sample letter of employment malaysia

Letter Templates & Example

Employment Letter Sample Malaysia: A Comprehensive Guide

If you’re a job seeker in Malaysia, you’ve probably come across the term “employment letter” at some point. A job offer letter, also known as an employment letter, is a formal document that outlines the terms and conditions of an offer of employment. It’s an important document that both the employer and employee should have a copy of.

An employment letter serves as a written contract between you and your employer. It outlines everything from your job title and responsibilities to your salary and benefits package. It’s crucial to make sure you review and understand all the terms before signing it.

But where do you begin when it comes to drafting an employment letter? Fortunately, there are plenty of employment letter sample Malaysia available online that you can use as a reference point. These samples can also be edited and tweaked to better suit your specific needs.

So, whether you’re an employer looking to draft a job offer letter or a job seeker seeking to understand the contents of an employment letter, take a peek at some of the samples available and adapt them as necessary.

The Best Structure for an Employment Letter Sample in Malaysia

Looking to apply for a job in Malaysia and need to write an employment letter as a part of the application process? Not sure about the best structure to follow? Look no further!

An employment letter, also known as a job offer letter, is a formal document that outlines the terms and conditions of a job offer. It is an essential document that potential employees should pay attention to while applying for a job. To help you create the perfect employment letter sample in Malaysia, here are some important sections to include and their respective structures.

The Introduction: Start your employment letter sample by introducing your company or organization and your purpose for writing the letter. Be sure to include the name and address of your company as well as the date the letter is being written.

The Salutation: Address the recipient of the employment letter sample. If you have a name, use it. If not, use a general greeting such as “To whom it may concern” or “Dear Sir/Madam.”

The Job Offer: This section contains detailed information about the job offer, such as the job title, employment type (e.g. full-time, part-time), start date, and the location of the job. Mention the salary and be clear about any benefits that come with the position.

The Job Description: Here, provide a detailed description of what the position entails, including the roles and responsibilities that the employee will be required to carry out.

The Terms and Conditions: This section outlines the terms and conditions of the job offer, including employment rights, working hours, leave entitlements, and termination notices.

Conclusion: Thank the reader for their interest in the company and express your enthusiasm to welcome the candidate to the company. Provide an invitation for the candidate to sign and return the letter to indicate their acceptance.

In conclusion, the best structure to follow for an employment letter sample in Malaysia includes an introduction, salutation, job offer, job description, terms and conditions, and a conclusion. By following this structure, you can create a clear and professional job offer letter that will leave a positive impression on potential employees. Good luck with your job search!

Employment Letter Samples for Malaysia

Employment letter for promotion.

Dear [Recipient’s Name],

It is my pleasure to recommend [Employee’s Name] for a promotion within the company. [He/She] has been an invaluable member of our team for [number] years and has consistently demonstrated [his/her] dedication, reliability, and exceptional work ethic.

[Employee’s Name] has consistently exceeded expectations and has taken on additional responsibilities, demonstrating [his/her] ability to thrive in a higher-level role. With [his/her] experience, knowledge, and leadership skills, [he/she] will be an asset to any team and I highly recommend [him/her] for this promotion.

Thank you for considering [Employee’s Name] for this promotion and feel free to contact me if you have any further questions.

[Your Name]

Employment Letter for Scholarship

I am writing this letter to recommend [Student’s Name] for a scholarship to continue [his/her] studies. [He/She] has demonstrated [his/her] exceptional academic performance and intellectual curiosity in [major] program.

[Student’s Name] has consistently shown dedication and hard work in [his/her] studies and has also been an active participant in extracurricular activities and community service. With [his/her] passion and commitment to [major], [he/she] is an excellent candidate for this scholarship and will undoubtedly make significant contributions to [his/her] field of study.

I have no doubt that [Student’s Name] will excel in [his/her] future academic pursuits and contribute significantly to society. Thank you for considering [him/her] for this scholarship.

Employment Letter of Recommendation for Immigration

I am writing this letter to recommend [Employee’s Name] for immigration purposes. [He/She] has worked with our company for [number] years and has consistently demonstrated exceptional work ethic, commitment to excellence, and dedication.

As [his/her] supervisor, I can attest that [he/she] is skilled in [skills], works effectively independently or as part of a team, and consistently exceeds performance expectations. [Employee’s Name] is also a person of strong character, with a positive attitude and willingness to help others.

It is my pleasure to recommend [Employee’s Name] for immigration purposes and I wish [him/her] the best of luck in [his/her] future endeavors. Please let me know if there is any further information I can provide to support [his/her] application.

Employment Letter for Transfer

I am writing to recommend [Employee’s Name] for a transfer to [location]. [Employee’s Name] has been an outstanding member of our team for [number] years and has worked diligently and effectively to support our company’s goals and objectives.

[Employee’s Name] has demonstrated a high level of expertise in [skills] and has a deep understanding of [company’s field]. [He/She] has also consistently been a resourceful and collaborative member of our team and has earned respect and admiration from [his/her] colleagues and superiors.

I am confident that [Employee’s Name] will continue to excel and make valuable contributions in [his/her] new role. Please feel free to contact me if you have any further questions or require any additional information.

Employment Letter for Contract Renewal

I am writing to recommend [Employee’s Name] for the renewal of [his/her] contract with our company. [Employee’s Name] has been an integral part of our team for [number] years and has consistently demonstrated exceptional work ethic, commitment, and high-quality performance.

[Employee’s Name] has executed [his/her] tasks and responsibilities professionally, and effectively in [his/her] role, and has also demonstrated a willingness to take on additional duties as needed. We appreciate [his/her] positive attitude, strong interpersonal skills, and ability to work productively in a team environment.

We strongly recommend the renewal of [Employee’s Name’s] contract for [number] years and believe that [he/she] will continue to make valuable contributions to our company. Please let us know if you have any further questions or require any additional information.

Employment Letter for Retirement

I am writing to recommend [Employee’s Name] for retirement after [number] years of dedicated service to our company. [Employee’s Name] has been an integral part of our team and has consistently demonstrated strong work ethic, professionalism, and a commitment to excellence.

[Employee’s Name] has been an instrumental contributor to the success of our organization, and we are grateful for [his/her] dedication and hard work. [He/She] has earned the respect and admiration of [his/her] colleagues and superiors and has left a lasting impression that will be missed.

We wish [Employee’s Name] the best in [his/her] retirement years and appreciate all the contributions [he/she] made to our company. Thank you for considering this recommendation.

Employment Letter for Terminated Employee

I am writing to provide a reference for [Employee’s Name], who was terminated from our organization. While [his/her] tenure with us ended involuntarily, [he/she] was an asset to our team and demonstrated a high level of expertise in [skills/role].

Throughout [his/her] time with us, [Employee’s Name] exhibited strong work ethic, excellent communication skills, and always showed a willingness to learn and improve [his/her] performance. Unfortunately, due to [reasons for termination], it was no longer feasible to continue [his/her] employment with us.

We believe that [Employee’s Name] has strong potential and would recommend [him/her] for other positions that would benefit from [his/her] expertise and skills. Please feel free to contact me for further information or clarification on any matter.

Related Tips for Employment Letter Sample in Malaysia

For those seeking employment in Malaysia, it is crucial to have a basic understanding of what is expected in an employment letter. Here are a few tips to guide you:

• Begin with a clear and concise introduction that includes your contact details and the purpose of the letter.
• Include a personal statement that outlines your qualifications, skills, and previous experience. This is your chance to sell yourself and persuade the employer that you are the right candidate for the job.
• Be specific and showcase your achievements, accomplishments, and expertise in your field of work. Employers want to know what you can bring to their organization that sets you apart from other candidates.
• Emphasize your willingness and ability to learn and adapt to new challenges. Employers value employees who are flexible and can be trained and developed to grow within the company.
• Mention any relevant licenses, accreditations, or certifications that you have acquired in your profession. This can increase your chances of being considered for the job.
• Include your expected salary or salary range. This helps the employer determine if your expectations align with their budget and also shows that you have thought about your financial goals and needs.
• Closing the letter with a polite and professional tone is crucial. Thank the employer for considering your application and express your enthusiasm for the opportunity to work with them.

Overall, an employment letter sample in Malaysia may vary depending on the job description and employer requirements. However, following these tips can help you draft a compelling letter that showcases your abilities, qualifications, and career aspirations.

Employment Letter Sample Malaysia What is an employment letter?

An employment letter, also known as an offer letter, is a document that outlines the terms and conditions of a job offer made by an employer to a prospective employee.

What is included in an employment letter?

An employment letter typically includes details such as the job title, start date, salary, benefits, and any conditions of employment such as probationary periods.

Is an employment letter legally binding?

Yes, an employment letter is a legally binding document that sets out the terms of a job offer and both the employer and employee are bound by its terms.

Do all employers in Malaysia provide employment letters?

It is not a legal requirement for employers in Malaysia to provide employment letters but it is a common practice and recommended to ensure clarity and agreement between employer and employee.

Can an employment letter be modified?

An employment letter can be modified if both parties agree to the changes being made and if the changes do not violate any employment laws in Malaysia.

What should I do if I don’t receive an employment letter?

If you do not receive an employment letter from your employer, it is recommended that you request one. This will ensure clarity and agreement between both parties and provide legal protection for both parties in the future.

Can an employment letter be used as proof of employment?

Yes, an employment letter can be used as proof of employment and is often required when applying for loans, visas, or other documentation that requires proof of employment.

Thank You for Stopping By!

We hope this short guide on employment letter sample in Malaysia was helpful for you. Remember, an employment letter can be a make or break when it comes to getting the job you want. There are many resources out there to guide you along the way, but we’re glad you chose to read our article. Check back soon for more useful tips and resources here at our site!

Employment Contract Sample Malaysia: A Comprehensive Guide to Understanding and Drafting Employment Confirmation Letter Sample Malaysia: Guidelines and Template Employment Verification Letter Sample Malaysia: A Comprehensive Guide Sample Employment Confirmation Letter After Probation in Malaysia - Templates and Tips 10 Key Elements to Include in Your Employment Contract Sample Nigeria 5 Letter of Employment with Salary Sample Templates You Need

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Employment Confirmation Letter Template [Free Download]

As an employer or HR professional, you’ve probably heard of an employment confirmation letter before. But what is it exactly and what is it used for? We’re here to give you the lowdown on everything you need to know.

And if you’re a small business owner that’s completely new to the concept, fret not. We’ve created a few confirmation letter templates that you can use for free — all you have to do is tweak some details according to your needs and it’ll be good to go!

In this employment letter template bundle we cover;

Employment confirmation letter before onboarding

Employment confirmation letter after probation, employment verification letter.

Download the template bundle now. 

What is an employment confirmation letter?

An employment confirmation letter, also known as an employment verification letter, is a document provided by an employer to confirm an individual’s employment status and details. It serves as an official record to verify that an individual is or has been employed by a particular company or organisation.

The letter typically includes essential information such as:

• Employee details: The employee’s full name, job title, and sometimes their employee identification number.
• Employment dates: It specifies the duration of the individual’s employment, including the start and end dates if applicable.
• Job description: It briefly outlines the primary responsibilities and duties associated with the employee’s role.
• Employment status: The letter indicates whether the individual is a full-time, part-time, casual or temporary employee.
• Salary information: In some cases, the letter may include details about the employee’s salary, hourly rate, or wage.
• Verification contact: It provides the contact information of a designated person within the company whom the recipient can contact for further verification if required.

What are employment confirmation letters used for?

Employment confirmation letters are primarily used to confirm an applicant’s job offer before giving them their employment contract, or after an employee has successfully completed their probationary period.

It is also commonly requested by various entities, such as financial institutions, landlords, government agencies, or other potential employers. These letters help validate an individual’s employment history, income, and other relevant details for purposes like securing a loan, renting a property, applying for a visa, or completing background checks.

Employment confirmation letters are sometimes issued to individuals before their official onboarding process begins. It serves as a preliminary confirmation of employment to provide reassurance to the new hire and solidify the terms of their job offer.

By issuing an employment confirmation letter before onboarding, you establish clear communication with the future employee, confirm their acceptance of the job offer, and set the stage for their smooth transition into the new role within the organisation.

After the probationary period of an employee has been successfully completed, an employment confirmation letter can be issued to formally confirm their continued employment with the company. This letter serves as a verification of the employee’s satisfactory performance and their transition from a probationary status to a confirmed or permanent employee.

By issuing an employment confirmation letter after probation, you acknowledge the employee’s satisfactory performance, affirm their permanent status within the company, and provide them with a sense of stability and reassurance in their employment. The letter also serves as a positive reinforcement of the employee’s achievements, and encourages their continued growth and commitment to the organisation.

Employment verification letters play a vital role in validating an individual’s employment history, and serve as an official record of their work experience. This letter is often requested by external parties who require confirmation of an individual’s employment status and related details.

Financial institutions, such as banks or mortgage lenders, often request an employment verification letter to assess an individual’s income and stability for loan or credit applications. By providing this letter, you help to verify the applicant’s current or previous employment, their position within the company, and sometimes their income details. This assists financial institutions in making informed decisions regarding the individual’s financial circumstances.

Landlords or property management companies may also request an employment verification letter as part of the rental application process. The letter helps establish the tenant’s ability to pay rent and fulfil their financial obligations. It provides information about the individual’s employment status, income, and often includes the duration of their employment, which can assist the landlord in assessing the tenant’s reliability and ability to meet rental obligations.

Government agencies may also require an employment verification letter to process various applications or benefits. For example, when applying for a visa, individuals may be asked to provide this letter as evidence of their employment and financial stability in their home country. Similarly, when applying for government assistance or benefits, the employment verification letter assists in determining the individual’s eligibility and level of support they may receive.

During a job application process, potential employers may also request an employment verification letter from previous employers to validate the candidate’s employment history, job responsibilities, and performance. This letter helps employers verify the accuracy of the information provided by the candidate, and make more informed decisions during the hiring process.

How to write an employment confirmation letter

Writing an employment confirmation letter requires careful consideration to ensure accuracy, professionalism, and compliance with legal requirements. The letter serves as an official document confirming an individual’s employment status. Here are some key points to keep in mind when drafting an employment confirmation letter:

Essential elements to include

The employment confirmation letter should include essential information such as the employee’s full name, job title, employment start date, and, if applicable, end date. It is important to mention the employee’s work schedule (full-time, part-time, etc) and any relevant terms and conditions of employment, including compensation details and benefits, if needed.

It’s also crucial to have your company’s logo, details, and contact information stated on the letterhead, should anyone need to contact you or the HR department for additional information.

Tone and language

The tone of the letter should be professional, clear, and concise. Use formal language and maintain a positive and respectful tone throughout the letter. Avoid any ambiguous or misleading statements that may cause confusion. Keep things straightforward, succinct and factual.

Tailor it to different employment scenarios

As mentioned above, there are different scenarios in which an employment confirmation letter is used — customise the letter to suit the context accordingly. For example, if the letter is being issued to confirm a promotion or change in job title, include specific details about the new role and responsibilities.

If the employee is transitioning from being on probation to a full-time permanent position, express your congratulations and mention their successful completion of the probationary period. You’ll also need to inform them of their salary change if applicable.

Ensure legal compliance and accuracy

It is crucial to ensure that the employment confirmation letter complies with legal requirements (especially with the Employment Act ) and accurately reflects the terms and conditions of employment.

Get an employment lawyer to review it if needed, and ensure that all the information provided including dates, job titles, and compensation details, are accurate.

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We have seen far too many businesses and entrepreneurs making the same mistake over and over again – by not having a properly drafted legal document which comes back to haunt them much later on, and cost them money and stress.

We want you to avoid that by taking a small step here. Empower yourself with legal knowledge and self-serve your legal basic needs. Download and use our templates, spend your legal fees on the things that really matter.

Even the size of the shirt or shoes that you are wearing, the problem that you are facing, is not the same for everyone.

Our legal templates are provided for general guidance purposes, so that at least you have a rough idea of what should be included in such documents.

However, no two agreements are exactly the same, just like even twins have different personalities. You need to customize and draft according to your specific needs and circumstances.

Can’t find an agreement that you want? That must be because it is a complex document, which you must engage a lawyer. Templates won’t help!

We strongly believe that a good lawyer is someone who can offer incredible value and solution to a problem that his clients are struggling with.

Our legal templates are self-help tools – you don’t pay a lawyer to churn out a standard letter. You pay a lawyer to spend time understanding your case, providing smart advice and offering strategic solutions. That’s what we call “value”.

So while you can use these templates for free, if you need help, you are highly recommended to engage a lawyer to help you to customize, draft, negotiate and finalise the agreement.

Director Loan Agreement

This is a document specifically designed for a director making a loan to the company that he or she is a director of.

Loan Agreement

A loan agreement is a written agreement between a lender and a borrower.

Shareholder Loan Agreement

This is a document specifically designed for a shareholder making a loan to the company that he or she is a shareholder of.

Inter-Company Loan Agreement

These are loans made from one business unit of a company to another, usually to shift cash to a business unit that is experiencing a cash shortfall.

Debts Recovery

Notice of overdue payment.

This is a document to point out to the client about his/her overdue invoice.

Payment Reminder Letter

This is a document written to a client reminding them to pay for their outstanding invoice.

Settlement Offer on the Disputed Amount

This document sets out the settlement offer by a debtor to creditor with the intention to put an end to a debt dispute.

Letter Accepting Payment in Instalments

This document is used to formalise the agreement for repayment if a business receives an offer by a debtor to pay off their debt in regular fixed amounts.

Contract Amendment Letter

This document can be used to record any amendments, revisions, additions and deletions to the terms and conditions of an active fully executed contract.

Termination Letter (One-Way)

This is a formal letter informing one party to a contract the intention and action to cancel or terminate their agreement or an ongoing business relationship.

Termination Letter (Mutual)

When two or more contracting parties would like to terminate a contract, it can be done via a Mutual Termination Agreement, as long as there is a mutual consent.

Letter of Intent or Term Sheet - General

This document sets out the main terms of an investment/collaboration, & to kick start negotiation processes. A term sheet may or may not be signed by the parties involved, but a Letter of Intent is usually signed by the parties involved.

Letter of Undertaking (General)

This letter is issued to provide a binding promise, guarantee or assurance to another party to fulfil an obligation.

Letter of Undertaking (Non-Disclosure)

This letter is a binding undertaking to treat specific information obtained pursuant to an arrangement or agreement as confidential and not disclose the confidential information to others without proper authorisation or consent.

Letter of Undertaking (Refund of Money)

This letter is an undertaking by a person to refund monies paid to him pursuant to an arrangement or agreement in the event such arrangement or agreement fallout.

Memorandum of Understanding (MOU)

Sometimes known as a “gentlemen’s agreement”, an MOU sets out an agreement between two or more parties pursuant to a negotiation.

Non-Disclosure Agreement (One-Way)

This document is used when a party needs to disclose certain confidential information to another party.

Non-Disclosure Agreement (Mutual)

This document is used when both parties need to disclose and exchange certain confidential information with each other.

International Trade & Sale of Goods

Non-circumvention and non-disclosure agreement (ncnda).

This document is intended to protect the rights of occasional intermediaries in international trade against the risk of being “circumvented” by the other party (i.e. its client) and, consequently, not being paid the commission for its services.

Irrevocable Corporate Purchase Order (ICPO)

This is a document drawn up by buyer, and contains the quantities and type of commodity required, and other conditions that the buyer would like the sale to proceed under. Once submitted to the seller, this is deemed to be binding and the buyer is obliged to complete the sale.

Full Corporate Offer (FCO)

This offer is usually issued by the seller after the preliminary stages of negotiation are complete, such as a letter of intent having been issued by the buyer. A full corporate offer is a document which outlines the conditions of the sale.

Employment Contract

This is a contract between an employer and an employee which sets out all the duties, responsibilities, benefits and rights between the parties.

Fixed Term Employment Contract

This is an agreement where the employer hires an employee on a fixed term basis. Upon the expiry of its fixed term, the contract shall terminate automatically. Any continued employment will depend on whether there is further arrangement made, i.e. extension, renewal or new contract.

Internship Contract

This document lays down the nature of the internship or placement.

Freelancer Contract

Sometimes known as independent contractor agreement or consulting agreement, it is a contract made between an independent worker and his customers.

Warning Letter

A warning letter to an employee is a formal HR process to record misconduct, a disciplinary issue or poor performance and discuss it with the employee. The letter also helps in setting expectations for future behavior and may be a precursor to termination.

Resignation Letter by Employee

A resignation letter is an official document that an employee submits to an employer. It serves as a formal notice of intent to resign, often following verbal notice. The letter of resignation acts as a legal record, and provides all the details necessary to formalise your resignation with HR.

Acceptance of Resignation

A resignation acceptance letter is a formal way to acknowledge that you accept your employee’s request to resign.

Notice of Termination of Employment by Employer

A notice of termination by employer is a formal declaration from an employer informing the employee of the decision to terminate his or her contract.

Show Cause Letter

A show cause letter is provided by an employer to an employee in the course of a disciplinary process. It asks the employee to provide an explanation (or ‘show cause’) why he should not face disciplinary action issue.

Extension of Probation Period

This letter is issued to extend a probationer’s probation period due to his performance not meeting the employer’s standard and expectation yet.

Confirmation of Employment

This letter is issued to confirm a probationer’s employment with the employer.

Non-Confirmation of Employment

This letter is issued to not confirm a probationer’s employment with the employer due to consistent non-performance and not meeting the employer’s standard and expectation despite ample opportunities given to the probationer.

Mutual Separation Agreement

This agreement is to record a mutual separation of employment due to certain issues where both parties have resolved them via this agreement.

Stay tuned! More exciting and useful FREE contents like these are on their way.

Disclaimer : Whilst every care is taken to ensure the accuracy and integrity of the information provided (save for any content that is created or produced by, or derived from a third party), the information and content on this website are provided on an “as is” basis and to the fullest extent permitted by law is without warranty of any kind whatsoever, whether express or implied. In addition, Lee & Poh Partnership is not responsible for the contents of websites that are maintained by third parties and therefore shall not be liable or responsible for any links from this website to other websites.

The publication on this website is provided for information and general reference only. It does not constitute a formal legal advice, nor does it create a solicitor-client relationship between Lee & Poh Partnership and you. Please consult a professional lawyer for your specific situation.

A boutique corporate & commercial law firm in Kuala Lumpur.

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8 Essential SME HR Letter Templates

HR templates are the last thing on your mind when you start a company and play every role from director to janitor.

Even as you build a small team, you may prefer to write documents ad hoc, since each role can involve different expectations, and some people are just better at negotiating salaries!

However, if you intend to truly grow and scale, you will have to relegate the task of people management to a dedicated HR personnel or team.  The tradeoff is that you lose visibiity over daily internal communications.

With proper resources, losing visibility doesn’t mean losing control. 

That’s where HR letter templates become essential.

On that note, here are eight key HR letter templates to enforce consistent communications across your company regardless of who’s doing the writing. 

1. Appointment Letter 

A letter of appointment is an official communication indicating an individual’s selection for a specific position within the company. It provides key information about the role, including responsibilities and expectations. 

Key inclusions: 

• Company Information: the name, address, logo, and contact details of your company
• Employee’s Information: the employee’s full name, position, and department
• Employment Status: clearly state if the employee is full-time, part-time, or contract, with room for details on employment period if relevant
• Compensation Details: salary or hourly wage details, as well as any bonus or commission structure
• Work Schedule:  working hours, breaks, and days of operations
• Statement of NonDisclosure: a brief section highlighting the need for confidentiality
• Signature Block: space for signature and date of the HR personnel and new employee acknowleging terms outlined

2. Confirmation Letter 

A confirmation letter is issued to an employee after they have successfully completed their probation period . This letter formally confirms their continued employment in your organisation and permission to adorn their desk with various holiday trinkets, post-it notes, and cat pictures.

• Employee Information: the employee’s full name, job title, and department
• Confirmation Statement: confirm the exact event or status such as job confirmation
• Details of the Confirmation: commencement date and working conditions
• Previously Signed Documents: prior agreements, contracts, or forms signed by the employee
• Closing Statement: a courteous closing inviting the recipient to ask questions or express concerns

3. Promotion Letter 

Your long-term staff and star performers will not likely stay in the same position for long – they’ll get promoted after completing their probationary period. A promotion letter confirms this movement to a higher position in the company and covers relevant details about the new role.

• Details of Promotion: new job title, new department, and new duties and responsibilities
• Existing & New Salary Details:  the employee’s pre and post-promotion salary
• Effective Date: commencement date of the new role and responsibilities
• Additional Benefits: any additional benefits accompanying the promotion

4. Welfare Benefits Letter 

This letter is issued when there is a revision of any benefits. Common ones include details about insurance and retirement, while some companies even offer sponsored education and profit sharing schemes as part of a work package. 

• Employee Name and Address: Makes sure the letter is personalized and goes to the correct individual.
• Overview of Benefits: an explanation of benefits, each as a bullet point with detailed descriptions
• How to Access Benefits: steps on how to apply for or make use of said benefits
• Contact Information:   contact information or pointers to where employees can get clarification

5. Redesignation Letter 

For various reasons, employees sometimes make lateral movements within an organisation – also known as a redesignation. This can come from a desire for personal growth, a need for manpower, or just for the heck of it! 

A redesignation letter is used when an employee’s role changes within the organisation. Unlike a promotion, a redesignation might not involve an increase in rank or pay, but rather a shift in responsibilities or functions. 

Key Inclusions: 

• New Job Title and Department: new job title and department to which employee is moved
• New Job Responsibilities: detailed descriptions of new responsibilities and expectations
• Effective Date: clearly state when the redesignation takes effect
• Reporting Structure: Describe the reporting structure, i.e., who the employee will report to and who will report to the employee in the new position
• Revised Salary (if applicable): If applicable, mention the revised salary and other compensation details associated with the new position

6. Warning Letter 

In cases of misconduct or underperformance , a warning letter ensures the employee understands they must take remedial steps to meet expectations if they wish to remain with the company. It is both compassionate and stern, giving staff ample opportunity to change while leaving no doubt about consequences of non-improvement.

• Details of the Misconduct: parties and locations involved, KPIs unmet, and any consequences
• Previous Warnings (if applicable): reference any prior warnings received
• Expected Improvement & Deadline: chart out expected improvements and a reasonable deadline
• Consequence of Non-Improvement: the effects of non-improvement must be explicitly stated

Note: Avoid a vindictive or accusatory tone, as the purpose is to encourage change, not punish .

7. Performance Improvement Plan (PIP) Letter 

When employees chronically underperform, you can’t just strap them to a catapult and launch them into a brick wall. After all, where would you even find a catapult nowadays?

So long as they are willing to put in the effort, underperformers should be put on a Performance Improvement Plan (PIP), where they are given a clear roadmap of areas needig improvement with specific, achievable goals, all encapsulated in a neat PIP letter from HR!

• Clear Explanation of Performance Issues: the issues regarding the employee’s performance in a neutral and factual tone
• Expectations and Goals: performance expectations and the specific goals to achieve
• Improvement Strategies: practical methods to improve performance
• Timelines: the duration within which improvements should be noticeable
• Consequences: potential consequences if performance does not improve

8. Termination Letter 

The termination letter, sometimes known as the ‘pink slip’ or the ‘oh my God I can’t believe this is happening’ letter, is a vital document that must be tactfully written to maintain your organisation’s professional integrity while ensuring the employee understands the basis for their termination. 

• Statement of Termination: clearly state the employee is being terminated, leaving room to specify position and effective date of termination
• Reason for Termination: leave room to explain the reasons for the termination
• Details on Last Paycheck:  specify when and how they will receive their final paycheck
• Return of Company Property: l eave room to list company property the employee must return.
• Benefits:  Provide information on health insurance, retirement plans, and other benefits
• Closing Statement: polite closing remark and how they can contact HR for further questions

Key inclusions in all HR letter templates

• Header: key company information, logo, and details
• Date: pretty self-explanatory, we think
• Employee’s Details: full name, department, and current position of the employee
• Signature: for both for employer and the employee

Can I prepare my own HR templates? 

We get it – SMEs want to operate as lean as possible, and so to answer the question simply: yes.  

However , we need to point out the larger picture of understanding and awareness of HR processes.

Why opt for professionally prepared HR templates?

The four quadrants below describe where people and organisations lie on the spectrum of awareness and understanding of all knowledge.

Anyone who has lived long enough will understand that not all unknowns are equal – there are areas we are unaware we know nothing about – aka unknown unknowns.

Preparing HR templates requires a firm understanding of HR processes, Malaysian labour law, industry best practices, and above all, the ability to articulate these clearly. 

If you are confident you have this understanding or how to obtain it (quadrants 1, 2, and 3), all is well.

However, if you are concerned about gaps you simply have no way of identifying (quadrant 4), a HR professional ensures nothing gets overlooked.

Let MISHU prepare your HR letter templates

In addition to labour law compliance, HR letters benefit from writing that removes ambiguity and aligns all stakeholders. For that reason, we strongly urge company decision makers to engage a professional HR consultant who can work with you to tailor HR letter templates specific to your company needs.

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Employment Termination Letter

This Employment Termination Letter helps you when faced with the difficult task of terminating someone. It provides important elements that help you avoid misunderstandings and disputes.

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Learn more about Employment Termination Letter in Malaysia

An employment termination letter in Malaysia is important as it serves as a formal document that outlines the reasons for termination, the notice or payment in lieu of notice, and any other legal requirements. Easily download our termination letter to ensure that your company provides a clear and consistent record of termination, which can help avoid disputes and ensure compliance with the law. With this letter written by our lawyers who follow the local jurisdiction, the employer will be protected in case of legal action taken by the employee or in case of accusations of discrimination and any other legal problem such as labor laws .

📄  Related documents

Table of contents, what are the legal requirements for an employment termination letter, how to terminate an employee's contract in malaysia, what are the causes for termination of employment, what are the rights of an employee who has been terminated, what are the consequences for terminating without following proper procedures, how does malaysia's labor law address termination, what are the procedures for appealing a termination of employment, how to avoid disputes over termination of employment in malaysia.

In Malaysia, there are several legal requirements that an employer must follow when drafting an employment termination letter. Firstly, the employer must have just and fair reasons for terminating the employee, such as misconduct or poor performance, and this must be clearly mentioned in the termination letter. To keep the employee informed of the situation, the employer may issue an employee warning letter . Secondly, the employer must provide the employee with notice of termination or payment in lieu of notice, according to the terms of the employment contract or the provisions of the Employment Act 1955 . This must also be stated in the termination letter. Thirdly, if the termination is due to retrenchment, the employer must comply with the guidelines set out in the Industrial Relations Act 1967 , which includes giving notice to the relevant authorities and the employee’s union, as well as providing severance pay and this should be mentioned in the termination letter. Fourthly, the employer must not discriminate against the employee on certain grounds such as pregnancy, trade union membership, race, religion and disability and must mention it in the termination letter. Finally, the employer should also provide the employee with any supporting documents that were used as evidence to terminate their contract.

ℹ️ In order to ensure that the employee does not share confidential information after the end of the employment contract, the employer can require the employee to sign a confidentiality agreement .

In Malaysia, there are several steps that an employer must follow when terminating an employee’s contract.

1. The employer must have just and fair reasons for terminating the employee, such as misconduct or poor performance. To keep the employee informed of the situation, the employer may issue an employee warning letter.

2. The employer must conduct a fair and reasonable investigation, and provide the employee with an opportunity to be heard before terminating the contract.

3. The employer must provide the employee with notice of termination or payment in lieu of notice, according to the terms of the employment contract or the provisions of the Employment Act 1955. If the termination is due to retrenchment, the employer must comply with the guidelines set out in the Industrial Relations Act 1967, which includes giving notice to the relevant authorities and the employee’s union, as well as providing severance pay. The employer must also not discriminate against the employee on certain grounds such as pregnancy, trade union membership, race, religion and disability.

4. Finally, it’s important to note that if an employer fails to comply with these legal requirements, the employee may be able to contest the termination and seek redress through the Industrial Court.

It’s important to note that if an employer fails to comply with these legal requirements, the employee may be able to contest the termination and seek redress through the Industrial Court.

In Malaysia, there are several causes for termination of employment. These include misconduct, poor performance, retrenchment, and the expiration of a fixed-term contract. Misconduct refers to actions that violate company policies or are illegal. Poor performance refers to an employee’s inability to meet the standards set out in their job description or performance agreement. Retrenchment refers to the termination of an employee’s contract due to the employer’s economic or financial difficulties. Finally, the expiration of a fixed-term contract refers to the end of an employment contract that has a specific end date. It’s important to note that employers must have just and fair reasons for terminating an employee, and must comply with the legal requirements set out in the Employment Act 1955 and the Industrial Relations Act 1967.

In the situation where the employee intends to leave the company, they can inform their employer by filling in our employee resignation letter . This will allow the employee to give an official notice of their resignation.

Employees who have been terminated have the right to contest the termination and seek redress through the Industrial Court if their employer has not followed proper procedures. They have a right to receive notice or payment in lieu of notice, and in case of retrenchment, they may be entitled to severance pay. Employees also have the right to access any evidence that was used against them during the investigation process and to be heard and given the opportunity to defend themselves. Additionally, employers are prohibited from discriminating against employees on certain grounds such as pregnancy, trade union membership, race, religion and disability and thus employees have the right to be protected against such discrimination. Finally, employees are also entitled to a fair and reasonable process throughout the termination process.

If an employer terminates an employee without following proper procedures, the employee may be able to contest the termination and seek redress through the Industrial Court. The employer may also be liable for damages or penalties. This can include financial compensation for lost wages, as well as any other losses suffered by the employee as a result of the termination. Additionally, if the employee is able to prove that the termination was discriminatory, the employer may also face penalties under anti-discrimination laws. Furthermore, an employer who terminates an employee without following proper procedures may also face reputational damage and potential legal action from the employees union. Additionally, if an employer is found to have violated any laws or regulations in connection with the termination, they may also be subject to fines or other penalties.

It’s important for employers to familiarize themselves with the legal requirements and to ensure compliance with them to avoid any legal disputes.

The Employment Act 1955 and the Industrial Relations Act 1967 set out the legal requirements for terminating an employee. The Employment Act 1955 stipulates that an employer can only terminate an employee for just and fair reasons, such as misconduct or poor performance, and must provide notice or payment in lieu of notice. The Act also requires employers to conduct a fair and reasonable investigation and provide the employee with an opportunity to be heard before terminating their employment. The Industrial Relations Act 1967 provides guidelines for retrenchment, which include giving notice to the relevant authorities and the employees union, as well as providing severance pay. The Act also prohibits employers from terminating an employee on the grounds of pregnancy, trade union membership, race, religion and disability. If an employee feels that their rights have been violated, they may seek redress through the Industrial Court.

An employee who wishes to appeal a termination of employment, using an employment termination letter, may do so by filing a complaint with the Industrial Court. The complaint must be filed within 60 days of the termination , and the employee should also provide a copy of the employment termination letter as evidence. The complaint should include evidence that the employer has not followed proper procedures, and any other relevant information related to the case. The employee should also provide any proof of discrimination, if applicable. The Industrial Court will conduct a hearing and review the evidence presented by both parties, including the employment termination letter, and may make a ruling on whether or not the termination was legal. If the court finds that the termination was not legal, the employee may be entitled to compensation, reinstatement or other remedies.

Disputes over termination of employment can be avoided by following proper procedures, using an employment termination letter and complying with the legal requirements set out in the Employment Act 1955 and the Industrial Relations Act 1967. Employers should ensure that they have just and fair reasons for terminating an employee, conduct a fair and reasonable investigation, provide the employee with notice or payment in lieu of notice and not discriminate against the employee on certain grounds. Using an employment termination letter will also provide clear and consistent documentation throughout the process and keep a clear record of the reason for termination. Employers should also establish and maintain good communication with the employees, to ensure that they understand the reasons and the process of termination. With this employment termination letter, the employer will ensure compliance with the law. Employers should also be open to resolving disputes through alternative dispute resolution methods such as mediation or arbitration.

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Letter Templates

sample employment confirmation letter after probation malaysia

Are you looking for a sample employment confirmation letter after probation in Malaysia? Look no further! We have gathered seven different examples for you to use as a guide in creating your own letter. These examples can be edited to fit your specific needs.

A confirmation letter is issued to employees after they have completed their probation period. This letter serves to confirm their employment and outlines the terms and conditions of their employment going forward. Below are seven different examples of sample employment confirmation letters after probation in Malaysia.

These sample employment confirmation letters are intended to serve as a guide for employers who need to confirm their employees’ employment after the probation period has ended. The letters outline the terms and conditions of employment going forward and serve as a confirmation of employment. Readers can use the examples provided and edit them as needed to fit their specific requirements.

Without further ado, here are seven different examples of sample employment confirmation letters after probation in Malaysia:

Example 1: Employment Confirmation Letter for Permanent Position

Dear [Employee Name],

We are pleased to confirm your employment with [Company Name] in the permanent position of [Job Title]. This confirmation is effective from [Date].

Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company.

Yours sincerely,

[Employer Name]

Example 2: Employment Confirmation Letter for Probationary Employee

We are pleased to confirm your employment with [Company Name] in the position of [Job Title]. This confirmation is effective from [Date].

Your probationary period has ended, and we are pleased with your performance during this period. Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company.

Example 3: Employment Confirmation Letter for Contract Employee

You are employed on a fixed-term contract, and your contract will end on [Date]. Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company during your contract period.

Example 4: Employment Confirmation Letter for Part-Time Employee

You are employed on a part-time basis, and your working hours are [Number] hours per week. Your salary is set at [Amount] per hour, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company during your employment.

Example 5: Employment Confirmation Letter for Internship Position

We are pleased to confirm your employment with [Company Name] in the internship position of [Job Title]. This confirmation is effective from [Date].

Your internship period has ended, and we are pleased with your performance during this period. Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company.

Example 6: Employment Confirmation Letter for Temporary Employee

You are employed on a temporary basis, and your employment will end on [Date]. Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will continue to contribute positively to the growth and success of our company during your employment.

Example 7: Employment Confirmation Letter for Project-Based Employee

You are employed on a project basis, and your employment will end upon the completion of the project. Your salary is set at [Amount] per month, and you are entitled to the benefits and allowances as stated in your employment contract. We trust that you will contribute positively to the successful completion of the project and the growth of our company.

Tips for Creating an Employment Confirmation Letter

When creating an employment confirmation letter, it is important to include the following information:

• Employee name and job title
• Date of employment confirmation
• Salary and benefits information
• Confirmation of employment status (permanent, probationary, contract, part-time, internship, temporary, project-based)
• Terms and conditions of employment going forward

Frequently Asked Questions

What is an employment confirmation letter.

An employment confirmation letter is a document issued by an employer to confirm an employee’s employment after their probation period has ended. The letter outlines the terms and conditions of employment going forward and serves as proof of employment.

When should an employment confirmation letter be issued?

An employment confirmation letter should be issued once an employee has completed their probation period and their employment has been confirmed.

What should be included in an employment confirmation letter?

An employment confirmation letter should include the employee’s name and job title, the date of employment confirmation, salary and benefits information, confirmation of employment status, and the terms and conditions of employment going forward.

Can an employment confirmation letter be used as proof of employment?

Yes, an employment confirmation letter can be used as proof of employment.

Should an employment confirmation letter be signed?

Yes, an employment confirmation letter should be signed by the employer.

Can an employment confirmation letter be issued via email?

Yes, an employment confirmation letter can be issued via email, but it is recommended to also provide a physical copy for the employee’s records.

Creating an employment confirmation letter after probation in Malaysia is an important step in confirming an employee’s employment status. These sample letters are intended to serve as a guide for employers in creating their own letters. Remember to include all necessary information and to sign the letter before issuing it to the employee.

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