A confirmation letter of employment formally records that an employee has successfully completed their probation period and is now a confirmed permanent staff member. It typically includes the employee’s name, position, confirmation date, any revised salary or employment terms, and an authorised signatory. Although the letter is usually short and less than one page, it is an important employment document that records the employee’s confirmed status and any changes to their employment terms. Employers should also ensure the confirmation process aligns with the Malaysia Employment Act 1955 and the terms set out in the original employment contract.
This guide explains what a confirmation letter should include, provides a step-by-step format employers can follow, and explains how it differs from the original employment contract.
What Is a Confirmation Letter of Employment?
A confirmation letter of employment is a formal written notice from an employer to an employee stating that their probationary period has ended successfully and their employment is now confirmed on a permanent basis. It follows the original employment contract signed at the start of employment, and it is issued once the employer has assessed the employee’s performance during the agreed probation period, typically 3 to 6 months in Malaysia.
Why Does a Confirmation Letter Matter Legally?
A confirmation letter matters because it marks a change in the employee’s legal standing. An employee on probation can generally be terminated with shorter notice and fewer procedural requirements than a confirmed employee, once confirmed, the standard notice periods and dismissal protections under the Employment Act 1955 apply in full. Without a clear confirmation letter, disputes can arise over whether an employee’s probation has actually ended, which affects their entitlements if the employment relationship is later terminated.
What Should a Confirmation Letter of Employment Include?
A compliant confirmation letter should cover six elements, this is the part employers get wrong most often, usually by leaving out the effective date or the reference back to the original contract, so each one below includes what it should look like in practice.
Employee’s full name and job title
This must match exactly what appears in the original employment contract, a mismatched title (for example “Executive” in the contract versus “Senior Executive” in the letter) creates ambiguity about what role is actually being confirmed.
A clear statement of confirmation
The letter needs explicit wording that probation has ended and employment is now confirmed, not implied or assumed. For example: “We are pleased to confirm that your employment has been confirmed with effect from 1 September 2026, following the successful completion of your probationary period.” Vague phrasing like “your performance has been satisfactory” without an explicit confirmation statement leaves the employee’s status unclear.
Effective date of confirmation
State the exact date confirmed status takes effect, this is the reference point for notice period and other length-of-service calculations going forward, and it should be a specific date, not a vague reference like “upon receipt of this letter.”
Any revised terms
If salary, benefits, or role are changing upon confirmation, state the new terms explicitly, for example: “Your monthly salary will be revised to RM4,500, effective 1 September 2026.” If nothing is changing, say so directly rather than leaving the letter silent on the point.
Reference to the original employment contract
Include a line confirming that all other terms of the original contract remain unchanged and in force, for example: “All other terms and conditions of your employment as set out in your employment contract dated [date] remain unchanged.” This keeps the two documents aligned and avoids any suggestion that the confirmation letter overrides the original contract.
Authorised signatory
The letter must be signed by HR or a manager with the actual authority to confirm employment, on company letterhead, an unsigned letter or one signed by someone without confirmation authority can be challenged later if a dispute arises.
How to Write a Confirmation Letter of Employment
Follow this order when drafting the letter, it maps directly onto the six required elements above.
1. Open with the employee’s details and date
State the employee’s full name, job title, and the date the letter is issued, formatted as a standard business letter on company letterhead. Keep this section short, one or two lines is enough, the substance of the letter comes next.
2. State the confirmation clearly in the first paragraph
Lead with the confirmation itself rather than working up to it. For example: “We are pleased to confirm that your employment with [Company] has been confirmed with effect from [date], following the successful completion of your probationary period.” Putting this in the first paragraph, not buried after several lines of preamble, is what makes the letter unambiguous if it’s ever referenced later.
3. Note any revised terms
If salary, benefits, or role are changing upon confirmation, state the new terms clearly and specify the effective date, using exact figures rather than percentages or ranges. If there is no change, add a short line confirming that terms remain as per the original contract, so the letter doesn’t leave the point open to interpretation.
4. Reaffirm the original contract
Add a line confirming that all other terms and conditions in the original employment contract remain unchanged, and reference the contract by its date to make the connection between the two documents explicit.
5. Close with a signatory
End with a short closing line, such as “We look forward to your continued contribution,” then the name, title, and signature of the authorised HR or management signatory. Keep a signed copy on the employee’s personnel file, this is the document that will be referenced if a dispute about length of service or notice period ever comes up.
Confirmation Letter vs Employment Contract: What’s the Difference?
The two documents serve different purposes at different points in the employment relationship, and neither replaces the other.
The employment contract is the founding legal document, signed before or at the start of employment, setting out salary, role, probation period, and all standard terms.
The confirmation letter is a short follow-up notice issued after probation ends, it does not replace the contract, it confirms that the employee has passed probation and, where relevant, records any changes to the original terms.
| Employment Contract | Confirmation Letter | |
| When issued | Before or at the start of employment | After probation ends |
| Length | Several pages, full terms | Usually under one page |
| Purpose | Establishes the employment relationship | Confirms probation ended, notes any changes |
| Governing document | Yes, for all standard terms | No, it references and supplements the contract |
How to choose which one to issue? Issue an employment contract once, at the start of the relationship, it is not something you reissue later. Issue a confirmation letter once probation ends, referencing the existing contract rather than restating it. If a role or salary changes substantially outside of a probation confirmation, for example a promotion two years in, that calls for a separate letter of variation or an addendum to the contract, not a confirmation letter, which is specifically tied to the end of probation.
Similarly, when an employee receives an external job offer, employers should assess the situation before deciding whether to counter offer an employee who has a job offer. Any changes to salary, role, or employment terms resulting from the counter offer should be properly documented through the appropriate employment documentation.
Hiring with Trust Recruit
Trust Recruit has supported employers across Malaysia for over 20 years, including guiding HR teams through probation review and confirmation letter documentation for new hires placed through our recruitment services. Getting the confirmation date and wording right matters more than most employers expect, it is the reference point for notice period and dismissal protections later on, and a vague or missing letter is one of the most common gaps we see during employer compliance reviews. Hiring with trust recruit agency now.
Conclusion
A confirmation letter of employment is short but consequential, it marks the point where an employee’s probation ends and their standard employment protections take full effect. Keep it clear, dated, specific about any revised terms, and signed by an authorised signatory, and reference the original contract so both documents stay aligned.
Need help reviewing your probation and confirmation process? Contact Trust Recruit today for a free consultation on employment documentation and compliance.
Frequently Asked Questions
The employee’s name and title, a clear confirmation statement, the effective date, any revised terms, a reference to the original contract, and an authorised signatory.
It is not explicitly mandated by statute, but it is standard practice and important evidence of when an employee’s probation ended and full employment protections began.
Most employers set 3 to 6 months, though the exact length is set out in the original employment contract.
No. It confirms that probation has ended and records any changes to terms, the original contract remains the governing document for everything else.
Yes, if performance has not met expectations, an employer can issue a probation extension letter instead of a confirmation letter, provided this is done before the original probation period ends.
Ambiguity about whether probation has ended can create disputes over an employee’s notice period and dismissal protections, issuing a clear letter avoids this.