The Staff Transfer Letter is a crucial document in Malaysian employment practice, used when an employee is being transferred to a different role, department, or location within the same organization. This document type is essential for compliance with Malaysian employment law, particularly the Employment Act 1955, and serves multiple purposes: it formally documents the transfer decision, clarifies new terms and conditions, maintains continuity of employment, and provides a clear record for both employer and employee. The letter typically includes essential information such as the effective date, new position details, reporting structure, and any changes to employment terms, while confirming the continuation of existing benefits unless explicitly modified.
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1. Letter Header: Company letterhead, date, reference number, and employee's full name and address
2. Subject Line: Clear indication that this is a transfer letter
3. Opening Paragraph: Reference to previous discussions or decisions regarding the transfer
4. Transfer Details: New position, department, and location details
5. Effective Date: Clear statement of when the transfer takes effect
6. Reporting Structure: Information about new supervisor or reporting relationships
7. Current Terms Continuation: Confirmation that existing employment terms and conditions remain unchanged unless specifically stated
8. Acknowledgment Request: Request for employee's acceptance of the transfer
9. Closing: Standard closing with contact information for questions and space for signatures
1. Revised Compensation: Include if the transfer involves any changes to salary or benefits package
2. Relocation Information: Include if the transfer involves geographical relocation
3. Transition Period: Include if there is a handover period or phased transition
4. Special Allowances: Include if transfer comes with additional allowances or benefits
5. Performance Requirements: Include if transfer involves new KPIs or performance expectations
6. Training Provisions: Include if new role requires specific training or orientation
1. Schedule A - New Job Description: Detailed description of new role and responsibilities
2. Schedule B - Revised Benefits Structure: If applicable, detailed breakdown of any changes to benefits
3. Schedule C - Relocation Package: If applicable, details of relocation assistance and benefits
4. Appendix 1 - Handover Checklist: List of tasks and responsibilities to be transferred
5. Appendix 2 - Organization Chart: New organizational structure showing employee's position
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Professional Services
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Relevant Teams
Human Resources
Legal
Compliance
Operations
Administration
Employee Relations
Talent Management
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Corporate Services
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