Job Offer Letter Sample Malaysia 2026: Free Template and What to Include
A job offer letter is the first written record of what an employer and a candidate have agreed. In Malaysia it often becomes part of the contract of service once the candidate signs it, so a vague or wrong letter causes problems later. This guide covers what to include in 2026, the Employment Act minimums the letter should not go below, a sample you can copy, and a free Word template.
💡 Key takeaway:Download the Word template
Offer letter or contract of service?
Under the Employment Act 1955, a contract of service can be oral or in writing. A contract for a fixed period of more than one month must be in writing, and every written contract must include a clause on how either party can end it. Many employers use the offer letter for the key terms and a separate employment contract or handbook for the rest. Either way, once the candidate accepts, what the letter says matters, so write it as carefully as the contract.
What to include in a job offer letter
| Item | What to write | Legal minimum to check |
|---|---|---|
| Position and reporting line | Job title, manager, and the job description attached. | None. |
| Start date and place of work | The exact date, office address, and any remote or hybrid arrangement. | Employees can apply in writing for flexible hours, days or place of work. The employer must reply in writing within 60 days. |
| Salary | Basic salary per month, pay day, and each allowance listed separately. | Minimum wage of RM1,700 a month. |
| Working hours | Daily hours, working days and overtime terms. | No more than 45 hours a week. |
| Probation | Length, notice during probation and whether it can be extended. | The Act sets no probation rule, so the letter or contract decides. |
| Leave | Annual, sick, hospitalisation, maternity and paternity leave, and public holidays. | See the table below. |
| Statutory contributions | EPF, SOCSO and EIS. | Required by law. |
| Benefits | Medical and insurance cover and when it starts. | None. |
| Notice period | Written notice needed from either side after confirmation. | If the contract is silent: 4 weeks (under 2 years of service), 6 weeks (2 to 5 years), 8 weeks (5 years or more). |
| Conditions | Reference checks, documents, release from the current employer, and an Employment Pass for a foreign hire. | None. |
| Acceptance deadline | A date by which the candidate must sign, after which the offer lapses. | None. |
Employment Act minimums to check
| Entitlement | Under 2 years of service | 2 to under 5 years | 5 years or more |
|---|---|---|---|
| Annual leave | 8 days | 12 days | 16 days |
| Sick leave (no hospitalisation) | 14 days | 18 days | 22 days |
| Hospitalisation leave | Up to 60 days a year in total | ||
| Maternity leave | 98 consecutive days | ||
| Paternity leave | 7 consecutive days per confinement, up to 5 confinements, for a married employee with at least 12 months of service who gives notice | ||
For employees earning more than RM4,000 a month, the Act's rules on overtime pay, rest day and public holiday pay, and termination benefits do not apply, unless the employee is a manual worker or in a similar role. The leave and working hour limits above still apply. Sabah and Sarawak have their own labour ordinances.
Statutory contributions for a Malaysian employee under 60: EPF is 11% from the employee and 13% from the employer (12% when wages are above RM5,000). SOCSO is 1.75% from the employer and 0.5% from the employee, and EIS is 0.2% each, both on wages up to RM6,000. For a foreign employee the rules differ: see what it costs to hire a foreign engineer.
The minimum wage is RM1,700 a month. Budget 2027 announced an increase to RM2,000 from June 2027; check the final order before you rely on it.
Job offer letter sample
Here is a short sample. The Word template has the full version with all 13 sections.
Offer of employment: Senior Backend Engineer
Dear [Candidate name],
We are pleased to offer you the position of Senior Backend Engineer at [Company name], reporting to [Manager name], starting on [Start date] at our office in [City].
Your basic salary will be RM[amount] per month, paid by the [day] of each month. You will also receive a fixed [allowance name] allowance of RM[amount] per month. Normal working hours are [hours], Monday to Friday.
You will be on probation for [number] months. After confirmation, either party may end the employment with [notice period] written notice. You will receive [number] days of annual leave a year, and the Company will contribute to the EPF, SOCSO and EIS as required by law.
This offer is conditional on [satisfactory reference checks]. Please sign and return a copy by [deadline date].
Yours sincerely,
[Name], [Title]
Tips for employers
- Confirm the start date before you send. A date agreed at interview may clash with the candidate's notice period or plans. Check it again so the letter does not need reissuing.
- Keep the job description you advertised and discussed. Adding duties that were never mentioned costs trust and can lose the candidate at the last step.
- Separate basic salary from allowances. Pay rules depend on how each item is defined, and for a foreign hire the Employment Pass threshold counts basic salary only, so a clear split avoids disputes. Benchmark the number first with the salary checker.
- For a foreign hire, make the offer conditional on the Employment Pass. Check the category and steps first with the EP checker.
- Set a clear acceptance deadline. Leave the candidate enough time to decide and to plan their resignation, and say what happens if the deadline passes.
What candidates should check
- The start date, job title and responsibilities match what was discussed.
- The basic salary is correct, and allowances and bonuses are written down separately.
- The probation length and the notice period, during and after probation.
- Leave days, medical cover and other benefits, including when they start.
- Any conditions, such as checks or documents, and the acceptance deadline.
If something is missing or different, ask before you sign. It is much easier to fix at this stage.
How Seekers can help
Seekers is a licensed tech recruitment agency in Kuala Lumpur. We benchmark your role against live salary data, shortlist pre-vetted engineers, and support you through to the offer. Talk to us about a hire.
Frequently asked questions
Is an offer letter legally binding in Malaysia?
Once the candidate accepts it, an offer letter can form part of the contract of service, because the Employment Act recognises contracts made orally or in writing. Write it as carefully as the contract, and get legal advice for unusual terms.
Does an offer letter have to include a notice period?
Every written contract of service must say how either party can end it. If no notice period is written, the Employment Act sets 4, 6 or 8 weeks depending on length of service.
Is there a legal probation period in Malaysia?
No. The Employment Act does not set one, so the length and terms of probation come from the offer letter or contract.
What are the minimum working hours and leave in Malaysia?
Working hours are capped at 45 a week. Minimum annual leave is 8 days for under 2 years of service, rising to 12 and 16 days. Maternity leave is 98 days and paternity leave 7 days.
Sources
Employment Act 1955, updated text as at 1 January 2023, published by the Labour Department (JTKSM): sections 2, 10, 12, 37, 60A, 60E, 60F, 60FA, 60P, 60Q and the First Schedule. JTKSM FAQ on the 2022 amendments. Minimum Wages Order 2024, P.U.(A) 376/2024. Budget 2027: Ministry of Finance summary. EPF: KWSP. SOCSO and EIS: PERKESO. This guide and template are general information, not legal advice. Last checked: 27 October 2026.