How to Get a Confirmation Letter of Employment (With Example)
In Malaysia, many official matters such as loan applications, government submissions, and employer-related processes require applicants to submit a confirmation letter of employment to verify their job status and income.
However, when this document is requested, many Malaysians are unsure what a confirmation letter of employment actually is, what information it should contain, or how to request it from their employer or HR department.
This article is written to help you clearly understand what an employment confirmation letter is, complete with practical examples and a step-by-step guide on how to prepare or obtain one in Malaysia.
Isi Kandungan
What is Confirmation Letter of Employment?
A confirmation letter of employment—also known as an employment verification letter or a letter confirming permanent employment—is an official document issued by an employer to verify a person’s employment status. It typically includes key information such as the employee’s name, job title, employment type (permanent or contract), salary, length of service, and employer details.
When Do You Need to Submit a Confirmation Letter of Employment?
Most official processes require a confirmation letter of employment because the relevant authorities need to verify your employment information and workplace as stated in your application forms.
In some cases, they may contact your office directly for verification. However, it is more common for them to request that you submit an employment confirmation letter in writing as valid supporting evidence.
Common official matters that require a confirmation letter of employment include:
- Personal Loan Applications with Banks, Cooperatives, or Financial Institutions
The purpose is to confirm the applicant’s employment status, income, and length of service. It also ensures that the applicant has stable employment and income, which helps assess creditworthiness and loan approval risk. - Credit Card Applications
Banks require this letter to confirm that the applicant has a stable job and income, ensuring they can repay credit card debts responsibly. - Immigration or Visa Processes
For visa or work permit applications, a confirmation letter of employment is needed to prove your current employment status. Authorities need to ensure that applicants have legitimate and stable employment in their home country, especially for work visas, long-term tourist visas, or study permits. - Housing Purchase or Home Loan Applications
This letter serves as proof of employment and steady monthly income. It is particularly required for government housing developers such as PR1MA or Rumah Mampu Milik, as well as financial institutions and LPPSA, so they can evaluate your eligibility for home financing.
How to Obtain a Confirmation Letter of Employment
A confirmation letter of employment is usually issued by your HR department or head of department. Here are the steps to request one:
1. Check the Requirements of the Requesting Party
Before requesting the letter from your employer, you need to know:
- What the letter is for (e.g., cooperative loans, bank loans, visa applications)
- What information needs to be included (e.g., salary, job title, permanent or contract status)
- Whether the letter should be in Bahasa Melayu or English
- Whether an official stamp and wet signature are required
Note: For cooperative loan applications, the letter typically must state your permanent employment status, basic salary, and have the official company stamp.
2. Contact Your HR Department
Submit your request via email or an internal company form if required. In your email, clearly include:
- Your full name and identification number
- Job title and department
- Purpose of the letter
- Preferred language of the letter
- Deadline for when you need the letter
3. Provide Additional Information (If Needed)
Sometimes HR may request you to:
- Specify the institution requesting the letter
- Provide a sample format or draft letter if your company does not have a standard template
Tip: You can refer to the sample confirmation letters of employment provided later in this article.
4. Review the Letter Content
Before submitting the letter to the requesting party, ensure all details are accurate:
- Your name & identification number
- Job title & employment status (permanent/contract)
- Start date of employment
- Company name
- Basic salary
- HR officer or head of department signature
- Official company stamp
5. Obtain a Physical Copy & Save a Soft Copy
Print at least one official stamped copy to submit to the requesting party.
Keep a soft copy in PDF format for future use, such as proof of employment, supporting documents, or personal reference.
Additional Tips for Government Employees
- Use the official letterhead of your department or ministry
- Follow the format commonly used for LPPSA, banks, or other government agency applications
Sample Confirmation Letter of Employment for Government Employees
Below is an example of a confirmation letter of employment specifically for Malaysian government staff. This template can be used as a reference when requesting your official letter from your department or ministry.
Example of Confirmation Letter of Employment for Government Teachers
Example of Confirmation Letter of Employment for Police
Sample Confirmation Letter of Employment for Officers in Malaysian Government Departments
Sample Confirmation Letter of Employment for Private Sector Employees
Below is a sample confirmation letter of employment for employees working in the private sector. This example can be used as a reference when requesting an official employment confirmation letter from your employer or HR department.
Sample Private Sector Confirmation Letter of Employment in Malay
Sample Private Sector Confirmation Letter of Employment in English
Many borrowers feel discouraged from continuing their applications because they need to provide a confirmation letter of employment. However, there’s an easier way. At Direct Lending, we help you find loans that don’t require a confirmation letter of employment, depending on your job type and the financial institution. Our consultants will assess your eligibility and recommend the best options to make the loan process faster and simpler.
This article is provided by Direct Lending, an online personal loan platform with a mission to offer easy, safe, and affordable loans for hardworking individuals. We help borrowers find, apply for, and obtain loans that best suit their needs. Our services are 100% free of charge.
