Dokumen HR — Templat MalaysiaHR Documents — Malaysian Templates

[Company Letterhead] • [Company Address] • [SSM No.]

Date: [DD/MM/YYYY]

Dear [Candidate Name],

RE: OFFER OF EMPLOYMENT — [POSITION]

We are pleased to offer you the position of [Position] at [Company Name], subject to the following terms:

Please confirm acceptance by signing and returning the duplicate copy by [DD/MM/YYYY]. This offer is subject to satisfactory reference checks and medical clearance where applicable.

Yours sincerely,
[Name], [Title], [Company Name]

Acknowledgement: I accept the above offer. Signature: __________ Date: __________

Nota: Rujuk Employment Act 1955 (Akta Kerja 1955) & Employment (Amendment) Act 2022. Sahkan gaji minimum RM 1,700/bulan (berkuat kuasa Feb 2025) bagi pekerja berkenaan.

Employer contributions: EPF [12/13%] • SOCSO [1.75%] • EIS [0.2%] — shown separately from employee deductions.

Nota: Itemised payslip wajib sejak 1 Jan 2023 (EA 1955 pindaan 2022) — mesti tunjuk setiap potongan berasingan; gaji dibayar selewat-lewatnya hari ke-7 selepas tempoh gaji.

[Letterhead] • Date: [DD/MM/YYYY]

Dear [Employee Name],

RE: CONFIRMATION OF EMPLOYMENT — [POSITION]

Congratulations. Following the satisfactory completion of your probation period ([DD/MM/YYYY] – [DD/MM/YYYY]), you are hereby confirmed as a permanent employee of [Company Name] with effect from [DD/MM/YYYY].

All other terms of your contract of service remain unchanged. Please acknowledge receipt.

Yours sincerely,
[Name], [Title], [Company Name]

Note: If no action is taken by the end of probation, the employee is deemed automatically confirmed.

[Letterhead] • Date: [DD/MM/YYYY]

Dear [Employee Name],

RE: FIRST / FINAL WARNING — [INCIDENT/POLICY]

This letter is issued following [date] incident(s) concerning [describe misconduct/performance issue] which constitutes a breach of company policy [policy ref] and/or your contract of service.

We remind you that continued failure to meet [standard/conduct] will result in further disciplinary action, which may include [suspension / show cause / termination without notice].

You are required to acknowledge receipt of this warning by signing below. You may submit a written explanation within [7] days if you dispute the facts.

Yours sincerely,
[Name], [Title]

Acknowledgement: I have received this warning. Signature: __________ Date: __________

Nota: Pastikan siasatan penuh dan peluang didengar sebelum penamatan — Industrial Relations Act 1967 (Akta Perhubungan Perusahaan 1967).

ENGLISH

[Letterhead] • Date: [DD/MM/YYYY]

Dear [Employee Name], [Position], [Department]

RE: SHOW CAUSE NOTICE — ALLEGED MISCONDUCT

We are issuing this show cause notice regarding the alleged misconduct on [Date] at [Location]. Specifically, it is alleged that you [describe incident]. This may result in disciplinary action under company policy and the Employment Act 1955.

You are required to provide a written explanation within 48–72 HOURS why disciplinary action should not be taken. Submit your response to [HR/Manager] by [Deadline]. You may be accompanied by a colleague or union representative at any subsequent inquiry. Failure to respond may result in warning, suspension, or termination.

[Name], [Title], [Company Name]

BAHASA MELAYU — SURAT TUNJUK SEBAB (Salah Laku)

[Kop Syarikat] • Tarikh: [DD/MM/YYYY]

Tuan, [Nama Pekerja], [Jawatan], [Jabatan]

PERKARA: NOTIS TUNJUK SEBAB — SALAH LAKU YANG DIKATAKAN

Kami mengeluarkan notis tunjuk sebab ini berhubung salah laku pada [Tarikh] di [Tempat]. Butirannya: [nyatakan kejadian]. Tindakan ini mungkin membawa kepada tindakan tatatertib di bawah polisi syarikat dan Akta Kerja 1955.

Anda dikehendaki memberikan penjelasan bertulis dalam tempoh 48–72 JAM mengapa tindakan tatatertib tidak patut diambil. Hantar jawapan kepada [HR/Pengurus] sebelum [Tarikh akhir]. Anda boleh ditemani rakan sekerja atau wakil kesatuan dalam siasatan. Kegagalan menjawab boleh membawa kepada amaran, penggantungan, atau penamatan perkhidmatan.

[Nama], [Jawatan], [Nama Syarikat]

Nota: Surat tunjuk sebab WAJIB dikeluarkan sebelum sebarang amaran/penamatan bagi salah laku; beri peluang didengar (fair hearing) — IR Act 1967.

[Letterhead] • Date: [DD/MM/YYYY]

Dear [Employee Name],

RE: TERMINATION OF EMPLOYMENT — [POSITION]

We regret to inform you that your employment with [Company Name] will be terminated with effect from [Date], in accordance with [clause of contract / EA 1955 s.12 / s.14 misconduct].

Your notice period is [4/6/8] weeks (EA 1955 s.12: 4 weeks <2 yrs service; 6 weeks 2–5 yrs; 8 weeks ≥5 yrs). You will receive:

• Salary in lieu of notice OR work out the notice period, as agreed
• All wages due up to the last day of employment
• Statutory entitlements: annual leave balance, EPF/SOCSO/EIS clearance
• [Retrenchment benefits, if applicable per EA 1955 s.60J]

Please return all company property ([keys/phone/vehicle]) by [Date]. A certificate of employment will be issued upon request.

Yours sincerely,
[Name], [Title], [Company Name]

Nota: Untuk salah laku — pastikan surat tunjuk sebab + siasatan penuh + peluang didengar dahulu (IR Act 1967). Elakkan penamatan semasa pekerja hamil (dilarang kecuali kesalahan berat/penutupan/pengurangan staf).

[Letterhead] • [Company Address] • Date: [DD/MM/YYYY]

To Whom It May Concern

RE: EMPLOYMENT VERIFICATION — [EMPLOYEE NAME]

This is to certify that [Full Name] (NRIC: [_____]) is / was employed by [Company Name] as follows:

This letter is issued for [loan / visa / tenancy] purposes. For any clarification, please contact [HR contact].

Yours sincerely,
[Name], [Title], [Company Name]

[Letterhead] • Date: [DD/MM/YYYY]

Dear [Employee Name],

RE: ACCEPTANCE OF RESIGNATION — [POSITION]

We acknowledge receipt of your resignation letter dated [DD/MM/YYYY]. Your resignation is accepted with effect from [DD/MM/YYYY], being the expiry of your notice period of [1] month.

Your final payment will be processed [on the next pay day / within X days] and will include: salary up to last working day, [annual leave balance / notice period waiver if agreed], and statutory contributions. Please complete the clearance checklist (company property, documents) before [Date].

We thank you for your service with [Company Name] and wish you success in your future endeavours.

Yours sincerely,
[Name], [Title], [Company Name]