The Job Confirmation Letter is a critical employment document used in Malaysian business practice when an employee successfully completes their probationary period and is confirmed as a permanent employee. This document, which must comply with the Employment Act 1955 and other relevant Malaysian employment legislation, serves multiple purposes: it formally confirms the employment status, documents any changes to employment terms upon confirmation, and establishes the permanent employment relationship. The letter typically follows a probationary period assessment and is issued when the employer is satisfied with the employee's performance and wishes to confirm their permanent position. It should include all essential employment terms, benefits, and conditions as required by Malaysian law, and serves as a key reference document throughout the employment relationship.
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1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Employee's full name and address
3. Subject Line: Clear indication that this is a job confirmation letter
4. Opening Statement: Confirmation of employment and reference to previous probation period if applicable
5. Position and Department: Confirmed job title, department, and reporting relationship
6. Effective Date: Date from which the confirmation takes effect
7. Salary and Benefits: Confirmed salary, allowances, and standard benefits
8. Working Hours: Standard working hours, days, and location
9. Leave Entitlement: Annual leave, medical leave, and other leave entitlements
10. Statutory Contributions: EPF, SOCSO, and other mandatory contributions
11. Closing Statement: Congratulatory note and welcome to permanent employment
12. Signature Block: Authorized signatory details and space for acknowledgment
1. Performance Review Cycle: Include when specifying performance review periods and KPI requirements
2. Confidentiality Clause: Add for roles involving sensitive information or trade secrets
3. Mobility Clause: Include when the role may require travel or relocation
4. Special Benefits: Add when confirming role-specific benefits or allowances
5. Bond Details: Include if there is any bond or training agreement continuing into permanent employment
6. Car/Vehicle Allowance: Add for roles that include company vehicle or transport allowance
7. Commission Structure: Include for sales or commission-based roles
1. Detailed Job Description: Comprehensive list of roles, responsibilities, and expectations
2. Benefits Schedule: Detailed breakdown of all benefits and their terms
3. Company Policies Reference: List of applicable company policies and procedures
4. Performance Metrics: Specific KPIs and performance expectations if applicable
Relevant legal definitions
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Technology
Manufacturing
Financial Services
Retail
Healthcare
Education
Construction
Professional Services
Hospitality
Telecommunications
Energy
Mining
Agriculture
Transportation
Media and Entertainment
Relevant Teams
Human Resources
Legal
Administration
Finance
Operations
Information Technology
Sales
Marketing
Customer Service
Research and Development
Production
Quality Assurance
Procurement
Corporate Communications
Strategy
Relevant Roles
Chief Executive Officer
Managing Director
General Manager
Department Manager
Senior Executive
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Human Resources Officer
Marketing Executive
Operations Manager
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Software Developer
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