Performance Appraisal Letter

Performance Appraisal Letter Template for Malaysia

A Performance Appraisal Letter is a formal document used in Malaysian organizations to communicate the results of an employee's performance evaluation. Governed by Malaysian employment law, particularly the Employment Act 1955 and related regulations, this document provides a written record of an employee's performance assessment, including achievements, areas for improvement, and future objectives. It serves as an official record of the performance review process and may have implications for career advancement, compensation adjustments, and professional development planning. The letter typically includes specific performance metrics, competency assessments, and development recommendations while ensuring compliance with Malaysian labor laws regarding fair treatment and non-discrimination.

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What is a Performance Appraisal Letter?

The Performance Appraisal Letter is a crucial document in Malaysian employment practice that formalizes the outcome of an employee's performance review. This document is typically issued following a formal performance evaluation process and serves multiple purposes: documenting performance assessments, setting expectations, and supporting personnel decisions. Used across all organizational levels, it must comply with Malaysian employment legislation, including the Employment Act 1955 and the Industrial Relations Act 1967. The letter should be issued at regular intervals (usually annually or bi-annually) or at specific milestones such as probation completion. It contains detailed performance feedback, ratings against established criteria, and future performance expectations. This document often forms part of an employee's permanent record and may be referenced for career development, compensation decisions, or legal compliance purposes.

What sections should be included in a Performance Appraisal Letter?

1. Letter Header: Company letterhead, date, reference number, and confidentiality notice

2. Recipient Details: Employee's full name, position, department, and employee ID

3. Subject Line: Clear indication that this is a performance appraisal letter with the relevant review period

4. Opening Statement: Brief introduction stating the purpose of the letter and the evaluation period covered

5. Performance Summary: Overall performance rating and brief summary of key achievements

6. Key Performance Indicators: Detailed evaluation of performance against set KPIs and objectives

7. Competency Assessment: Evaluation of core competencies and behavioral attributes

8. Development Areas: Identified areas for improvement and development

9. Future Objectives: New goals and expectations for the upcoming period

10. Closing Statement: Acknowledgment of contribution and encouragement for continued performance

11. Signature Block: Manager's name, signature, designation, and date

What sections are optional to include in a Performance Appraisal Letter?

1. Salary Review Outcome: Include when the appraisal is linked to compensation changes

2. Promotion Announcement: Include when the appraisal results in a promotion

3. Performance Improvement Plan Reference: Include when specific performance issues need to be addressed

4. Probation Completion: Include when the appraisal is related to probation period completion

5. Training Recommendations: Include when specific training or development programs are being recommended

6. Special Recognition: Include when acknowledging exceptional achievements or contributions

What schedules should be included in a Performance Appraisal Letter?

1. Performance Metrics Sheet: Detailed breakdown of performance scores across all evaluation criteria

2. KPI Achievement Report: Detailed report showing actual performance against set KPIs with supporting data

3. Competency Assessment Form: Completed evaluation form showing ratings for each competency

4. Development Plan: Detailed plan outlining proposed development activities and timeline

5. Employee Self-Assessment: Copy of the employee's self-evaluation form

6. Performance Review Meeting Minutes: Summary of discussion points from the performance review meeting

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Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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What is a Performance Appraisal Letter?

What sections should be included in a Performance Appraisal Letter?

What sections are optional to include in a Performance Appraisal Letter?

What schedules should be included in a Performance Appraisal Letter?

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