A Grievance Letter to Employer is a crucial document in Malaysian workplace relations, governed by the Employment Act 1955 and Industrial Relations Act 1967. This formal communication is used when an employee needs to raise serious concerns about workplace issues such as unfair treatment, discrimination, harassment, safety violations, or breaches of employment terms. The letter should clearly state the nature of the grievance, provide supporting evidence, and request specific remedial action. It serves as the first step in the formal grievance procedure and creates an official record of the complaint. The document must be professionally written and should follow the organization's internal grievance procedures while complying with Malaysian employment law requirements. This type of letter is particularly important as it can later serve as evidence if the dispute escalates to labor court or requires intervention from the Malaysian Department of Industrial Relations.
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1. Sender Details: Full name, employee ID, position, department, and contact information of the employee filing the grievance
2. Recipient Details: Name, title, and department of the employer/manager to whom the grievance is addressed
3. Date: Current date of writing the grievance letter
4. Subject Line: Clear and specific subject indicating the nature of the grievance
5. Formal Salutation: Professional greeting to the recipient
6. Introduction: Brief statement identifying yourself and the purpose of the letter
7. Grievance Details: Detailed explanation of the issue, including relevant dates, incidents, and impact
8. Requested Resolution: Clear statement of the desired outcome or solution
9. Closing Statement: Professional closing expressing expectation for response and willingness to discuss
10. Formal Closing: Professional sign-off followed by your name and signature
1. Previous Communications: Reference to any prior attempts to resolve the issue, including dates and outcomes of previous discussions
2. Policy References: Citations of specific company policies, procedures, or laws that have been violated
3. Timeline of Events: Chronological listing of relevant events leading to the grievance
4. Witness Information: Names and contact details of witnesses to the incident(s), if applicable
5. Impact Statement: Detailed description of how the issue has affected work performance, health, or well-being
1. Supporting Documents: Copies of relevant emails, communications, or documentation related to the grievance
2. Evidence Appendix: Photos, recordings, or other physical evidence supporting the grievance claims
3. Medical Certificates: If the grievance relates to health issues, relevant medical documentation
4. Employment Records: Copies of relevant employment contracts, performance reviews, or other HR documentation
5. Communication Log: Chronological record of all relevant communications related to the issue
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