What Does Designation Mean in a Job? Explained for Malaysian Recruiters

When reviewing resumes or preparing offer letters, employers often come across the term “designation.” But what does it mean in a job context, and why is it important in recruitment and HR documentation?

What Does "Designation" Mean in a Job?

A designation refers to the formal job title assigned to an employee, such as Sales Manager, Software Engineer, or HR Executive. It represents the employee’s rank and responsibilities within an organisation and is used in HR records, official letters, and verification processes.

Designations are commonly used in government forms, payroll documentation, and employee handbooks. Having a clear designation makes it easier for HR teams to structure pay grades, job levels, and KPIs.

Designation vs Job Title vs Role

These three terms are often used interchangeably, but they serve different purposes:

Designation is the formal title that shows the employee’s rank or qualifications within the company.
Job Title may be broader or more casual, often used externally or in job listings.
Role refers to the actual responsibilities carried out, which may evolve over time.

For example, someone with the designation “Senior Marketing Executive” might be listed under the job title “Marketing Specialist,” but their role could include campaign management, vendor coordination, and data reporting.

Examples of Job Designations

To give better clarity, here are common designations across different levels:

Entry-Level: Junior Developer, Admin Assistant, Customer Support
Mid-Level: HR Executive, Business Analyst, Finance Officer
Senior-Level: Marketing Manager, Head of Operations
C-Suite: CEO (Chief Executive Officer), CFO (Chief Financial Officer), CTO (Chief Technology Officer)

Designations help define career progression and compensation structure across industries.

How to Verify the Designation of a Candidate

As part of the hiring process, verifying a candidate’s designation helps HR prevent misrepresentation. You can:

Ask for official documents like offer letters, confirmation letters, or promotion letters.
Contact the previous HR department or reporting manager for verbal confirmation.
Check consistency on LinkedIn or other professional platforms.
Request any email signature or work ID screenshots that reflect the title.

If designation verification is not immediately available, you may delay hiring or request alternate forms of proof.

20 Questions to Ask a Designation Reference Contact

What was the candidate’s official designation?
Was the designation listed in their offer or confirmation letter?
What were the candidate’s key responsibilities?
Did their designation ever change during their employment?
What level did the designation correspond to in your organisation?
Was the role managerial or non-managerial?
Did the candidate lead a team? If yes, how many?
Did the designation involve external client communication?
Were there any certifications tied to the designation?
How long did they hold the title?
Were they promoted internally or hired directly at that designation?
Did the designation align with their actual job scope?
Was the designation tied to any salary band?
Was the title consistent across internal records and payslips?
How was the designation used in reference letters?
Was the designation necessary for regulatory purposes?
Did the employee resign at the same designation?
Is there a reason for discrepancy (if any) with LinkedIn or CV?
Are there supporting documents you can confirm for verification?
Would you rehire them in the same designation?

What Is a Good Format for Designation?

Keep designations consistent across company records, letters, and HR systems. A clear format could be:

[Seniority] + [Department/Function] + [Level]

Examples:

Senior Finance Executive
Junior QA Analyst
Head of Content (Grade M5)

If No Designation Contact Is Available

Sometimes, employers cannot verify the designation through official channels. In such cases, you can:

Request alternate reference from a senior colleague or team leader.
Ask for supporting emails, ID badge, or appointment letter that includes the designation.
Add a note in the hiring file indicating verification is pending and request written clarification from the candidate.
Delay the hiring decision until clarity is achieved.

WhatsApp Template to Follow Up with Candidate

You can use these 5 WhatsApp templates to follow up with candidates regarding designation verification. Each template maintains a polite, professional tone and reflects real-life HR communication scenarios:

Formal + Friendly Approach

Hi [Candidate’s Name], thanks again for your time. We're currently completing the background verification for your application. Could you please share the contact of someone from your previous company (HR or manager) who can confirm your last designation? Let us know if you prefer to send a letter or document instead. Appreciate your help!

Straightforward Reminder

Hi [Candidate’s Name], just a quick reminder. Could you assist us with verification for your last job designation? You can send a copy of your offer letter, confirmation letter, or any reference contact we can reach out to. Thank you!

Gentle Follow-Up After Delay

Hi [Candidate’s Name], hope you're doing well. We're still waiting to complete one part of your background check: your last designation. Let us know if you’ve managed to get the contact details or relevant document. No rush, but it will help us proceed faster.

Alternate Option

Hi [Candidate’s Name], if HR from your last company is unavailable, could you share the name of your team lead or a senior colleague who can verify your designation? A screenshot of your ID badge or company email signature can also work if needed. Thanks!

Clarification + Transparency

Hi [Candidate’s Name], just wanted to confirm—our process requires verification of your most recent job title/designation. Do you have any official document or someone we can speak to? This step helps us keep our records accurate before moving forward.

Why It Matters to Employers and HR

Designations can affect various part of the company:

Organisational clarity for structure teams and reporting lines.
Salary and KPI mapping to link job level with compensation and expectations.
Hiring accuracy to reduce the risk of role misrepresentation.
Career development planning for tracking promotions and internal mobility.

Having a clear designation gives a clear understanding of job designations supports better decisions in recruitment, performance review, and compliance.