The Confirmation of Directorship Letter is a fundamental corporate governance document used when appointing new directors to a company's board in Malaysia. This document is typically issued following a board resolution approving the director's appointment and needs to comply with the requirements of the Malaysian Companies Act 2016. The letter serves multiple purposes: it formally confirms the appointment, outlines the terms and conditions of the directorship, specifies remuneration and benefits, details responsibilities and expectations, and ensures compliance with relevant Malaysian corporate laws and regulations. It's an essential document for both the company's records and the director's reference, providing clarity on the appointment terms and helping prevent future disputes.
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1. Letter Header: Company letterhead, date, and recipient's details
2. Salutation: Formal greeting to the appointed director
3. Appointment Confirmation: Clear statement confirming the appointment as director, including the effective date
4. Position Details: Specification of the type of directorship (executive/non-executive) and role on the board
5. Term of Appointment: Duration of appointment or specification if it's subject to rotation/re-election
6. Basic Duties and Responsibilities: Overview of fundamental director's duties under Malaysian law
7. Time Commitment: Expected time commitment for board meetings and other duties
8. Remuneration: Basic remuneration details including fees, allowances, and other benefits
9. Compliance Requirements: Reference to key regulatory requirements and company policies
10. Acceptance: Space for director's acknowledgment and acceptance of the appointment
11. Closing: Formal closing, signature blocks for authorized signatory
1. Committee Appointments: Include when the director is appointed to specific board committees
2. Additional Responsibilities: For executive directors or those with specific portfolio responsibilities
3. Share Qualification: If the company requires directors to hold a minimum number of shares
4. Nominee Director Provisions: Special provisions for directors appointed as nominees of specific shareholders
5. Confidentiality Provisions: Detailed confidentiality obligations beyond standard duties
6. Insurance Coverage: Details of D&O insurance coverage if provided
7. External Commitments: Provisions regarding other directorships or business interests
1. Schedule of Remuneration: Detailed breakdown of compensation package including fees, allowances, and benefits
2. Board Committee Terms: Terms of reference for specific committee appointments if applicable
3. Company Policies: Key company policies requiring specific acknowledgment (e.g., code of conduct, trading policy)
Authors
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Manufacturing
Technology
Real Estate
Healthcare
Retail
Energy
Telecommunications
Construction
Education
Mining
Agriculture
Transportation
Professional Services
Media and Entertainment
Relevant Teams
Legal
Corporate Secretarial
Board of Directors
Executive Management
Corporate Governance
Compliance
Human Resources
Administration
Relevant Roles
Director
Executive Director
Non-Executive Director
Independent Director
Managing Director
Company Secretary
Board Chairman
Chief Executive Officer
Chief Financial Officer
Legal Counsel
Corporate Governance Officer
Compliance Officer
Board Committee Member
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