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Upon completion of domestic inquiry, a report shall be prepared and submitted to the person who will decide on the punishment. The report shall include the following points:

• Name of Chairman of Inquiry Panel
• Date, Time, Place of Inquiry
• Name of Employee
• Charge(s) (Where an employee is charged with more than one charge, each charge should be dealt separately.)
• The facts Admitted
• Concise summary of the Management’s case
• Concise summary of the Employee’s case
• Points for determination in the inquiry
• Recommendations / findings

Each of the above point must be discussed separately.

If an employee has been confirmed to have conduct a severe misconduct, and the Company has decided to proceed with domestic inquiry before any disciplinary action is taken, the following letter could be served to the employee as a notice of domestic inquiry:

<Ref. No.>

<Date>

<Name>

<Designation>

<Department>

Dear <Name>

Re: Notice of Inquiry

We refer to your explanation dated <date> in reply to our letter dated <date>, it has been found that your explanation is not satisfactory. It is therefore proposed to hold an Inquiry into the allegation(s) made against you.

You are hereby requested to be present personally at <place> at <time> on <date> to attend this inquiry.

At this inquiry, you shall be given the full opportunity to conduct your defense by examining your witness(es) and cross-examining the Company’s witness(es). You may also bring along with you documentary evidence that will help you with your defense (if applicable).  

If you fail to present yourself at this inquiry at the place, time and date indicated above, the inquiry shall be proceeded with ex-parte (or in your absence).

Since the allegation(s) / charge(s) levied against you is / are of a serious nature, you are hereby suspended on half / full pay for a period of <number of> days pending the inquiry.

Please acknowledge receipt on the duplicate copy of this letter and return to me.

Yours faithfully

<Signatory>

***********************************************************

ACKNOWLEDGEMENT

I hereby understand and acknowledge receipt of the letter.

<Signatory>

<Name>

<IC No.>

<Date>

After serving an employee who has committed a misconduct with an explanation letter, and confirm his misconduct after investigation, which, the misconduct is not severe enough for termination / a chance is decided to be given to the employee for improvement, a warning letter could then be served to the employee. A sample of warning letter is as follow:

<Date>

<Name>

<Designation>

<Department>

Re: Warning Letter

We refer to your explanation dated <date> in respect of the allegation made against you.

After due consideration of your explanation and the investigation into the matter(s), the Management has concluded that your explanation is not acceptable.

The Management views your failure to follow the Company’s rules and regulations / code of conducts as (a) serious offence(s).

Therefore, the Management has decided to serve you with a Warning in order for you to improve. Should you fail to pay heed to this reminder, and if you repeat the same misconduct, the Management will take necessary actions, which may include final warning / termination of your service with the Company.

Please acknowledge receipt of this letter by signing and returning the attached duplicate copy to us.

Yours faithfully

<Signatory>

***********************************************************

ACKNOWLEDGEMENT

I hereby understand and acknowledge receipt of this letter.

<Signatory>

<Name>

<IC No.>

<Date>