Placement Confirmation Letter for Malaysia

Placement Confirmation Letter Template for Malaysia

A Placement Confirmation Letter is a formal document used in Malaysia to officially confirm employment terms and conditions between an employer and employee. The document serves as a written record of the employment relationship and includes essential details such as position, compensation, benefits, and working conditions, all in compliance with Malaysian employment law, particularly the Employment Act 1955. It functions as a simplified version of an employment contract, providing clear documentation of the agreed-upon terms while maintaining legal validity under Malaysian jurisdiction.

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What is a Placement Confirmation Letter?

The Placement Confirmation Letter is a crucial document in Malaysian employment practice, typically issued after a successful job offer acceptance and before the commencement of employment. This document serves as an official confirmation of the employment relationship and outlines key terms and conditions in accordance with Malaysian employment law. The letter includes essential information such as job title, salary, benefits, working hours, and other employment terms as required by the Employment Act 1955 and related legislation. While less extensive than a full employment contract, the Placement Confirmation Letter holds legal weight and serves as a reference point for both employer and employee throughout the employment relationship. It's particularly important in Malaysia where written documentation of employment terms is required by law for certain categories of employees.

What sections should be included in a Placement Confirmation Letter?

1. Letter Header: Company letterhead including full registered name, address, and contact details

2. Date: Date of the letter issuance

3. Recipient Details: Full name and address of the employee

4. Subject Line: Clear indication that this is a Placement Confirmation Letter

5. Salutation: Formal greeting to the employee

6. Opening Statement: Confirmation of the job offer acceptance and expression of welcome

7. Position Details: Job title, department, and reporting relationship

8. Employment Terms: Start date, employment status (permanent/temporary), and work location

9. Compensation: Salary, allowances, and other financial benefits

10. Working Hours: Standard working hours, days, and any shift arrangements

11. Benefits: Leave entitlements, medical benefits, and other standard benefits

12. Probation Period: Duration and terms of the probationary period if applicable

13. Closing: Congratulatory note and welcome statement

14. Signature Block: Authorized signatory details and company stamp

What sections are optional to include in a Placement Confirmation Letter?

1. Accommodation Details: Include when housing or accommodation is provided as part of the placement

2. Transportation Allowance: Include when specific transportation arrangements or allowances are part of the package

3. Special Conditions: Any unique terms or conditions specific to the role or placement

4. Confidentiality Statement: Include for positions requiring handling of sensitive information

5. Training Requirements: Include when specific training or certification requirements are part of the placement

6. Performance Review Structure: Include when specific performance evaluation criteria or timelines need to be communicated upfront

What schedules should be included in a Placement Confirmation Letter?

1. Schedule 1 - Job Description: Detailed description of roles, responsibilities, and key performance indicators

2. Schedule 2 - Benefits Overview: Detailed breakdown of all benefits and entitlements

3. Schedule 3 - Company Policies: Key company policies that the employee needs to acknowledge

4. Appendix A - Required Documents: List of documents the employee needs to submit before or upon joining

Authors

Alex Denne

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

Jurisdiction

Malaysia

Publisher

Genie AI

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Relevant Industries

Banking and Financial Services

Manufacturing

Technology and IT

Healthcare

Education

Retail and Consumer Goods

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Relevant Teams

Human Resources

Legal

Finance

Operations

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Sales

Customer Service

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Quality Assurance

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Risk Management

Relevant Roles

Executive

Manager

Director

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Supervisor

Officer

Associate

Consultant

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Department Head

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Graduate Trainee

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Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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