The Confirmation of Retirement Letter is a crucial document in Malaysian employment practice that formalizes the retirement process between an employer and employee. It is typically issued when an employee reaches the statutory retirement age of 60 (as per the Minimum Retirement Age Act 2012) or opts for early retirement where permitted. The document serves multiple purposes: it confirms the retirement date, outlines final benefit entitlements, addresses EPF withdrawal procedures, details any post-retirement arrangements, and ensures compliance with Malaysian employment laws. This letter should be issued with sufficient notice before the effective retirement date and must include specific details about final payments, benefit calculations, and handover procedures.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication that this is a retirement confirmation letter
3. Opening Paragraph: Formal acknowledgment of the employee's retirement, including the effective retirement date
4. Employment History: Brief summary of employee's tenure, including start date and final position
5. Retirement Benefits: Overview of retirement benefits, pension arrangements, and EPF withdrawal information
6. Company Property: Instructions regarding the return of company property and completion of handover procedures
7. Final Payment Details: Information about final salary, pro-rated benefits, and other financial entitlements
8. Closing Statement: Expression of appreciation and good wishes for retirement
9. Signature Block: Authorized signatory details and company stamp
1. Post-Retirement Consultancy: Include when offering or discussing any post-retirement consulting arrangements
2. Medical Benefits Extension: Include when the company provides continued medical coverage post-retirement
3. Outstanding Leave Entitlement: Include when addressing unused annual leave or other leave matters
4. Confidentiality Reminder: Include when there are specific confidentiality obligations that continue post-retirement
5. Reference Letter Offer: Include when the company is willing to provide future employment references
6. Exit Interview: Include when an exit interview is required as part of the retirement process
1. Schedule A - Benefits Calculation: Detailed breakdown of final payments and retirement benefits
2. Schedule B - Handover Checklist: List of tasks, documents, and responsibilities to be handed over
3. Schedule C - Company Property List: Itemized list of company property to be returned
4. Appendix 1 - EPF Withdrawal Forms: Required forms for EPF withdrawal procedures
5. Appendix 2 - Medical Benefits Extension Terms: Details of any continued medical coverage terms and conditions
Relevant legal definitions
Clauses
Relevant Industries
Banking and Financial Services
Manufacturing
Technology
Healthcare
Education
Retail
Construction
Professional Services
Public Sector
Telecommunications
Energy and Utilities
Transportation and Logistics
Hospitality and Tourism
Agriculture
Relevant Teams
Human Resources
Legal
Compliance
Finance
Payroll
Corporate Secretariat
Executive Office
Operations
Administration
Relevant Roles
Human Resources Manager
Legal Counsel
Company Secretary
HR Director
Chief Human Resources Officer
HR Executive
Compliance Officer
Employment Law Specialist
Benefits Administrator
HR Operations Manager
Payroll Manager
Chief Executive Officer
Managing Director
Department Head
Senior HR Business Partner
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