Legal Templates
Staff Declaration Form

Staff Declaration Form for Malaysia

Staff Declaration Form Template for Malaysia

A comprehensive employee declaration document governed by Malaysian law, designed to capture essential employee information, acknowledgments, and declarations required for legal and organizational compliance. The document incorporates requirements from key Malaysian legislation including the Employment Act 1955, Personal Data Protection Act 2010, and Malaysian Anti-Corruption Commission Act 2009. It serves as a legally binding record of an employee's declarations regarding personal information, employment eligibility, conflicts of interest, and compliance with company policies.

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What is a Staff Declaration Form?

The Staff Declaration Form is a fundamental document used at the commencement of employment and periodically throughout employment in Malaysia. It serves as a comprehensive record of employee declarations, ensuring compliance with Malaysian employment laws, data protection regulations, and anti-corruption legislation. The form is typically implemented during onboarding, annual reviews, or when significant changes in employment circumstances occur. It includes sections for personal information, employment eligibility verification, conflict of interest disclosures, and acknowledgment of company policies. The document helps organizations maintain compliance with local regulations while protecting both employer and employee interests through clear documentation of important declarations and acknowledgments.

What sections should be included in a Staff Declaration Form?

1. Personal Information Declaration: Employee's personal details including name, ID number, contact information, and emergency contacts

2. Employment Status Declaration: Confirmation of employment status, position, and department

3. Legal Compliance Declaration: Declaration of eligibility to work in Malaysia and compliance with immigration laws

4. Confidentiality Declaration: Agreement to maintain confidentiality of company information and trade secrets

5. Code of Conduct Acknowledgment: Declaration of understanding and compliance with company's code of conduct

6. Conflict of Interest Declaration: Disclosure of any existing or potential conflicts of interest

7. Data Protection Consent: Consent for collection and processing of personal data under PDPA 2010

8. Declaration of Truth: Statement confirming all information provided is true and accurate

What sections are optional to include in a Staff Declaration Form?

1. Health Declaration: Medical conditions disclosure - used when role has specific health requirements

2. Security Clearance Declaration: For positions requiring security clearance or handling sensitive information

3. Professional Licenses Declaration: For roles requiring specific professional qualifications or licenses

4. Previous Employment Declaration: Detailed employment history - used for senior positions or regulated industries

5. Financial Interest Declaration: For senior management or positions with financial decision-making authority

6. Social Media Policy Acknowledgment: For customer-facing roles or positions with social media responsibilities

What schedules should be included in a Staff Declaration Form?

1. Schedule A - Company Policies List: List of all company policies acknowledged by the employee

2. Schedule B - Conflict of Interest Guidelines: Detailed guidelines on what constitutes a conflict of interest

3. Schedule C - Confidentiality Terms: Detailed terms of confidentiality and trade secret protection

4. Appendix 1 - Declaration Form Instructions: Step-by-step guide on completing the declaration form

5. Appendix 2 - Required Supporting Documents: List of documents to be attached with the declaration form

6. Appendix 3 - Contact Information: List of relevant department contacts for declaration-related queries

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

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Jurisdiction

Malaysia

Publisher

Genie AI

Document Type

Declaration Form

Sector

Compliance

Cost

Free to use
Relevant Industries

Banking and Financial Services

Manufacturing

Technology

Healthcare

Education

Retail

Construction

Professional Services

Telecommunications

Energy

Transportation

Hospitality

Relevant Teams

Human Resources

Legal

Compliance

Risk Management

Employee Relations

Talent Acquisition

Personnel Administration

Training and Development

Relevant Roles

HR Manager

Compliance Manager

Legal Counsel

Risk Officer

Department Head

Line Manager

HR Executive

Recruitment Specialist

Employee Relations Manager

HR Director

Chief Human Resources Officer

Onboarding Specialist

Industries
Employment Act 1955: The primary legislation governing employment relationships in Malaysia, which sets out the basic terms and conditions of employment, including working hours, leave entitlements, and other employment rights.
Personal Data Protection Act 2010: Regulates the collection, use, and disclosure of personal data, ensuring that employee information is handled appropriately and with consent.
Industrial Relations Act 1967: Governs the relationship between employers and employees, including dispute resolution and union matters that might need to be declared.
Malaysian Anti-Corruption Commission Act 2009: Relevant for declarations regarding conflicts of interest, gift acceptance, and anti-corruption compliance.
Minimum Wages Order 2022: Sets the minimum wage requirements that employers must comply with, which may need to be acknowledged in the declaration.
Employees' Social Security Act 1969: Relates to social security coverage and benefits that employees need to be aware of and possibly declare their understanding of.
Employees Provident Fund Act 1991: Governs mandatory retirement savings contributions, which employees should acknowledge understanding of in their declaration.
Income Tax Act 1967: Relevant for declarations regarding tax compliance and understanding of tax obligations as an employee.
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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