How HR in Malaysia Can Offer a Job Over the Phone (with Script)

Offering a job is an exciting moment for both employers and candidates. In Malaysia, many employers and HR teams still make a verbal job offer over the phone before sending a formal offer letter.

A well-handled phone call can leave a strong first impression and increase the chances of a candidate accepting your offer. In this guide, we share practical tips for Malaysian employers and HR, along with a simple phone script you can use.

Why Employers in Malaysia Still Offer Jobs Over the Phone

While written offer letters are important, calling a candidate first helps to:

Confirm their interest quickly
Clarify salary and role details early
Build trust and excitement before paperwork

For HR teams, this also helps speed up the hiring process and avoid misunderstandings later.

How to Offer a Job Over the Phone: Tips for Malaysian Employers

Before making the call, make sure all key details are confirmed internally, including salary, start date, and reporting line.

Explain Why You are Calling

Start the call clearly and positively. Let the candidate know early that the purpose of the call is a job offer. This helps set the right tone and avoids confusion.

A simple and clear opening works best, especially for candidates who may be at work or in transit.

Show Genuine Enthusiasm

Candidates want to feel valued. Take a moment to explain why they were selected and what stood out during the interview.

If multiple interviewers were involved, you can briefly share positive feedback. This reassures the candidate and increases confidence in accepting the role.

Share Salary and Benefits Clearly

Be transparent when discussing salary. In Malaysia, candidates often expect clarity on:

Basic salary
Allowances (if any)
Bonus structure or incentives
Benefits such as EPF, SOCSO, EIS, medical coverage, or leave entitlement

To avoid confusion later, double-check your payroll figures with our free EIS, SOCSO, EIS calculator before confirming contribution

Clear explanations help avoid follow-up confusion and build trust.

Set Clear Expectations and Timelines

Give candidates time to consider the offer, but always set a clear deadline for their response. This helps HR plan onboarding, equipment, and reporting schedules.

If the candidate accepts during the call, confirm key details such as:

Proposed start date
Working hours
Work location (office, hybrid, or remote)

Leave Space for Questions

Always allow time for the candidate to ask questions. They may want to clarify job scope, benefits, probation period, or reporting structure.

Let them know they can also follow up by email, and inform them that a formal offer letter will be sent after the call.

Simple Phone Script for Offering a Job

You can adapt this script based on your company tone and role.

Employer / HR:
“Hi [Candidate Name], this is [Your Name] from [Company Name]. Is this a good time to talk?”

Candidate responds

Employer / HR:
“Great. I’m calling with good news. We would like to offer you the position of [Job Title]. We were impressed with your experience and how you handled the interview, especially your [specific skill or strength].”

Candidate responds

Employer / HR:
“As discussed earlier, this role is based in [location / hybrid / remote]. The working hours are [days and hours]. We are offering a basic salary of RM[amount] per month, along with [brief mention of allowances or incentives].”

Candidate responds

Employer / HR:
“In terms of benefits, we provide EPF, SOCSO, EIS, and [medical coverage / annual leave / other benefits]. I will include all details in the official offer letter.”

Candidate responds

Employer / HR:
“We’re happy to give you some time to consider the offer. Could you let us know your decision by [date]?”

Candidate responds

Employer / HR:
“Do you have any questions for me at the moment?”

Candidate responds

Employer / HR:
“Thank you for your time today. I’ll send the formal offer letter by email shortly. Feel free to reach out if you have any questions before the deadline.”

A phone job offer is not just about sharing information. It reflects your company culture and professionalism. A clear, friendly, and confident approach can make a big difference in securing the right hire.

Once the candidate verbally accepts, always follow up with a written offer letter to confirm terms officially.

Frequently Asked Questions (FAQ)

Is a job offer over the phone legally binding in Malaysia?

A verbal job offer can be considered binding, but it is not recommended to rely on it alone. Employers should always follow up with a written offer letter to clearly confirm salary, job scope, and employment terms.

Can a candidate reject a job after accepting it over the phone?

Yes. A candidate may still reject the job even after verbally accepting it over the phone. This is why employers should send a formal offer letter as soon as possible to secure written acceptance.

What details should employers confirm during a phone job offer?

During the call, employers should clearly confirm the job title, salary, benefits, work location, working hours, and proposed start date. This helps avoid misunderstandings before the offer letter is issued.

How long should employers give candidates to respond to a job offer?

Most employers in Malaysia give 2 to 5 working days for candidates to consider a job offer. The timeline should be clearly communicated during the call.

Should employers discuss salary over the phone before sending an offer letter?

Yes. Salary should be discussed clearly during the phone call so candidates understand the offer before receiving the formal offer letter. This helps prevent rejection later in the process.

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