How to Write an Employer Confirmation Letter (+ Free Samples)

Writing a confirmation letter for your employee might seem like a small thing—but in Malaysia, it really matters.

Whether it’s for a new hire, a visa, or to help someone prove they’re working with you, this letter can mean a lot.

When written well, it shows that you’re a caring and professional employer. But if it’s done wrongly, it could lead to delays, confusion, or even legal trouble—and no one wants that.

If you’re thinking, “I’m not sure how to write this,” don’t worry! You’re not alone, and we’re here to help.

This guide will walk you through the whole process in a simple and friendly way.

We’ll give you tips, make it easy to understand, and even include free templates you can copy and use.

Let’s get started—and make this task quick, clear, and stress-free!

What is Exactly an Employer Confirmation Letter?

An employer confirmation letter, sometimes called an employment verification letter, is a formal document issued by an employer to confirm an employee’s job status.

It can confirm that the person is currently employed, share their job details, and sometimes include salary information.

This letter becomes especially important after a probationary period, as confirmation of continued employment isn’t automatic.

Employers need to issue this letter to make the employee’s status official.

But the use of this letter goes beyond just internal HR. Employees often need it for personal reasons and that’s where your support as an employer matters.

Key Components of an Employer Confirmation Letter

To make your employer confirmation letter effective and professional, there are several key elements to include:

Company Information

Start with your company’s name, address, and contact details. This gives the letter credibility and tells the recipient that it’s coming from an official source.

Employee Details

Mention the full name of the employee, their job title, department, and the date they started working with your company. 

Employment Status

Clearly state the employment status if the employee is permanent, contract-based, on probation, or part-time. Tell the recipient the nature of the employee’s job arrangement with your company.

Employment Dates

Include the start date of the employee’s current role. If the letter is for post-probation confirmation, mention both the probation start and end dates.

Salary and Benefits (if needed)

If the letter is meant for financial purposes like loan or visa applications, you may need to include salary information and a brief list of benefits (such as medical, EPF, or travel allowance). If not required, this section can be skipped.

Purpose of the Letter

Mention why the letter is being issued, for example to confirm employment after probation, or for a bank’s verification process. It helps the reader understand the context.

Authorized Signatory and Company Stamp

The letter should be signed by someone from HR or management who has the authority to confirm the information.

Add a company stamp or seal if available, especially for official uses.

When and Why Employers Issue a Confirmation Letter?

Employers issue confirmation letters for several important reasons, depending on the situation. Here are the most common ones:

After Probation Period

Once an employee completes their probation successfully, a confirmation letter officially updates their employment status to permanent or confirmed.

Loan Applications

Banks and financial institutions often ask for a confirmation letter to verify an employee’s job status and income when they apply for housing loans, car loans, or personal financing.

Visa or Work Permit Applications

Immigration departments can request a letter for applying for a visa or work permit. The letter must prove they are employed and earning a stable income.

Rental Applications

Landlords or agents may ask tenants to show proof of employment to confirm their ability to pay rent regularly.

Internal Records

HR departments may use confirmation letters to update employee files, especially after probation, promotion, or a change in job status.

How to Draft an Employer Confirmation Letter?

Writing a confirmation letter doesn’t have to be complicated. Below are the key steps to get it right.

These steps can help you write a confirmation letter that looks professional and gives your employee the documentation they need without causing confusion or delays.

1. Use Company Letterhead

Start the letter on an official letterhead with your company’s logo and contact details. This helps validate the letter’s authenticity.

2. Maintain a Professional Tone

Write in a clear, polite, and formal manner. Use language that is respectful and avoids confusion.

3. Include the Right Information

Add important details such as the employee’s name, position, department, employment start date, and job status. If needed, include salary and benefits.

4. Mention the Purpose

Clearly state why the letter is being issued. Is it for post-probation confirmation, a bank, immigration, or any other reason.

5. Be Clear and Factual

Avoid unnecessary words or emotional language. Stick to the facts and check the details for accuracy.

6. Add Signature and Stamp

The letter should be signed by someone authorised, such as HR or a manager. Include a company stamp if needed for official uses.

7. Keep a Copy

Always keep a copy of the letter in the employee’s file for your internal records.

Dos and Don’ts When Drafting

Here are a few quick reminders to help you get the tone and content right:

Dos:

• Do use your company’s official letterhead so the letter looks professional and traceable.

• Do check all details carefully before issuing the letter. Even a small error like a wrong job title can cause problems for the employee.

• Do keep a copy of the letter in the employee’s file for your internal records.

• Do tailor the letter to match the purpose. A confirmation after probation may look different from one used for a visa application.

Don’ts:

• Don’t include unnecessary personal opinions or vague phrases. Stick to facts.

• Don’t use casual language or informal greetings. This is an official document.

• Don’t guess information like the employee’s salary or job title if you’re unsure. Always verify with HR records.

• Don’t delay issuing the letter if the employee needs it for time-sensitive matters like loan or visa applications.

4 Sample Templates of Employer Confirmation Letters

Below are four sample templates of the Employer Confirmation Letter, tailored to different needs.

These templates are written in simple, formal, and can be adapted for your company’s use:

Sample 1: Standard Confirmation Letter for Employee Verification

[Company Letterhead]

[Company Name]
[Company Address]
[Phone Number] / [Email]
[Date]

To:
[Employee Name]
[Employee Address]

Dear [Employee Name],

We are pleased to confirm your continued employment with [Company Name] as a [Job Title], following the successful completion of your probationary period. Your probation began on [Start Date] and ended on [End Date].

Your confirmed employment details are as follows:

• Job Title: [Job Title]

• Department: [Department Name]

• Reporting Manager: [Manager Name]

• Start Date (Confirmed): [Start Date]

• Employment Type: [Permanent/Contract/Other]

We appreciate your contributions to the team and look forward to your continued success at [Company Name].

Should you need any clarification, please contact our HR department.

Sincerely,

[Authorised Signatory Name]
[Job Title]
[Signature]
[Company Stamp (if applicable)]

Sample 2: Employer Confirmation Letter for Loan Applications

[Company Letterhead]

[Company Name]
[Company Address]
[Phone Number] / [Email]
[Date]

To Whom It May Concern,

This letter is issued to confirm that [Employee Name] (Identification No: [IC/Passport Number]) is currently employed with [Company Name] as a [Job Title].

Details of employment are as follows:

• Employment Start Date: [Start Date]

• Employment Status: [Permanent/Contract]

• Department: [Department Name]

• Monthly Salary: RM [Amount]

• Other Benefits (if applicable): [E.g. EPF, SOCSO, Allowances]

[Employee Name] is currently under full-time employment with us and remains in good standing.

Should you require further information, please feel free to contact us.

Sincerely,
[Authorised Signatory Name]
[Job Title]
[Signature]
[Company Stamp (if applicable)]

Sample 3: Employer Confirmation Letter for Visa Purposes

[Company Letterhead]

[Company Name]
[Company Address]
[Phone Number] / [Email]
[Date]

To Whom It May Concern,

This letter is to verify that [Employee Name], holder of IC/Passport No: [Number], is employed with [Company Name] as a [Job Title].

Details are as follows:

• Start Date of Employment: [Start Date]

• Employment Type: [Permanent/Contract]

• Monthly Salary: RM [Amount]

• Department: [Department Name]

• Current Employment Status: Active

This letter is issued upon the employee’s request for the purpose of supporting their visa application.

If you need further details, you may contact us at the information above.

Sincerely,
[Authorised Signatory Name]
[Job Title]
[Signature]
[Company Stamp (if applicable)]

Sample 4: Employer Confirmation Letter for Salary Verification

[Company Letterhead]

[Company Name]
[Company Address]
[Phone Number] / [Email]
[Date]

To Whom It May Concern,

This is to confirm that [Employee Name], IC/Passport No: [Number], is employed with [Company Name] as a [Job Title].

As of the date of this letter, the employee receives a monthly gross salary of RM [Amount]. The salary is paid on a [monthly/bi-weekly] basis and includes the following benefits:

• EPF contribution

• SOCSO contribution

• [Other benefits, if relevant]

This letter is issued upon the employee’s request for salary verification purposes.

If you require any further information, please do not hesitate to contact us.

Sincerely,
[Authorised Signatory Name]
[Job Title]
[Signature]
[Company Stamp (if applicable)]

FAQ

Who is authorized to issue an employer confirmation letter?

Usually, someone from the HR department or senior management is authorised to issue the letter. The person signing should be able to verify the employee’s details.

How long does it take to process an employer confirmation letter?

It depends on your internal workflow, but typically 1–3 working days is a good standard.

Can an employer refuse to provide a confirmation letter?

If the employee is currently employed and the information being requested is factual, it’s best to support the request. However, employers may choose not to disclose certain details like exact salary.

What should an employee do if their employer refuses to issue a confirmation letter?

They can try speaking with HR or higher management. In some cases, legal advice may be needed if the letter is critical for official matters.

Is an employer confirmation letter legally binding?

It is not a contract, but it is considered an official document. So, the information must be accurate and truthful.

How do employers write a confirmation letter for a job?

Keep it formal and clear. Mention the employee's name, position, employment start date, and whether their employment is confirmed, still on probation, or contract-based.

What is an employment confirmation letter?

It’s a document from an employer confirming that someone is or was employed at the company, including basic job and employment details.

What is a letter of confirmation for employment in Malaysia?

The letter is used to confirm employment either after probation or for official matters like loans or visa applications. It’s commonly requested and widely used across industries.

How do you write a proof of employment letter?

Use the company’s letterhead, keep it short and factual, and include the necessary details like name, position, employment dates, and contact info for verification.

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