Employee discipline and separation checklist template
The employee discipline and separation checklist template is a free, printable list of 14 checks for HR staff and managers in Malaysia. It covers misconduct case files, domestic inquiry, termination and retrenchment records. For a scored self-check with a suggested next step, take the free separation compliance check online.
What is on the checklist?
14 items from the free online assessment. Tick each item and note what is missing.
| No. | Item | Done | Notes |
|---|---|---|---|
| 1 | Open a case file for every misconduct complaint on the day it is received. | ||
| 2 | Collect statements and documents before issuing a show cause letter. | ||
| 3 | Check the disciplinary policy before any suspension pending inquiry. | ||
| 4 | Appoint an independent inquiry panel and a presenting officer. | ||
| 5 | Serve written charges with enough notice for the employee to prepare. | ||
| 6 | Keep signed inquiry minutes and a reasoned panel finding. | ||
| 7 | Weigh the proven misconduct and past record before deciding the punishment. | ||
| 8 | Check contract notice terms before issuing a termination letter. | ||
| 9 | Settle final pay, leave balance and statutory deductions on time. | ||
| 10 | Submit the required LHDN notification for employees who leave. | ||
| 11 | Record the business reason and alternatives considered before any retrenchment. | ||
| 12 | Apply written selection criteria and keep the scoring on file. | ||
| 13 | Notify JTK and PERKESO of retrenchments within the required time. | ||
| 14 | Calculate termination benefits for each eligible employee and get them checked. |
How do you use this checklist?
Use this checklist for each case, from the first complaint to the final pay settlement. Print one copy per case, tick each of the 14 items as it is done and keep it in the case file.
- Misconduct cases: open the file, gather statements and check the disciplinary policy.
- Domestic inquiry: appoint the panel, serve charges and keep signed minutes.
- Termination: weigh the punishment, check notice terms and settle final pay.
- Retrenchment: record the business reason, apply selection criteria and calculate benefits.
For a scored result, take the free separation compliance check.
What should you do about the gaps?
Stop and fix any gap before the next step of a live case, because a missed step early in a case is hard to correct later.
- Missing records: complete the case file before the inquiry or decision.
- Process gaps: review your disciplinary policy against the Employment Act 1955 and your contracts.
- Notifications: check the current rules for notifying authorities with JTKSM, PERKESO and LHDN.
- Read how to conduct a domestic inquiry before your next case.
Which course goes deeper?
Employee Disciplinary Management & Domestic Inquiry goes deeper into charges, inquiry and findings. Employee Dismissal & Termination Management and Retrenchment & Workforce Reduction Management cover the separation steps. Together they form the Certified HR Separation Manager certification.
Where can you go next?
Courses, checks and reading on the same work.- CourseEmployee Disciplinary Management & Domestic Inquiry
- CourseEmployee Dismissal & Termination Management
- CourseRetrenchment & Workforce Reduction Management
- CertificationCertified HR Separation Manager (CHSP)
- Free online assessmentAre your discipline and termination steps fair and documented? Free separation check
- GuideHow to conduct a domestic inquiry
- Glossary termDomestic inquiry
- Glossary termRetrenchment
- Glossary termEmployment Act 1955
Which sources does this page use?
Updated 20 October 2026. General information from the Certifyd team, not legal, tax or safety advice for your workplace.