One-Stop HR Information Centre

In Malaysia, it is quite common for financial institutions to conduct reference check with the employer of their loan applicants, or demand a letter of certification of from the loan applicants’ employers, before the loan is approved. As it is a letter of certification to bank, it is important to make sure that the provision of such letter will not put the company at any liability risk. Here is a sample of Letter of Certification:

***********************************************************

<Ref. No.>

<Date>

<Bank Address>

Dear Sir / Madam

Letter of Certification

This serves to certify that <Name> (<IC No.>) is an employee of our company whose personal particulars are:

Date Joined: <Date>

Current Position: <Designation>

Employment Status: <Permanent / Contract / Others>

Monthly Basic Salary: <amount>

Allowance(s): <if any>

*The above info provided might be varies, depends on the financial institution’s requirement.

We understand that this letter is given to the abovenamed to facilitate his/her application for loan and it is not an undertaking from the Company for any liability that may arise from the application at any time.

Should you need further information, please do not hesitate to contact the Human Resource Department.

Yours faithfully,

<Company Name>

<Signatory>

In cases if an employee resigns without serving full notice, which the notice period is not agreeable to be waived by the Company, the Company may demand for wages in lieu of short notice from the employee, and the sample letter is as follow:

<Ref. No.>

<Date>

<Name>

<Designation>

<Department>

Dear <Name>,

Acceptance of Resignation Letter

We acknowledge receipt of your letter dated <date> and hereby confirm acceptance of your resignation from the Company.

Under the terms and conditions of your employment, you are required to give the Company <number of> days’ notice up to <date>. However, since you have decided to leave on <date>, you will therefore be required to indemnify the Company the sum of <amount>.

Please return all company properties under your possession to <Name, Designation> or his appointed staff on your last working day.

On behalf of the Management, we take this opportunity to thank you for the services rendered and wish you with every success in your future undertaking.

Yours faithfully,

<Signatory>