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HR Template Malaysia
Save your time and lets other people do
it for you!
objective is to share a simple and systematic manual with all new companies or
as a guidance to fresh HR Managers, HR executives and of course for fresh
It is really difficult to get the best HR policy and procedure as it has to undergo
several months of execution, getting the feedback from management and staffs.
Make a revision and set up a manual that will no longer changes in the future.
This process repeatedly takes 2 years.
COST SAVINGS MORE THAN RM6,000/month
If the strength of your
company is below 100 employees, you do not have to hire a manager with a salary
of RM4,000 / - a month. Enough with Executive and clerk as support staff if
there is an emergency case.
Keep basic manager's
salaries, office equipment costs such as tables, chairs, computers, rooms,
uniforms, entertainment allowances, mileage claims, HRDF and EPF
contributions, bonuses and other compensation.
What's even worse is when your
manager likes to 'talk and walk' rather than 'walk the talk' as promised in an
interview session. Manager's post is an allocation for the development of your
executive career when the company grows.
your program and human resource policies through the right template to
make it as early as possible to fix you in the face of unavoidable
problems that arise when your business grows.
Starting human resource management in your business, using our HR
Template is the best and most systematic practice. Most importantly, the
policies and procedures make our employees comfortable and loyal to company.
The template consists of the following 5 items:-
Policy and Procedures (English)
2) Scheme of
Service for Executive Staff (English)
3) Employee handbook for
Non-Executive Staff (Bahasa Malaysia)
Human Resource Department
Standard Forms (Bahasa Malaysia)
5) Human Resource Department
Standard Letter (Bahasa & English)
involved with one of the largest GLCs in Malaysia (PROTON BERHAD) for
over 10 years. I
important contribution is that my involvement in building a new Human
Division in their new subsidiary factory. I will share the HR manual
approved by an ISO
9002 Certification at that time. We are currently using 9001: 2008.
This template has many similarities with the Policy and Procedure
being used by PROTON.
Download Free HR Template Samples
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9001 is an
industry standard created by the International Organization for
Standardization. The long title is "Model forquality assurance
inproduction, installation and servicing." Although ISO 9002 is now
exhausted and has been replaced by ISO 9001, the new standard is
same ingredient of adding parts that include the creation of new
resources manuals and employee handbooks are two of the most frequently
used tools for communicating a company's basic management philosophies,
commitment to fair employment practices and equal opportunity, and the
expectations of employees. Although both tools are similar in many
respects and are often prepared simultaneously, they serve two separate
and distinct purposes.
Therefore, before preparing a human resources
manual it is important to first understand the differance between these
COMPLETE SET OF HR TEMPLATES
used to provide
managers with a systematic approach for handling human
resources-related activities to ensure company policies are
enforced. It is designed to define policies and procedures
that support basic management philosophies, outline company rules and
requirements, clarify the company’s expectations of its
employees, and describe lines of authority and levels of responsibility.
|| primarily used to
communicate basic management philosophies, expectations, and employment
conditions that help to maintain positive employee relations. It is
intended to briefly summarize the company’s history, primary
products or services, benefits and privileges of working for the
company, and key policies and employment terms that guide employees
in understanding their rights and responsibilities.
While both documents may address similar topics, it is important to
recognize that their specific objectives, contents, and target audience
are nine reasons your organization should have HR Policies and Procedures
8. Lets employees know where to turn for help
1. Introduces employees to your culture, mission and values
2. Communicates to employees what is expected of them
3. Educates employees about what they can expect from management
4. Helps ensure key company policies are clearly and consistently
5. Showcases the benefits you offer
6. Ensures compliance with federal and state laws
7. Helps defend against employee claims
9. Establish one of the 8 components to create an effective organization.
One of the pillars of organizational effectiveness
Behavior' : Miller D.B
|| Can be measured
in a variety of ways such as total gross profit, profits as a
percentage of total sales and amount of money paid to each share holder
in the company etc.
Can also be
measured in many different ways, such as growth in profits, growth in
revenues, growth in number of products or services offered and growth
into new locations.
organization's ability to acquire the resources (input). It requires to
perform its functions. Resources can be in the form of capital, raw
material, people or new ideas.
SATISFACTION / COMMITMENTS
|| The level of
satisfaction and commitment to the organization among its members.
organization's capacity to adapt to changing conditions in terms of its
supplies, its customers, its competitors and its employees.
organization's ability to innovate of new products, new services, new
technology and NEW MANAGERIAL SYSTEM.
of the organization in creating products and services of maximum value
at minimum cost of expenses.
CUSTOMER / CLIENT SATISFACTION
|| The level of
satisfaction of customers or clients with the products or services
provided by the organization.
The level of satisfaction of customers or clients with the products or
services provided by the organization.
Creating a company employee manuals can seem like a daunting task,
having one brings many benefits
Employers that have
employee manuals and handbooks are much more likely to apply policies
in a consistent manner, regardless of an employee’s traits
such as age, gender or race.
Creating a vehicle for
disseminating the employer’s standards.
Establishing a common
understanding and expectations regarding employer standards.
Reducing the risk of
Do you feel like to draft and developing your
own HR Manual?.
are the steps.
Start Writing a Human Resources Manual. The first step involved in
developing a human resources manual is researching your own
company. This research will help to define the purpose and
scope of the manual.
the company’s business plan.
the organizational environment and any un-written human resources
policy information from inter office memos, current practices and
procedures. Some businesses post information such as vacations on
bulletin boards or through email.
about competitive practices by reading business periodicals such
as HR Magazine and reading other firms’ policy manuals.
about employment laws on the federal, state, and local levels.
about administrative regulations and court decisions.
the scope and how many topics will be included in the manual.
a realistic time line for completion.
your research is complete and the manual’s objectives
have been identified, prepare a rough draft. Your goal at
this stage is to identify the manual contents and ensure each section
is written using clear and concise terms that are easily understood.
The writing style used should reflect the organizational environment
and management style of the company.
next step is to put the manual contents in a well-organized
format. Items that should be considered include:
of Topics - There are several common arrangements
(1) alphabetical, which is useful in small companies with a limited
number of topics;
(2) functional, which groups topics under broader titles; and
(3) chronological by order of importance, with the most important
information appearing at the beginning of the document.
Numbering - The most widely used page numbering methods are
consecutive and decimal. Companies that use a functional
arrangement of topics typically use a decimal page numbering system
while those that opt for alphabetical and chronological arrangements
tend to use consecutive page numbering.
Formatting - Use a predetermined combination of headers,
subheaders, footers, margins, underlining, boldface, italics,
color,illustrations, photos, etc. to give the reader a sense of
Revisions - Select a paper size and type that can easily be
replaced in the event updates are needed in the future. Many companies
use 3-hole punch paper and binders since they tend to provide the
mostflexibility. Also, consider including a date or revision
number so you can track changes made and ensure the manual contents are
- Decide the method by which to share this manual with
Issue a new copy to each employee to keep,
2. Post copies of the
manual in break room, employee lounge, near
timeclock - and other accessible locations while keeping the manual
3. Publish the
manual on the company’s server while
emailing a copy to each new employee. Keep in mind, with each
new policy orrevision, employees should sign an acknowledgement of
their receipt of this addition.
- Ensure the language is clear, concise, complies with legal
requirements , and is consistent with everyday management
practices. Terms that may imply a contract should be
eliminated (e.g. use the termsfull-time or regular employee instead of
permanent employee; use the term introductory period instead of
probation period, etc.)
reading - Check for spelling and grammatical errors.
- Confirm formatting is consistent.
- Ensure the tone of the manual is positive.
HR Template is very user-friendly and execution in your company is
the best choice. No complaints and all employees are happy
with your human resource policies and procedures. Most of our
are also satisfied with the implementation of this manual. How
about you? Please do not hesitate to contact us at
email@example.com for further assistance.
OUR COMPLETE SET OF HR MANUAL/TEMPLATES
Manual # 1
Personnel Policy and Procedure
Personnel Management Manual
(Table of Content )
1. Objective of the personnel policies and procedures manual.
2. Objectives of issuing the personnel policies and procedures
manual to all immediate superior.
(ii) Effective Management : Employee Relations
1. Responsibility for Human Resources
2. Company’s posture on dealings with the in-house union
3. Responsibility for costs.
1. Employment policy
2. Recruitment Sources
3. Hiring of relatives
4. Types of employees
6. Manpower requisition
* Manpower requisition / Replacement form
* Application form
8. Handling Applications
9. Interview process
10. Interview flow
* Interview Score
11. Offer Letter
12. Employment - Details
* Borang Pemeriksaan
Perubatan untuk Lantikan Jawatan
14. Orientation of new employees
16. Employee orientation checklist
17. HRM Standard Forms
a. Employee Personal
b. Permohonan Buku
c. Surat Akuan
Pembayaran Gaji Melalui Akaun Bank
d. Surat Pengesahan
e. Surat Perjanjian
Menerima Syarat-Syarat Menduduki
Penginapan di Asrama Syarikat
Perkhidmatan Pengangkutan Syarikat
(iv) Change in Employee Status
1. Services Determination
2. Probationary Period
* Confirmation flow
* Confirmation Evaluation Form
8. Personnel Change Notification
(v) Compensation Programs
1. Salary Administration Policy
2. Salary Reviews
3. Job Grading
4. Salary Increments Timing
5. Salary Scale
6. Salary Increment - Merit
7. Salary Increment - Performance Appraisals
* Documentation flow for executive and
* Performance Appraisal Form
8. Performance Appraisal – The Process
a. Non-Executive Employee Handbook/Collective Agreement
b. Executive Scheme of Service
HR Manual # 2
Table of Content
1 Pihak-pihak dalam perjanjian
3 Tempoh kuatkuasa dan tamatnya perjanjian
6 Pengakuan syarikat
7 Tatacara menyelesaikan rungutan (Rasa tidak puashati)
PERHUBUNGAN MAJIKAN – KESATUAN
8 Pengiktirafan Kesatuan
9 Pengiktirafan Syarikat
10(A) Soal siasat
11 Majlis Kesatuan – Pengurusan
12 Papan Kenyataan
13 Yuran Kesatuan
14 Keselamatan dan Kesihatan
15 Aktiviti Kesatuan
PERJANJIAN DAN SYARAT-SYARAT PERJANJIAN
16(A) Tempoh Percubaan
16(B) Pekerja Sementara
17 Kenaikan Pangkat
18 Kenaikan Gred (Teknikal sahaja)
19 Kenaikan Gred (Pentadbiran sahaja)
21 Notis Pemberhentian
22 Elaun Dobi
23 Waktu Kerja
24 Kerja Lebih Masa
25 Panggil Semula Bekerja (Call back)
26 Bayaran Bagi Bekerja Pada Hari Sabtu Dan Ahad
27 Bayaran Kerja Bagi Cuti Am
28 Bayaran Kerja Bagi Cuti Penutupan Kilang
29 Elaun Kerja Luar
30 Elaun syif
31 Tuntutan Perjalanan
32 Subsidi Pengangkutan
33 Elan Koordinator Syif Malam
34 Elaun Memangku
35 Elaun Kedatangan
36 Cuti Tahunan
37 Cuti Ehsan
38 Cuti Bersalin
39 Cuti Sakit
40 Penyakit Berlanjutan
41 Cuti Am Yang Diwartakan
42 Cuti Belajar Atau Peperiksaan Atau Latihan
43 Cuti Menuaikan Fardhu Haji Dan Yang Sumpama Dengannya
44 Faedah Perubatan
45 Insuran Kemalangan / Nyawa
46 Perbelanjaan Pengkebumian
47 Bantuan Bencana Alam
48 Subsidi Kantin
49 Bayaran Lesen Memandu dan P.S.V
50 Pinjaman Perayaan
51(A) Kenaikan Gaji Tahunan
51(B) Kenaikan Gaji Kepujian
52 Subsidi Faedah Pinjaman Kereta
54 Faedah Persaraan
55 Pengurangan Pekerja
56 Bayaran Insentif
57 Gred-Gred Dan Tanggagaji
58 Syarat-Syarat Umum
Manual # 3
Scheme Of Service
TERMS & CONDITION OF EMPLOYMENT
( Table of Content)
2. Temporary Employees
5. Notice of Termination & Resignation
6. Hours of Work
7. Call Back
8. Outstation Allowance
9. Mileage Claim
10. Annual Leave
11. Compassionate Leave
12. Martenity Leave
13. Medical Leave
14. Prolonged Illness
15. Gazetted Public Holidays
16. Study Leave
17. Pilgrimage and Such Like Leave
18. Medical Benefit
19. Group Personal Accident Assurance
20. Funeral Expenses
21. Disaster Assistance
22. Driving Licence and Badge Reimbursement
23. Festival Advance
24. Annual Increment
25. Merit Increment
28. Incentive payment
29. Grades and Salary Scale
Manual # 4
Manual # 5
HRD Standard Forms
Requisition / Replacement Form
Permohonan Jawatan Kosong (Eksekutif)
Permohonan Jawatan Kosong (Bukan Eksekutif)
Pemeriksaan Perubatan ( Dalam Bahasa Melayu)
Examination Form (Dalam Bahasa Inggeris)
Pengkalan Data - Employee Personal Particulars
Buku Rawatan Klinik
Pembayaran Gaji Melalui Bank
Pengesahan Lapor Diri
Perjanjian Menerima Syarat-Syarat Tinggal Di Asrama
Penginapan di Asrama Syarikat Dan Persetujuan Pemotongan Gaji
Perkhidmatan Pengangkutan Syarikat Dan Persetujuan Pemotongan Gaji
Penilaian Prestasi ( Bukan Eksekutif)
Staff Appraisal Form