The End Of Fixed Term Contract Letter is a crucial document used in Malaysian employment practice when a fixed-term employment contract reaches its natural conclusion. This document is essential for employers operating under Malaysian jurisdiction, particularly in compliance with the Employment Act 1955 and related employment regulations. It serves multiple purposes: formally documenting the end of the employment relationship, specifying final payment arrangements, outlining the handover process, and ensuring all legal obligations are met. The letter should be issued with sufficient notice before the contract's end date and typically includes details about final settlements, company property return, confidentiality obligations, and clearance procedures. It's particularly important in Malaysian context where proper documentation of employment termination is required for both legal compliance and employee records.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication that this is an End of Fixed Term Contract notification
3. Contract Reference: Reference to the original fixed-term contract including start and end dates
4. Confirmation of Contract End: Clear statement confirming the contract's natural expiration
5. Final Payment Details: Information about final salary, pro-rated benefits, and statutory payments
6. Company Property: List of company property to be returned and process for return
7. Final Clearance Process: Steps for completing exit procedures and obtaining clearance
8. Certificate of Service: Confirmation that a service certificate will be provided
9. Contact Information: Details of who to contact for queries or clarifications
10. Closing: Formal closing, signature block, and company stamp
1. Handover Requirements: Used when there are specific responsibilities or projects that need to be transferred
2. Future Employment Possibility: Include when there might be potential for future employment opportunities
3. Non-Compete Reminder: Include if the original contract contained non-compete or confidentiality clauses
4. Exit Interview: Include if company policy requires an exit interview
5. Reference Provision: Include if the company is willing to provide employment references
6. Outstanding Leave: Include if there is unused annual leave to be addressed
7. Performance Recognition: Optional section acknowledging employee's contribution, if appropriate
1. Final Payment Breakdown: Detailed calculation of final payment including salary, benefits, and statutory payments
2. Company Property Checklist: Itemized list of company property to be returned
3. Outstanding Matters Log: List of any pending tasks, projects, or responsibilities requiring handover
4. Exit Clearance Form: Form listing all departments that need to provide clearance before final settlement
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