Appointment Letter (Malaysia)
[Employer Name]
SSM No. [Employer SSM No.]
[Employer Address]
[Appointment Date]
[Employee Name]
Employee ID: [Employee ID]
MyKad No.: [Employee IC]
LETTER OF APPOINTMENT (SURAT LANTIKAN)
Position: [Job Title]
Dear [Employee Name],
We are pleased to confirm your appointment as [Job Title] in the [Department] department at [Place of Work], with effect from [Effective Date].
Your terms and conditions of employment are as follows:
Monthly Salary: [Monthly Salary], payable on the last working day of each month.
Annual Leave: [Annual Leave], in accordance with Section 60E of the Employment Act 1955.
Sick Leave: [Sick Leave], in accordance with Section 60F of the Employment Act 1955.
Public Holidays: Gazetted public holidays under Section 60D of the Employment Act 1955.
EPF: Contributions under the Employees Provident Fund Act 1991 at the applicable statutory rates.
SOCSO & EIS: Contributions under the Employees' Social Security Act 1969 and Employment Insurance System Act 2017.
Working hours: Maximum 45 hours per week in accordance with Section 60A of the Employment Act 1955.
Notice Period: [Notice Period] written notice by either party, subject to Section 12 of the Employment Act 1955.
Your employment is governed by this letter, the Company's Employment Contract (if issued separately), and the Company's policies and procedures as amended from time to time.
Please sign and return a copy of this letter to confirm acceptance of your appointment.
Congratulations and welcome to [Employer Name].
Yours sincerely,
[Issuing Officer]
For and on behalf of [Employer Name]
ACCEPTANCE
I, [Employee Name], accept my appointment on the terms stated above.
Signature: ___________________ Date: ___________________
Employer (Issuing Officer)
________________
Signature
Employee (Acceptance)
________________
Signature
What Is a Appointment Letter (Malaysia)?
A Malaysia Appointment Letter (Surat Lantikan) is a formal written notice issued by an employer to confirm an employee's appointment to a permanent position — either upon successful completion of a probationary period or directly upon hire for a role that does not require a probationary assessment. The Appointment Letter is the documentary confirmation of the employment relationship and serves as the primary record of the agreed terms of service under the Employment Act 1955 (Act 265) and the Contracts Act 1950 (Act 136).
In Malaysian HR practice, the Appointment Letter is commonly issued alongside or following the Employment Offer Letter and, in many organisations, operates as the formal contract of service for purposes of Section 10 of the Employment Act 1955. Where a separate, more detailed Employment Contract is also issued, the Appointment Letter confirms the commencement of permanent employment and supersedes any probationary terms.
The Appointment Letter is particularly significant in Malaysian public sector and government-linked company (GLC) employment, where the issuance of the Surat Lantikan marks the transition from a temporary or contract position to a permanent establishment position, triggering entitlements to pension under the Pensions Act 1980 or the Retirement Fund (Incorporated) (KWAP) contributions, as applicable.
For private sector employers, the Appointment Letter documents the employee's position in the company hierarchy, the applicable salary grade, the EPF and SOCSO contribution obligations under the EPF Act 1991 and Employees' Social Security Act 1969, and the leave entitlements under the Employment Act 1955. The letter is routinely required by banks and financial institutions as proof of employment and income when an employee applies for a housing loan, car loan, or personal loan — making its completeness and accuracy commercially important to the employee.
The legal framework governing the Appointment Letter (Malaysia) in Malaysia draws on several key statutes and regulatory bodies. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Parties executing a Appointment Letter (Malaysia) in Malaysia should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Employment Act 1955 (Act 265) sets the foundational requirements.
When Do You Need a Appointment Letter (Malaysia)?
A Malaysia Appointment Letter is required whenever an employer formally confirms an employee's permanent appointment, whether following probation or as the primary engagement document for a new permanent hire.
An Appointment Letter is needed when an employee has successfully completed their probationary period and the employer wishes to formally confirm the employee's permanent status, documenting any salary increment upon confirmation, the confirmed job title, and the revised notice period applicable after confirmation under Section 12 of the Employment Act 1955.
An Appointment Letter is required when a company directly hires a candidate into a permanent role without a probationary period — for example, an experienced senior professional who negotiated to waive probation — and the employer needs a formal document recording the terms of the permanent appointment from day one.
An Appointment Letter is needed as proof of employment for the employee's applications for housing finance under the My First Home Scheme (Skim Rumah Pertamaku) administered by Bank Negara Malaysia, or for civil servant housing loans under Perbadanan PR1MA Malaysia, where the financial institution requires a recent appointment or confirmation letter showing the employee's salary and employment status.
An Appointment Letter is required when an employee is promoted to a new position and the employer needs to issue a formal document confirming the new designation, revised salary, and updated reporting line — distinct from a Promotion Letter, which specifically records the promotion decision.
An Appointment Letter is needed when a government-linked company (GLC) or statutory body issues a formal Surat Lantikan to mark the transition from a contract or temporary position to a permanent establishment position under the terms of the relevant civil service or statutory body appointment regulations.
Parties in Malaysia should prepare a Appointment Letter (Malaysia) proactively rather than waiting for a dispute to arise. Courts interpret agreements based on the written terms rather than oral representations. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Where the transaction involves regulated activities, prior approval from the relevant authority may be required before execution.
What to Include in Your Appointment Letter (Malaysia)
A valid Malaysia Appointment Letter must contain the following elements to serve as an effective contract of service and proof of employment.
Employer details: Company name, SSM registration number, and registered address. For government or statutory bodies, the ministry or agency name and the relevant statutory authority.
Employee details: Full legal name (as per MyKad), employee ID, and department. The appointment date — being the date from which the permanent status is effective — must be clearly stated.
Position and grade: The confirmed job title, department, and — where a grade structure exists — the salary grade and step within the grade.
Salary: The confirmed monthly salary in Malaysian Ringgit (MYR/RM), including any salary increment granted upon confirmation from the probationary rate. The salary must meet the National Minimum Wage under the Minimum Wages Order 2022.
Statutory contributions: Confirmation of EPF contributions under the Employees Provident Fund Act 1991 and SOCSO under the Employees' Social Security Act 1969, with the applicable rates.
Leave entitlements: Annual leave under Section 60E of the Employment Act 1955, sick leave under Section 60F, and public holiday entitlements under Section 60D, stated in days per year.
Working hours: Daily and weekly working hours in compliance with Section 60A of the Employment Act 1955 (maximum 45 hours per week).
Notice period: The notice period applicable to the confirmed position under Section 12 of the Employment Act 1955 (minimum 4 weeks for less than 2 years' service, 6 weeks for 2–5 years, 8 weeks for more than 5 years).
Governing law: Malaysian law and the Employment Act 1955, with a reference to the company's policies and procedures that form part of the terms of employment.
Additional compliance elements for a Appointment Letter (Malaysia) used in Malaysia include: Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Forms-legal.com provides this template as a starting point for Malaysia-compliant documentation.
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title = {Appointment Letter (Malaysia) (Malaysia)},
year = {2026},
howpublished = {\url{https://forms-legal.com/malaysia/employment/letters/appointment-letter-malaysia}},
note = {Free legal document template. Based on Employment Act 1955 (Act 265)}
}Also available for these jurisdictions:
Frequently Asked Questions
In Malaysian HR practice, an Employment Offer Letter and an Appointment Letter serve different stages of the employment process. An Offer Letter is issued before employment commences, setting out the proposed terms and inviting the candidate to accept the offer — it may be conditional on medical examination, reference checks, or other pre-employment requirements. An Appointment Letter is issued to confirm the employee's actual appointment to the position, either at the commencement of employment or upon successful completion of probation. The Appointment Letter is the formal record of confirmed permanent employment, and it is the document typically required by banks for loan applications, by government agencies for verification of employment, and by HR departments as the primary document in the employee's personnel file. Both documents can constitute a written contract of service for purposes of Section 10 of the Employment Act 1955.
Most Malaysian banks and financial institutions — including Maybank, CIMB, Public Bank, and RHB — accept an Appointment Letter or Confirmation Letter as proof of employment when processing personal loan, housing loan, or vehicle loan applications, provided the letter is on company letterhead, bears the employer's stamp, is signed by an authorised officer, and states the employee's confirmed monthly salary and the date of appointment. Some banks may additionally require the three most recent payslips, the EPF statement (Penyata KWSP), and a bank statement showing salary credit. For housing loan applications above RM500,000, income verification through the Inland Revenue Board of Malaysia (LHDN) EA form or tax return may also be required. Employees should ensure their Appointment Letter states the confirmed gross monthly salary and that it is issued on a recent date.
An employer in Malaysia should issue the Appointment Letter confirming the employee's permanent appointment within a reasonable time before or at the end of the probationary period, once the employer has decided to confirm the employee. Malaysian HR practice recommends issuing the confirmation letter on or before the last day of the probationary period — typically on the same date or the day before the probation end date. If the employer has not confirmed the employee or issued an extension notice by the end of the probationary period, the Industrial Court of Malaysia may treat the passage of the probation period without action as deemed confirmation. An employer who delays confirmation indefinitely without communicating the decision to extend probation risks the employee arguing that they are deemed confirmed with all the attendant entitlements and notice period protections under Section 12 of the Employment Act 1955.
An Appointment Letter in Malaysia does not need to be witnessed or notarised to be legally effective. The Employment Act 1955 does not impose witnessing requirements for employment contracts of service. The letter requires only the signature of an authorised officer of the employer — typically the HR manager, department head, or director — and the employee's signature acknowledging receipt and acceptance. Notarisation by a notary public or Commissioner for Oaths is not required for private sector employment documents in Malaysia. However, for employment documents intended for use in a foreign country — for example, where an employee needs to demonstrate their Malaysian employment to a foreign immigration authority — the documents may need to be certified as true copies by a Commissioner for Oaths under the Statutory Declarations Act 1960 (Malaysia).
A Appointment Letter (Malaysia) does not legally require a lawyer in Malaysia, and individuals and businesses may draft and execute the document independently. The Employment Act 1955 (Act 265) does not mandate legal representation for the creation or signing of this type of document. However, seeking independent legal advice from a qualified Malaysia lawyer is recommended for transactions involving substantial financial value, complex regulatory requirements, or cross-border elements where multiple legal jurisdictions may apply. A lawyer can verify that the document complies with all applicable statutory requirements, identify potential risks specific to the transaction, and confirm that the terms adequately protect the interests of all parties involved. The Federal Court of Malaysia has jurisdiction over disputes arising from this type of document, and Companies Commission of Malaysia (SSM) may impose additional compliance obligations depending on the nature of the underlying transaction. Professional legal review is particularly advisable where the document will be submitted to government agencies or used as evidence in legal proceedings.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
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