An employment confirmation letter is a document that employers in Malaysia can use to verify a current or former employee’s employment status. It provides proof of employment to the employee, third-party organizations, or government authorities. In this article, we will provide you with different examples of employment confirmation letters in Malaysia that you can edit as needed.
An employment confirmation letter should include specific details, such as the employee’s full name, job title, job description, and employment period. Additionally, the confirmation letter should state that the employee’s employment is/was satisfactory and that they have/had complied with the organization’s rules and regulations. The letter should also mention the employer’s contact information, such as the organization’s name, address, email, and phone number.
It’s essential to use a formal and professional tone when drafting an employment confirmation letter. Furthermore, make sure that the letter follows the standard format of a business letter, including a heading, date, inside address, salutation, body, complimentary close, and signature.
Below are some examples of employment confirmation letters that you can use as a reference:
Employment Confirmation Letter for Permanent Employee
Greeting,
We confirm that [full name] has been a permanent employee of [organization name] since [start date]. They currently hold the position of [job title] and their job responsibilities include [job description]. [Full name] has been a valuable asset to our organization and has always performed their duties satisfactorily. We wish them continued success in their future endeavors.
Complimentary close,
Employment Confirmation Letter for Contract Employee
Greeting,
We confirm that [full name] has been a contract employee of [organization name] since [start date]. They are currently working as a [job title] and their job responsibilities include [job description]. [Full name] has always performed their duties satisfactorily and has been an asset to our organization. We wish them all the best for their future projects.
Complimentary close,
Employment Confirmation Letter for Part-Time Employee
Greeting,
This letter is to confirm that [full name] has been a part-time employee of [organization name] since [start date]. They are currently working as a [job title] and their job responsibilities include [job description]. [Full name] has always performed their duties satisfactorily and has been an asset to our organization. We wish them all the best for their future endeavors.
Complimentary close,
Employment Confirmation Letter for Intern
Greeting,
This letter is to confirm that [full name] has been an intern at [organization name] since [start date]. They are currently working as a/an [job title] and their job responsibilities include [job description]. [Full name] has always performed their duties satisfactorily and has been an asset to our organization. We wish them all the best for their future endeavors.
Complimentary close,
Employment Confirmation Letter for Probationary Employee
Greeting,
This letter is to confirm that [full name] has been a probationary employee of [organization name] since [start date]. They are currently working as a/an [job title] and their job responsibilities include [job description]. [Full name] has always performed their duties satisfactorily and has been an asset to our organization. We wish them all the best for their future endeavors.
Complimentary close,
Employment Confirmation Letter for Resigned Employee
Greeting,
This letter is to confirm that [full name] was an employee of [organization name] from [start date] to [end date]. They held the position of [job title] and their job responsibilities included [job description]. During their tenure, [full name] performed their duties satisfactorily and was an asset to our organization. We wish them all the best for their future endeavors.
Complimentary close,
Tips for Drafting an Employment Confirmation Letter
When drafting an employment confirmation letter in Malaysia, keep the following tips in mind:
- Use a formal and professional tone.
- Include specific details, such as the employee’s full name, job title, job description, and employment period.
- State that the employee’s employment is/was satisfactory and that they have/had complied with the organization’s rules and regulations.
- Mention the employer’s contact information, such as the organization’s name, address, email, and phone number.
- Ensure that the letter follows the standard format of a business letter.
- Proofread the letter to avoid any errors or mistakes.
Frequently Asked Questions
Q: What is an employment confirmation letter?
An employment confirmation letter is a document that verifies an employee’s current or former employment status. It includes specific details, such as the employee’s job title, job description, and employment period.
Q: Who needs an employment confirmation letter?
Employees may need an employment confirmation letter when applying for a loan or visa, or for other legal or financial purposes. Third-party organizations or government authorities may also request the letter.
Q: How do I format an employment confirmation letter?
An employment confirmation letter should follow the standard format of a business letter, including a heading, date, inside address, salutation, body, complimentary close, and signature. Ensure that the tone is formal and professional.
Q: What should I include in an employment confirmation letter?
An employment confirmation letter should include specific details, such as the employee’s full name, job title, job description, and employment period. It should also state that the employee’s employment is/was satisfactory and that they have/had complied with the organization’s rules and regulations. Additionally, mention the employer’s contact information, such as the organization’s name, address, email, and phone number.
Q: Can I edit the example employment confirmation letters provided?
Yes, you can edit the example employment confirmation letters provided in this article as needed to suit your requirements. However, ensure that the letter includes all the necessary information and follows the standard format of a business letter.
Q: Who should sign an employment confirmation letter?
An employment confirmation letter should be signed by an authorized representative of the organization, such as the HR manager or CEO.
Q: How can I ensure that my employment confirmation letter is valid?
To ensure that your employment confirmation letter is valid, ensure that it includes all the necessary information, follows the standard format of a business letter, and is signed by an authorized representative of the organization.
Conclusion
An employment confirmation letter is an essential document that employers in Malaysia can use to verify an employee’s current or former employment status. It should include specific details, follow the standard format of a business letter, and have a formal and professional tone. Use our examples as a reference and ensure that your letter includes all the necessary information to be valid.