Employment offer letter for Malaysia

An offer letter that doubles as the employment contract most Malaysian SMEs use: position and reporting line, start date, monthly salary in ringgit and allowances, a probation period with confirmation, working hours and days, annual and sick leave, statutory contributions to EPF, SOCSO and EIS, the notice period for both sides, confidentiality, and an acceptance block for the employee to sign and return. The sample is for a marketing executive in Petaling Jaya; the AI changes the terms from a sentence.

Templates

Employment offer letter (Malaysia) (document): An employment offer letter format for Malaysia with position, start date, salary in RM, probation, working hours, annual and sick leave, EPF (KWSP), SOCSO (PERKESO) and EIS contributions, notice period and an acceptance block. Sample letter included.
Offer letter (document): A job offer letter on company letterhead that sets out the role, start date, CTC breakdown, benefits, probation and acceptance deadline. Sample content included.
Appointment letter (document): An appointment letter issued on joining, confirming designation, date of joining, CTC, probation, working hours, leave, notice period and confidentiality, with a CTC breakdown annexure in the Indian format. Sample letter included.

How to use these templates

Fix the salary, allowances, probation length, working hours and notice period, and check them against the Employment Act 1955 minimums (annual leave by years of service, sick leave, a 45-hour week).
Open the template and tell the AI the role: "sales executive, RM 3,800 plus RM 300 phone allowance, three months' probation, start 1 December, one month's notice".
Add any benefits the company gives beyond the statutory ones, such as medical insurance, and the reporting manager's name.
Send it as a PDF for signature, keep the signed copy on file, and register the employee with EPF, SOCSO and EIS from the first month.

Getting a Malaysian offer letter right

The Employment Act now covers all employees regardless of salary for most protections since 2023, so the leave, hours and notice minimums in it apply broadly. Terms can be better than the Act, never worse.
State EPF, SOCSO and EIS as the employer's statutory contributions and the employee's share as deductions, without quoting rates that change; the current EPF employer rate is 13% up to RM 5,000 and 12% above, and the employee share is 11%.
Probation is usually three to six months. Say how confirmation is given and that the notice period during probation may be shorter.
Notice must be the same for both sides and at least the Act's minimum (four, six or eight weeks by service) when the contract is silent.
Foreign hires need the pass before the start date; make the offer conditional on the Employment Pass being approved.

Frequently asked questions

Is an offer letter a contract in Malaysia?

Yes, once the employee signs the acceptance. Many companies use it as the full contract of service, which the Employment Act requires in writing for contracts over a month.

What leave must the letter give?

At least the Employment Act minimums: eight to sixteen days' annual leave and fourteen to twenty-two days' sick leave depending on years of service, plus public holidays and maternity leave of 98 days.

Can probation be extended?

Yes, if the letter says so. Say the maximum extension and that the employee will be told in writing before the probation ends.

Should the letter mention EIS?

Yes. The Employment Insurance System contribution of 0.2% each from employer and employee is mandatory for Malaysian employees, alongside EPF and SOCSO.