Surat Pengesahan Jawatan (Confirmation Letter)

Template Language

Switch between pre-written English and Malay templates.

Sender

Sender Name

Company / Organization

Address

Phone

Document Details

Reference No

Date

Recipient Name

Recipient Organization

Recipient Address

Subject

Content

Salutation

Body

Closing

Signer Name

Signer Position

Company Name

Reference:-

Date:-

Subject

Dear Sir / Madam,

Thank you.

Name

Position

About This Module

Generate post-probation confirmation letters that formally confirm an employee's permanent appointment after successfully completing their probationary period. This free, browser-based tool supports English and Bahasa Melayu templates and requires no login.

What Is the Surat Pengesahan Jawatan (Confirmation Letter) Generator?

A Surat Pengesahan Jawatan is a formal confirmation letter issued by an employer to notify an employee that they have successfully completed their probation and are now confirmed in their position as a permanent staff member. In Malaysian HR practice, this letter typically states the effective date of confirmation, any revised salary or benefits, and updated terms of service. This tool allows HR departments to produce properly structured confirmation letters quickly, ensuring consistency across the organization and a clear record for both parties.

How It Works

Select your language preference and load the pre-written template if desired. Enter the issuing company details as the sender, then fill in the employee's name and department as the recipient. Specify the confirmation reference number, date, and subject line indicating the confirmed position. In the body, include the confirmation effective date, any salary adjustments, and updated terms. The preview panel reflects every change in real time. Once finalized, click Print Document to produce a professional letter ready for the employee's personnel file.

Best Use Cases

End of probation: Issue formal confirmation letters to employees who have successfully passed their three-month or six-month probation period.

Salary revision notification: Combine confirmation with a salary increment or benefits upgrade effective from the confirmation date.

HR compliance: Maintain proper documentation of employment status changes as required by internal policies and labour regulations.

Employee morale: Provide employees with a tangible, professional document recognizing their successful integration into the organization.

Fields and Input Explanations

Sender Name: The authorized HR officer issuing this confirmation of position letter.

Company / Organization: The full registered name of the company.

Address: The company’s registered business address.

Phone: Contact phone for HR or the issuing officer.

Email: Contact email for HR or the issuing officer.

Reference No: The confirmation letter reference number (e.g., HR/PJ/2025/010).

Date: The date the confirmation letter is issued.

Recipient Name: The employee’s full name being confirmed in their position.

Recipient Organization: The employee’s department or business unit.

Recipient Address: The employee’s home or contact address.

Subject: Subject line specifying the position (e.g., “Pengesahan Jawatan — Pengurus Kewangan”).

Salutation: Opening greeting (e.g., “Dear Mr. Zainal,” or “Yang Dihormati,”).

Body: Confirmation details including the title, effective date of confirmation, and any updated terms.

Closing: Closing phrase before the signature.

Signer Name: Full name of the HR Manager or authorized officer.

Signer Position: Designation of the signing officer.

Template Language: Choose English (EN) or Bahasa Melayu (BM) for the output template.

Frequently Asked Questions

What is the typical probation period in Malaysia before confirmation?

The standard probation period for most Malaysian employers is three to six months, though some roles — particularly senior management, specialized technical positions, or government-linked companies — may use a longer probation of up to twelve months. The probation duration should be stated in the original appointment letter. During probation, either party can terminate employment with shorter notice as specified in the contract. If no action is taken at the end of the probation period, some contracts state that the employee is deemed confirmed automatically, but issuing a formal Surat Pengesahan Jawatan is still recommended as clear documentation.

Does the confirmation letter constitute a new employment contract?

No. The Surat Pengesahan Jawatan confirms the continuation and permanency of the employment relationship established in the original appointment letter — it does not replace it. The confirmation letter should reference the original appointment terms and note any changes that take effect upon confirmation, such as salary increments, benefit enhancements, or changes to notice period obligations. If significant new terms are being introduced, it is advisable to prepare an updated employment agreement rather than relying solely on the confirmation letter to establish the new terms.

Is my data safe when using this generator?

Yes. All data entered into the Surat Pengesahan Jawatan tool — including employee details, salary information, and confirmation terms — is processed entirely in your browser and is never sent to or stored by Popupnote.com's servers. The document is generated and rendered locally, and no information leaves your device. Closing or refreshing the page clears all form data. Your HR records and employee information remain completely private.