13 Free HR Templates for Various Activities in the Company
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Running a business in Malaysia isn’t always easy.
With so many things to manage—from employees to daily operations—sometimes it feels like there’s just not enough time in the day.
When it comes to HR, the paperwork and endless processes can really add to the stress.
But what if we told you there’s a simple way to make things easier?
Introducing 13 Free HR Templates that can help you tackle various HR tasks in your company.
These templates are designed to save you time, reduce your workload, and make managing HR a whole lot smoother.
Whether you're running a small business in KL or expanding in Penang, these templates will help you simplify HR tasks and focus more on growing your business.
Let’s get started!
1. Acceptance of Resignation Letter Template
When an employee resigns, it’s important to officially acknowledge it in writing.
This letter confirms the resignation, states the employee's last working day, and outlines the clearance process.
Having a proper resignation acceptance letter helps wrap up the employment relationship professionally.
Download the free template here.
2. Termination Letter Template
Ending someone’s employment is never easy, but it has to be done properly.
This letter helps you communicate the termination clearly, whether it’s due to misconduct, redundancy, or performance issues.
It protects both the company and the employee by putting everything in writing.
Download the free template here.
3. Confirmation Letter Template
After an employee completes their probation, a confirmation letter is sent to confirm their permanent status.
It includes the effective date and, if applicable, any salary adjustment. It’s a simple but important way to welcome someone into the team fully.
Download the free template here.
4. Employment Contract Letter Template
An employment contract outlines the terms and conditions of a new hire’s job, including job title, salary, benefits, working hours, and the duration of the contract.
An employment contract helps avoid misunderstandings later on.
Download the free template here.
5. Exit Interview Form Template
Before an employee leaves, it’s good to understand why. An exit interview form helps collect honest feedback that may improve your workplace.
It covers reasons for leaving, job satisfaction, and suggestions for improvement.
Download the free template here.
6. Extension of Probation Letter Template
Sometimes, an employee needs more time to prove themselves.
The letter explains why their probation is being extended, how long the extension will last, and what’s expected during the period.
Download the free template here.
7. Job Application Form Template
Instead of collecting CVs in different formats, a job application form keeps everything standard.
It captures personal details, work history, skills, and references in one document, making the hiring process easier and more organised.
Download the free template here.
8. Performance Appraisal Template
Performance reviews are important, but without a clear format, they can be hard to manage.
This template helps track an employee’s work quality, strengths, areas that need improvement, and goals for the next cycle. It gives structure to the feedback process.
Download the free template here.
9. Promotion Letter Template
When someone gets promoted, it’s not enough to just say “Congratulations.”
A proper promotion letter formally announces the new position, any salary changes, and who they will report to. It also marks a proud moment in the employee’s journey.
Download the free template here.
10. Salary Increment Letter Template
Salary adjustments need to be documented, whether due to performance, tenure, or market review.
Salary increment letter states the new salary amount, the effective date, and the reason for the change.
Download the free template here.
11. Show Cause Letter Template
When there’s an incident at work, such as misconduct or repeated absenteeism, a show cause letter is issued.
The letter gives the employee a chance to respond before further action is taken. It lists the details of the case, expectations for response, and the consequences.
Download the free template here.
12. Warning Letter – Misconduct Template
If an employee breaks the rules, a warning letter helps set clear boundaries.
It outlines what happened, what needs to change, and what could happen if the behaviour continues.
Download the free template here.
13. Warning Letter – Non-Performance Template
Poor performance can’t always be ignored. This letter helps HR and managers address issues like missed targets or low output.
It also provides a chance for the employee to improve, with a clear timeline and support plan.
Download the free template here.
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