The Job Shadowing Letter is essential documentation for organizations in Malaysia offering structured observation and learning opportunities to individuals interested in gaining firsthand exposure to specific roles or industries. This document is typically used when an organization agrees to host a student, professional, or career-transitioning individual for a short-term observational learning experience. The letter addresses key aspects such as the duration of the shadowing period, confidentiality requirements, health and safety protocols, and supervision arrangements, all while adhering to Malaysian legal requirements. It's particularly important in regulated industries where access to workplace environments must be carefully controlled and documented. The Job Shadowing Letter serves as both a formal invitation and a protective document that outlines the boundaries and expectations of the arrangement.
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1. Letter Header: Company letterhead, date, and recipient's contact details
2. Introduction: Brief introduction stating the purpose of the letter and confirmation of the job shadowing opportunity
3. Program Details: Specific details about the job shadowing arrangement including duration, dates, and department/role being shadowed
4. Supervisor Information: Details of the designated supervisor or mentor for the shadowing period
5. Expectations and Guidelines: Clear outline of what the participant can and cannot do during the shadowing period
6. Confidentiality Requirements: Statement regarding confidentiality obligations and handling of sensitive information
7. Health and Safety: Basic health and safety requirements and protocols that must be followed
8. Closing: Signature lines for authorized company representative and acknowledgment by the participant
1. Transportation and Logistics: Details about workplace access, parking, or transportation arrangements if provided
2. Dress Code: Specific dress code requirements if applicable to the workplace
3. Insurance Coverage: Details about insurance coverage during the shadowing period, if provided
4. Stipend Information: Details of any payment or allowance if applicable
5. Academic Credit: If the shadowing is part of an academic program, details about credit or evaluation requirements
1. Schedule A: Daily Schedule: Detailed timetable of activities and rotations during the shadowing period
2. Schedule B: Code of Conduct: Detailed workplace conduct guidelines and rules
3. Schedule C: Emergency Contacts: List of emergency contacts and procedures
4. Appendix 1: Confidentiality Agreement: Detailed confidentiality terms if required
5. Appendix 2: Safety Protocols: Specific safety procedures and protocols for the relevant department
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