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Reference Confirmation Letter for Malaysia

Reference Confirmation Letter Template for Malaysia

A formal document issued under Malaysian employment law that confirms an individual's previous or current employment status and details with an organization. The letter provides verified information about employment dates, positions held, and basic job responsibilities, while complying with Malaysian Personal Data Protection Act 2010 requirements. It serves as an official employment verification tool for various purposes including job applications, visa processes, or financial services applications, structured to meet Malaysian legal standards while managing potential liability issues for the issuing organization.

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What is a Reference Confirmation Letter?

The Reference Confirmation Letter is a crucial document in the Malaysian employment landscape, used to verify an individual's employment history and professional experience. This document type is commonly requested during job applications, visa processes, financial service applications, or other situations requiring formal employment verification. The Reference Confirmation Letter must comply with Malaysian legislation, particularly the Employment Act 1955 and Personal Data Protection Act 2010, ensuring accurate information sharing while protecting both employer and employee interests. It typically includes verified employment dates, positions held, and basic job responsibilities, structured to provide factual information while minimizing legal risks. The document serves as an official record from an employer, maintaining professional standards while adhering to Malaysian legal requirements regarding employment documentation and data privacy.

What sections should be included in a Reference Confirmation Letter?

1. Letter Header: Company letterhead, date, and reference number if applicable

2. Recipient Details: Full name and address of the requesting party or 'To Whom It May Concern'

3. Subject Line: Clear indication that this is a reference confirmation letter

4. Opening Statement: Confirmation of purpose and subject employee's identity

5. Employment Details: Dates of employment, position(s) held, and nature of employment

6. Basic Role Description: Brief outline of primary responsibilities

7. Verification Statement: Confirmation that the information provided is accurate to the best of knowledge

8. Closing: Contact information for further queries and signature block

What sections are optional to include in a Reference Confirmation Letter?

1. Performance Commentary: Brief statement about performance quality, used when specifically requested and where positive

2. Reason for Departure: Include only if mutually agreed with former employee and when departure was amicable

3. Specific Achievements: Notable projects or contributions, included for senior roles or when specifically relevant

4. Rehire Eligibility: Statement about eligibility for rehire, included only if company policy permits

5. Character Reference: Commentary on professional conduct and character, optional and usually only for long-term employees

What schedules should be included in a Reference Confirmation Letter?

1. Detailed Role Description: Comprehensive list of responsibilities and duties, attached for complex roles

2. Project Summary: List of key projects and achievements, relevant for technical or project-based roles

3. Certification Verification: Copies or list of relevant professional certifications obtained during employment

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Malaysia

Publisher

Ƶ

Document Type

Confirmation Letter

Sector

Sales

Cost

Free to use
Relevant legal definitions















Clauses













Relevant Industries

Banking and Financial Services

Technology

Manufacturing

Professional Services

Healthcare

Education

Retail

Construction

Telecommunications

Energy

Public Sector

Hospitality

Legal Services

Logistics and Transportation

Relevant Teams

Human Resources

Legal

Compliance

Administration

Operations Management

Corporate Secretariat

Employee Relations

Talent Management

Personnel Administration

Relevant Roles

Human Resources Manager

HR Director

HR Executive

Department Manager

Line Supervisor

Chief Executive Officer

Managing Director

Department Head

Regional Manager

HR Business Partner

Compliance Officer

Legal Counsel

Administrative Manager

Operations Manager

Industries






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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