The Confirmation of Promotion Letter is a crucial document in Malaysian employment practice that formalizes an employee's advancement within an organization. This document is typically issued following internal performance reviews, career development discussions, or organizational restructuring. It serves multiple purposes: officially documenting the promotion decision, clearly communicating changes in role and responsibilities, specifying new compensation terms, and ensuring compliance with Malaysian employment legislation, particularly the Employment Act 1955 and related regulations. The letter forms part of the employee's permanent employment record and helps prevent future disputes by clearly documenting the terms of the promotion. For legal compliance and best practice in Malaysian corporate governance, organizations should issue this letter before or at the commencement of the employee's new role.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Opening Statement: Congratulatory message and reference to promotion discussions/decision
3. New Position Details: Specific title, department, and reporting relationship
4. Effective Date: Clear statement of when the promotion takes effect
5. Compensation Changes: New salary, allowances, and benefits package
6. Key Responsibilities: Overview of main duties and expectations in the new role
7. Continuity Statement: Confirmation that other terms and conditions remain unchanged
8. Acceptance: Space for employee acknowledgment and signature
9. Closing: Congratulatory close, signature block for authorized signatory
1. Probation Period: Include if the promotion includes a probationary period in the new role
2. Performance Expectations: Specific KPIs or targets for the new role, if applicable
3. Special Conditions: Any specific conditions attached to the promotion
4. Training Requirements: Any mandatory training or development programs for the new role
5. Confidentiality Reminder: Reinforcement of confidentiality obligations in new role if responsibilities involve sensitive information
6. Mobility Clause: If the promotion involves potential relocation or travel requirements
1. Compensation Structure: Detailed breakdown of salary, allowances, and benefits
2. Job Description: Comprehensive list of duties and responsibilities
3. Performance Metrics: Detailed KPIs and performance expectations if applicable
4. Organization Chart: Updated reporting structure showing position in organization
5. Benefits Summary: Detailed overview of additional benefits associated with new position
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Banking & Finance
Manufacturing
Technology
Retail
Healthcare
Education
Construction
Professional Services
Telecommunications
Energy
Hospitality
Transportation & Logistics
Real Estate
Media & Entertainment
Public Sector
Relevant Teams
Human Resources
Legal
Corporate Secretarial
Administration
Operations
Finance
Compliance
Management
Corporate Communications
Employee Relations
Relevant Roles
Chief Executive Officer
Human Resources Director
Department Manager
Senior Manager
Line Manager
Human Resources Manager
Hiring Manager
Operations Director
Regional Manager
Division Head
Team Leader
Supervisor
Administrative Officer
HR Executive
Legal Counsel
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