthcare
Education
Construction
Professional Services
Hospitality
Telecommunications
Energy
Transportation
Public Sector
Agriculture
Mining
Relevant Teams
Human Resources
Legal
Compliance
Senior Management
Operations
Administration
Corporate Communications
Employee Relations
Relevant Roles
Human Resources Manager
HR Director
Department Manager
Line Manager
Supervisor
Chief Human Resources Officer
HR Business Partner
Employee Relations Manager
Legal Counsel
Compliance Officer
Chief Executive Officer
Department Head
General Manager
Regional Manager
Operations Manager
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