Employee Record Form Template for Malaysia

A comprehensive employee record form compliant with Malaysian employment legislation, particularly the Employment Act 1955 and Personal Data Protection Act 2010. This document serves as an official record of employee information, capturing essential personal and professional details required for employment administration and statutory compliance. The form includes sections for personal information, employment details, compensation structure, statutory benefits, and necessary declarations, structured to meet Malaysian regulatory requirements while facilitating efficient human resource management.

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What is a Employee Record Form?

The Employee Record Form is a fundamental document required for all employment relationships in Malaysia, designed to comply with local employment laws and regulations, particularly the Employment Act 1955 and Personal Data Protection Act 2010. This form should be completed at the commencement of employment and updated periodically to maintain accurate records. It captures comprehensive employee information including personal details, employment terms, compensation, statutory benefits, and required declarations. The document serves multiple purposes: ensuring legal compliance, facilitating HR administration, supporting payroll processing, and maintaining accurate employee data. It's structured to meet both statutory requirements and practical business needs while protecting employee personal data in accordance with Malaysian data protection laws.

What sections should be included in a Employee Record Form?

1. Personal Information: Basic employee details including full name, identification numbers, date of birth, gender, nationality, and contact information

2. Contact Details: Current residential address, permanent address, emergency contact information, and preferred contact methods

3. Employment Details: Position, department, employee ID, date of joining, employment status (permanent/contract/temporary), and reporting manager

4. Compensation Information: Basic salary, allowances, deductions, bank account details for salary transfer

5. Working Hours and Schedule: Standard working hours, shift patterns if applicable, rest day arrangements

6. Leave Entitlement: Annual leave, sick leave, and other statutory leave entitlements

7. EPF and SOCSO Details: Employee Provident Fund number and Social Security Organization registration details

8. Tax Information: Income tax number, tax status, and relevant tax declarations

9. Data Protection Declaration: Employee consent for personal data collection and processing as per PDPA requirements

10. Declaration and Signature: Employee declaration of information accuracy and signature section with date

What sections are optional to include in a Employee Record Form?

1. Immigration Status: For foreign workers - includes passport details, work permit information, and visa status

2. Professional Qualifications: For positions requiring specific qualifications - educational background, professional certifications, and licenses

3. Medical Information: Where relevant for the role - medical history, allergies, and emergency medical information

4. Company Property Records: For employees issued with company assets - details of assigned equipment, vehicles, or other company property

5. Accommodation Details: Where company housing is provided - details of assigned accommodation and related terms

6. Union Membership: Where applicable - details of union membership and related information

What schedules should be included in a Employee Record Form?

1. Schedule A - Required Documents Checklist: List of mandatory documents to be submitted with the form (e.g., ID copies, certificates, photos)

2. Schedule B - Employee Photograph: Recent passport-sized photograph specifications and attachment

3. Schedule C - Medical Examination Report: Where required - standard medical examination form and results

4. Schedule D - Qualification Certificates: Copies of relevant educational and professional certificates

5. Schedule E - Previous Employment Records: Details of past employment history and reference contacts

6. Appendix 1 - PDPA Consent Form: Detailed personal data protection consent form as required by Malaysian law

7. Appendix 2 - Company Policies Acknowledgment: Employee acknowledgment of key company policies and procedures

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Employee Performance Appraisal Form

A Malaysian-compliant Employee Performance Appraisal Form for structured evaluation of employee performance and goal-setting.

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Generate a Bespoke Document

Download a Standard Employee Record Form

Review your own Employee Record Form

What is a Employee Record Form?

What sections should be included in a Employee Record Form?

What sections are optional to include in a Employee Record Form?

What schedules should be included in a Employee Record Form?

Authors

Alex Denne

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