Letter of Appointment

Company Letter Head

Letter of Appointment

 

 

Date     :

Employee name

Employee address

Dear (Employee name),

Further  to  our  letter  of  offer/ interview  dated __________,  we  are  pleased  to  inform  you  that  you  are  hereby  appointed  as _____________  in  the  ___________________ Department  of  our  Organization to be based at ___________HQ as  per  terms  and  conditions  discussed  and agreed  upon  as  under :-

1.            This appointment is effective from _____________ the date of your joining our Organization.

2.      Your salary and other allowances shall be as per enclosed statement.

3.           Your  job  functions  and  responsibilities  as  ___________________  will  be  as  defined  broadly  in  the  enclosed  Annexure.

                         

4.       You  will  be  placed  on  probation  for  a  period  of  six  months  and  the  said  period  can  be  extended  by  another  three  months  and  on  the  expiry  of  the  period  of  probation  or  extended  period  of  probation,  if  you  are  not  confirmed  in  writing,  your  services  shall  be  deemed  to  be  automatically  terminated.  However,  unless  you  are  confirmed  in  writing,  you  shall  not  be  deemed  to  be  permanent.

5.       During probation, the notice period for termination / resignation will be 24 hours from either  side. After  confirmation,  the  notice  period  required from either side is one month.

6.       After  successful  completion  of  your  probation  ,  you  will  be  confirmed  in  writing  as  a  permanent  employee  of  the  Company.  You  will  be  entitled  to  statutory  and  service  benefits and be governed by discipline and other rules existing or may come into existence from time to time  , as  and  when  applicable  as  per  rules  of  the  Company  and  such  other  benefits  as  applicable  to  employees  in  force  from  time  to  time  to  the  location / place  wherever  you  are  working. The company depending upon need shall take suitable cover of GPA to take care of liability under Workmen Compensation Act provided you are not covered under ESI Scheme.

7.        Your future increments or promotion or any other salary increase shall be based on merit considering your periodic and consistent overall performance, business conditions and other parameters fixed from time to time at the discretion of the management and shall not be considered merely as a matter of right.

8.        During the period of service with the company , you shall not indulge and/ or take part in any activity of formation of council and / or association or become a member being part of management staff which are found to be detrimental in the interest of the company in any way. Such an action shall be deemed as infringement to service conditions of the company and amount to causing damage to its interest and shall call for disciplinary action being taken against you, as it may deem fit and appropriate.

9.        You shall retire from the services of the Company on attaining 55 years of age.

9.       During the tenure of your services, you will wholly devote yourself to the work assigned to you and will not undertake any other employment either on full or part time basis without prior permission of the Company in writing.  Any contravention of this condition will entail termination of your services from the Company.

11.  In  the event  you are absent  from duty  without  information or permission of leave or you overstay your sanctioned leave, the Management will treat you as having voluntarily  abandoned  the  services  of  the Company.

12.  All documents, plans, drawings, prints, trade secrets, technical information, reports, statements,  correspondence  etc., written or unwritten and also  information   and   instructions      that     pass   through    you  or    come     to    your knowledge  shall be  treated  as  confidential.   You shall not utilize them  for  your  own  use  or  disclose  to  other  persons  during  or  after  your  employment

13.  You shall carry out the job of ______________________ and such other jobs connected with or incidental to which is necessary for business of the Company.  You shall do any other work assigned to you, which you are capable of doing or work at any other post which has been temporarily assigned to you.

14.  You shall faithfully and to the best of your ability perform your duties that may be entrusted to you from time to time by the management.  You will be bound by rules, regulations and orders promulgated by the management in relation to conduct, discipline and policy matters.

You will not seek membership of any local or public bodies without first obtaining specific permission of the management. In the event of your becoming member without following due process as mentioned , it shall amount to contravention of provision of employment condition and the management reserves the right to take appropriate action including dispensing with your services , as it may deem fit.

You will not give out to any one, by word of mouth or otherwise, particulars of our business or administrative or organizational matters of a confidential nature which may be your privilege to know by virtue of your being our employee.

15.  While you are in employment of the company , you may be given or handed over company’s property and / or equipment for official use and you shall take care of them including their upkeep. On cessation of employment with the Company, you shall return all documents, books, papers relating to the affairs of the Company, purchased with the Company’s money, which may have come to you, and also any property of the Company in your possession.

16.  Any balance of advance or loan taken by you from the Company, shall be fully recovered from your salary and any other legal dues including  Gratuity , at the time of your leaving the services of the Company.

17.  While working as an employee if you enter into any business transaction with any party on behalf of the company within your permissible limits, it shall be your responsibility to ensure recovery of outstanding. If any outstanding remains at the time of leaving the services of the company, it shall be your responsibility to recover for remittance to the company  before you proceed to settle your legal dues in full and final settlement of your account.

18.  The company is obliged to deduct Income Tax at source as per provision of Income Tax Act / Rules . Accordingly , you are required to submit all required proof of permitted savings / investments and other details from time to time to enable the company to comply with the provisions of law. In the event of non compliance by you as aforesaid if the company is required to pay any interest or payment under Income Tax Act , it shall deduct the amount as may be paid or payable from your salary or other payments and you shall allow the company to comply with these requirements without objection.

19.  All disputes arising out of this letter will be subject to the jurisdiction of the Mumbai Court.  And that the courts, tribunals and/or authorities at Mumbai only shall have jurisdiction to entertain, try and decide such disputes or differences arising out of or pertaining to this contract of employment, irrespective of your working HQ being elsewhere at that times.

You  are  requested  to  return  the  enclosed  copy  duly  signed  as  a  token  of  your  acceptance  of  the  terms  and  conditions  of  your  employment.

Hope  that  this  will  be  the  beginning  of a  long  and  successful  career  with  us.

Yours faithfully,

For Company Name.,

___________________________

Name

Managing Director / Director

________________________________________________________________________

I, _____________________I/C No.__________________hereby confirm that I accept the above-mentioned terms and conditions of my appointment.

Signed : _________________

Date    : _________________

Letter of Authorization - Transfer of Insurance Agent

Your Name

Your Address

Date                 :          

Insurance Company Name

Attn                 :           Person In Charge

Dear Madam,

Policy No         :          

RE                   :           Letter of Authorization –

                                   Transfer Agent to Agent Name (Agent Code: xxxxx)

I write this letter to confirm my newly appointed agent is Agent Name with immediate effect.

I trust this letter is self explanatory and should you need any clarification can always call me.

Thank you.

Yours faithfully,

__________________

Your Name

Satisfied And Grateful With The Service

Company Letter Head

TO,

THE BRANCH MANAGER,

Service Company Name

Service Company Address

Dear (Person In Charge),

RE: SATISFIED AND GRATEFUL WITH THE SERVICE GIVEN BY THE TECHNICIAN

With the reference to the above, we are satisfied with the service given by the Technician of (Service Company Name). We trust that our recommendation will meet your high standard of requirement and hope that the Technician will continue this good work in future.

Thank you for your valued service.

Technician name : 

Type of service    :

Date                     :

Yours faithfully,

Your Company Name

_________________________                                                                                 

Manager Name

Manager

Self Termination By The Employee

Company Letter Head

Date :

Name               :

Staff No           :

Department      :

Self Termination By The Employee

We refer to your attendance record. You have been absented yourself since (Date) until (Date) without reasonable excuse or prior approval from superior.

Section 15(2) of the Employment Act states that “An employee shall be deemed to have broken his contract of service with the employer if he has been continuously absent from work for more than two consecutive working days without prior leave from his employer, unless he has a reasonable excuse for such absence and has informed or attempted to inform his employer for such excuse prior to or at earlier opportunity during such absence.”

You are now self termination and we have the right to deduct the notice in lieu and whatsoever necessity items that are not returned to us from your last salary.

Yours faithfully,                                                              Acknowledge By,

Company Name

………………………………………….                                           …………………………………..

Manager Name                                                               Name :            

Manager                                                                        I/C No :                                                                                                                         Date   :

Notice of Retrenchment

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: NOTICE OF RETRENCHMENT

As you know the business is experiencing serious financial problems as a result of economic circumstances, which unfortunately do not allow us to continue with the present manpower and personnel reduction has become necessary.

We regret to inform you that your position at (Existing position) is affected by this and that your services will be terminated from (Date). We expect you to work the notice period, to enable you to find alternative work it is not necessary for you to work your notice period, which will be paid by the business. You may therefore terminate your services upon receipt of this letter.

The company will compensate one month salary to you and will encash your remaining annual leave if have, which will serve as last and final payment due to you.

We wish to thank you for your services and loyalty and wish you all of the best for the future.

Please sign that you have received this letter.

Yours faithfully,            

Your Company Name

____________________                                                                               

Manager Name

Manager

___________________________________________________________________

I hereby acknowledge the receipt of this letter and agree with the contents therein.

Signature : _____________________

Name       : _____________________

NRIC No.    : _____________________

Date         : _____________________

Revise of Position and Salary

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: REVISE OF POSITION AND SALARY

After observing and discussion of the management, due to your work ability does not up to your promised as during interviewed. Therefore, the Management decided to revise your position from (Existing position) to (down grade position), and your monthly Basic Salary will be revised from RMxx to RMxx per month and we will pay you an Allowance RMxx per month with effect from (Date).

We hope that you will be able to put in your best effort towards the Company.

Thank you.

Yours faithfully,            

Your Company Name

____________________                                                                               

Manager Name

Manager

____________________________________________________________________________

I hereby acknowledge the receipt of this letter and agree with the contents therein.

Signature : _____________________

Name       : _____________________

I/C No.    : _____________________

Date         : _____________________

Extend Three Years Contract of Service

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: EXTEND THREE YEARS CONTRACT OF SERVICE

We would like to inform you that your work permit will be expired on (Date). We will extend your three years service contract valid from (Date) to (Date). If you want to continue the service contract you must follow the terms and conditions as below:-

1) Your monthly Basic Salary will be adjusted from RMxx to RMxx and Attendance Incentive RMxx per month with effect from (Date). The Company reserves the right to adjust the salary as and when it deems necessary.

2)  Your Levy RMxx per year will bear by the Company.

3) The employee has to renew minimum three (3) years service contract with the Company. Return air ticket shall be provided by the Company after three (3) years completion of the contract. For those who terminate the service before completion of the contract, the air ticket for repatriation and others expenses (Levy, etc.) should bear by the employee self.

4)   The company allows the employee takes two months leave for go back

      home.

5)   Others terms & conditions will remain as your previous Contract of 

      Service.

Yours faithfully,

Company Name

_________________                                                                                 

Manager Name

Manager

_________________________________________________________________

          I hereby voluntarily agree to bind the terms and conditions of the 
           contract and continue my employment with (Company name).

        

      

        I hereby disagree to bind the terms and conditions of the contract 

        and discontinue my employment with (Company name).

Signature : _____________________

Name       : _____________________

Date         : _____________________

Renewal of Work Permit

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: RENEWAL OF WORK PERMIT

We would like to inform you that your work permit will be expired on (Date). We will renew your work permit valid from (Date) to (Date). If you want to terminate the service contract you must giving two months notice to the management before we renew the work permit.

Thank you.

Yours faithfully,                                                                        

Company Name

_____________                                                                                 

Manager Name

Manager

___________________________________________________________________________

   I hereby agree to continue my employment with (Company name).

       

        I hereby disagree to continue my employment with (Company name).

Signature : _____________________

Name       : _____________________

Date         : _____________________

Testimonial

Company Letter Head

TESTIMONIAL

Date:

To Whom It May Concern:

This is to certify that (Employee Name), NRIC No.: xxxx has been under our employed as (Employee Position) from (Date Joined) to (Date Resigned).

During his service with our company, he found as a conscientious staff and is diligent in performing his duties.

(Employee Name) is leaving the company of his own accord. We take this opportunity to offer him our best wishes for his future undertaking and would recommend his service to whoever may require.

Thank you.

Yours faithfully,

Company Name

_________________                                                                         

Manager Name

Manager

Resume

Date     :

To HR Manager

Dear Sir or Madam,

RE: RESUME

Refer to your advertisement on Newspaper / Website, I would like to submit my resume for your kind consideration. My resume are as follow :-

Name                  :

NRIC No.           :

D.O.B                 :                               

Age                     : 

Address              :                                                            

Contact No.        :

Email Address   :

Race                   :

Gender                :

Marital Status    :

Nationality          :

Language            :

Higher Education   :

Working Experience :                                      

Expected Salary   :

Available to Work: 

Thanks & Best Regards.

Yours faithfully,

_________________

(Your Name)

Breach of Contract

Company Letter Head

Date     :

Name              : Employee name

Staff No           :

Department      :

RE: BREACH OF CONTRACT UNDER SECTION 15 (2) OF EMPLOYMENT ACT 1955

We refer to the Letter of Show Cause which sent to you dated (Date).

Till to date, we have not received any news or info from you despite countless call or messages had been made to your mobile contact number. You have not informed or attempted to notify the Company of the reason of your absence since your last working day on (Date).

By doing so, you have willfully breached Section 15(2) of the Employment Act 1955, whereby it is deemed that you have broken your contract of service with the Company.

By virtue of Section 13(1) of the said Employment Act, you had failed to serve the notice or paying short notice in lieu of payment. Therefore, we are demanding you to pay a week of short notice, equivalent to cash payment RMxxx to the Company.

We appreciate your swift reply & payment.

Thank you

Yours sincerely,

Company Name

_________________                                                                         

Manager Name

Manager

Show Cause Letter

Company Letter Head

Date     :

Name              : Employee name

Staff No           :

Department      :

RE: SHOW CAUSE LETTER

We refer to your attendance record. You have been absented yourself since (Date) without reasonable excuse or prior approval from superior.

Section 15(2) of the Employment Act states that “An employee shall be deemed to have broken his contract of service with the employer if he has been continuously absent from work for more than two consecutive working days without prior leave from his employer, unless he has a reasonable excuse for such absence and has informed or attempted to inform his employer for such excuse prior to or at earlier opportunity during such absence.”

You are now required to show cause in person why your service should not be terminated after absented yourself for more than two consecutive working days. Your reply must be reached to HR office no later than a week, from the date of letter issued. If you fail to offer any reasonable explanation within the stipulated time above, you are deemed to have agreed to self-termination and we have the right to deduct the notice in lieu and whatsoever necessity items that are not returned to us from your last salary.

Yours sincerely,

Company Name

________________                                                                                  

Manager Name

Manager

Tenancy Agreement

TENANCY AGREEMENT

An agreement is made this ___________ day of ___________ of year ____________

Landlord: ______________________________    Hp. No.: ______________________

Tenant    : ______________________________   Hp. No.: ______________________

GENERAL CONDITIONS

The Tenant hereby agrees and covenants with the Landlord as follows:-

1) The Landlord agrees to rent out the Premises of address:

   

     _____________________________________________________________

2) The monthly rental of the Premises is agreed as Ringgit Malaysia ________________.

3) Commencement Date from ___________________  End date ___________________.

4) The Tenant has to pay One-month deposit with the Landlord amounting to ___________ and Utilities deposit amounting to ______________. If  there is  any  breach of the terms, damages / forfeiture shall be deducted from the deposit.

5) If there is any removal, mutual agreement of One-month is required. Otherwise, the deposit is forfeited.

6) The Tenant shall not make any structural alteration or addition (not being in the nature of repairs) in or to the demised premises, unless agreed by  the Landlord in writing. The Tenant shall not  use the  premises for any illegal or immoral purposes.

7) The monthly rental exclude water and electricity charges but which will be added in your monthly rental and paid on behalf by the Landlord.

8) If the Deposit is paid and the Tenant changes the mind, then the Deposit is forfeited.

9) To permit  the Landlord  and  his agents, servants and others to enter the said premises at all reasonable times for the  purpose of viewing the  state and  condition  thereof  or for any other  reasonable purpose and forthwith to make good at the Tenant’s own expense any defects caused by the Tenant’s occupation of the premises.

IN WITNESS WHEREOF the parties hereto have hereunto set their hands the day and year first above stated.

SIGNED by the Landlord :______________________________________

                                       NAME   :

                               I.C. NO. :

SIGNED by the Tenant :______________________________________

                                     NAME  :

                              I.C./ PASSPORT NO.:

Letter of Transfer (Ex. 2)

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: LETTER OF TRANSFER

Refer to the above mentioned, due to the rapid expansion of (Outlet Name) business, we need who gains more experience to assist the food produce. So the management has decided to transfer you to (Outlet Name) and as we will compensate of RMxx Allowance for the transfer.

Your transfer will be effect from (Date) onwards.Your high co-operation are much appreciated.

Kindly signify your acceptance of the above.

Thank you.

Yours faithfully,                                                                I hereby agreed of the above,

Company Name

_____________                                                                 ________________________

(Manager Name)                                                                Name:

Manager                                                                            Date  :

Letter of Transfer (Ex. 1)

Company Letter Head

Date     :

Employee name

Employee address

Dear (Employee name),

RE: LETTER OF TRANSFER

With reference to the above mentioned, due to your service outlet (Outlet Name and Location) will close out business on (Date), the management has decided transfer you to (New Outlet Location) with effect from (Date).

In view of the above, your position and salary will be remained. Your high co-operation is much appreciated.

Kindly signify your acceptance of the above.

Thank you.

Yours faithfully,                                                                I hereby agreed of the above,

Company Name

_____________                                                                 ________________________

(Manager Name)                                                                Name:

Manager                                                                            Date  :