The Termination Letter For Poor Performance is a crucial document used in Malaysian employment contexts when an employer needs to formally end an employment relationship due to documented performance issues. It is issued after following due process, including performance improvement plans, formal warnings, and adequate opportunities for the employee to improve. The letter must comply with Malaysian employment law, particularly the Employment Act 1955 and Industrial Relations Act 1967, ensuring that the termination is carried out with just cause and proper documentation. This document serves multiple purposes: it officially communicates the termination decision, documents the performance-based reasons for termination, outlines the final settlement terms, and helps protect the employer against potential unfair dismissal claims.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication that this is a termination of employment notice
3. Employment Details: Statement of current position, department, and employment duration
4. Performance Issues: Specific documentation of performance deficiencies and previous warnings
5. Prior Remedial Actions: Summary of performance improvement plans, coaching, and opportunities given to improve
6. Termination Decision: Clear statement of employment termination and effective date
7. Final Payment Details: Information about final salary, benefits, and any statutory payments
8. Company Property Return: List of company items to be returned and process for return
9. Signature Block: Authorized signatory details and company stamp
1. Restrictive Covenants Reminder: Include when employee is bound by non-compete or confidentiality agreements
2. Handover Instructions: Include when employee handles critical responsibilities requiring formal handover
3. Reference Policy: Include when specifying company policy on providing future references
4. Exit Interview: Include when company policy requires an exit interview
5. Outstanding Loans/Advances: Include when employee has outstanding financial obligations to company
6. Medical Benefits Extension: Include when applicable per company policy or employment contract
1. Performance Review History: Chronological list of performance reviews and ratings
2. Warning Letters: Copies of all formal warnings issued
3. Performance Improvement Plan: Documentation of PIP and outcomes
4. Final Payment Calculation: Detailed breakdown of final payment including benefits and deductions
5. Company Property Checklist: Itemized list of company property to be returned
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Relevant Teams
Human Resources
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Senior Management
Operations
Employee Relations
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Relevant Roles
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HR Director
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Department Manager
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Employee Relations Manager
HR Business Partner
Managing Director
Chief Executive Officer
Operations Manager
Line Manager
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