[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.

Penyata gaji terperinci mesti diberi pada atau sebelum tarikh bayaran (Peraturan-Peraturan Kerja 1957, per.9). Gaji biasa dibayar selewat-lewatnya hari ke-7 selepas akhir tempoh gaji (EA 1955 s.19(1)).Provide an itemised wage statement on or before payment (Employment Regulations 1957, reg.9). Ordinary wages are due no later than the 7th day after the wage period ends (EA 1955 s.19(1)).

[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]

Before issue: check the contract, any collective agreement, company policy and conduct before deciding confirmation status. Record and communicate the probation outcome promptly.

[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: __________

Before issue: check the facts and applicable procedure, give a fair opportunity to respond, and complete any due inquiry required for misconduct action (EA 1955 s.14).Sebelum dikeluarkan: semak fakta dan prosedur yang terpakai, beri peluang yang adil untuk menjawab, dan lengkapkan siasatan sewajarnya yang diperlukan bagi tindakan salah laku (Akta Kerja 1955 s.14).

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.

Please provide a written explanation of the allegations to [HR/Manager] by [Deadline]. If you need more time to respond or wish to request assistance at an inquiry, contact HR before the deadline. We will consider your explanation before deciding any further action.

[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.

Sila berikan penjelasan bertulis tentang dakwaan tersebut kepada [HR/Pengurus] sebelum [Tarikh akhir]. Jika anda memerlukan masa tambahan untuk menjawab atau ingin memohon bantuan semasa siasatan, hubungi HR sebelum tarikh akhir. Kami akan mempertimbangkan penjelasan anda sebelum memutuskan sebarang tindakan lanjut.

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

Before issue: state the allegations clearly and allow reasonable time to respond. Set the deadline for the circumstances; 48–72 hours is not a universal statutory limit. Follow the applicable inquiry requirements before deciding disciplinary action (EA 1955 s.14).Sebelum dikeluarkan: nyatakan dakwaan dengan jelas dan beri masa munasabah untuk menjawab. Tetapkan tarikh akhir mengikut keadaan; 48–72 jam bukan had berkanun sejagat. Patuhi keperluan siasatan yang terpakai sebelum memutuskan tindakan tatatertib (Akta Kerja 1955 s.14).

[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 [NOTICE PERIOD], as confirmed for this case under your contract and applicable statutory requirements. 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]

Before issue: verify written notice terms, applicable minimums and special protections, including EA 1955 s.41A for pregnancy. For misconduct, complete the due inquiry required under s.14 before deciding action.Sebelum dikeluarkan: semak terma notis bertulis, minimum yang terpakai dan perlindungan khas, termasuk s.41A Akta Kerja 1955 bagi kehamilan. Bagi salah laku, lengkapkan siasatan sewajarnya yang diperlukan di bawah s.14 sebelum memutuskan tindakan.

[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]