The Job Release Letter is a fundamental document in Malaysian employment practice, used when an employee's service with a company is being terminated, whether through resignation, mutual agreement, or other circumstances. This document, which must comply with the Employment Act 1955 and other relevant Malaysian employment legislation, serves multiple purposes: it formally acknowledges the end of employment, confirms the final working day, outlines any outstanding obligations or payments, and provides legal protection for both parties. The Job Release Letter is particularly important in Malaysia as it forms part of the official employment records and may be required for future reference, visa applications, or employment verification. It should be drafted with careful attention to detail, ensuring all legal requirements are met while maintaining professional courtesy.
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1. Letter Header and Date: Company letterhead, current date, and reference number if applicable
2. Recipient Details: Employee's full name, position, and employee ID number
3. Subject Line: Clear indication that this is a Release Letter/Letter of Release
4. Confirmation of Release: Formal statement confirming the acceptance of resignation and release date
5. Last Working Day: Clear specification of the final working day
6. Settlement of Dues: Statement regarding final salary, leave encashment, and other financial settlements
7. Company Property: Reference to return of company property and documents
8. Clearance Requirements: List of clearances needed from different departments
9. Expression of Appreciation: Professional acknowledgment of the employee's service
10. Signature Block: Space for authorized signatory details and signature
1. Non-Compete Reminder: Include when the employee's contract contains non-compete clauses that survive termination
2. Ongoing Project Status: Include when there are specific projects requiring handover
3. Confidentiality Reminder: Include when dealing with employees who had access to sensitive information
4. Reference Provision: Include when the company agrees to provide employment references
5. Benefits Continuation: Include when there are benefits extending beyond the last working day
6. Exit Interview: Include when an exit interview is required as part of the release process
1. Handover Checklist: Detailed list of items, tasks, and responsibilities to be handed over
2. Final Settlement Statement: Breakdown of final payment including salary, benefits, and any deductions
3. Department Clearance Form: Form for obtaining clearance from various departments
4. Company Property Checklist: List of company assets to be returned by the employee
Relevant legal definitions
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Relevant Industries
Manufacturing
Technology
Financial Services
Healthcare
Education
Retail
Construction
Professional Services
Telecommunications
Hospitality
Logistics
Energy
Agriculture
Mining
Real Estate
Relevant Teams
Human Resources
Legal
Compliance
Administration
Corporate Secretariat
Employee Relations
Personnel Management
Operations
Industrial Relations
Relevant Roles
Human Resources Manager
HR Director
Legal Counsel
Company Secretary
HR Executive
HR Administrator
Compliance Officer
Employee Relations Manager
HR Business Partner
Personnel Manager
Administrative Manager
Operations Manager
Department Head
Line Manager
Recruitment Manager
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