Easily create Human Resouce Policies and Procedures for company. Just Edit and Print. Its done within one day. Save time and cost with systematic ISO 9001 certified HR manual and template.

HR Template Malaysia

Save your time and lets other people do it for you!

My overall 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 Companies' CEOs.

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.

Have 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 Malaysian HR Template is the best and most systematic practice. Most importantly, the policies and procedures are user friendly to our employees, comfortable and loyal to company. The template consists of the following 5 items:-

1)   Personnel Policy and Procedures (English)
2)    Scheme of Service for Executive Staff (English)
3)    Employee handbook for Non-Executive Staff (Bahasa Malaysia)
4)   Human Resource Department Standard Forms (Bahasa Malaysia)
5)    Human Resource Department Standard Letter (Bahasa & English)

I have been involved with one of the largest GLCs in Malaysia (PROTON BERHAD) for over 10 years. I believe my important contribution is that my involvement in building a new Human Resources Division in their new subsidiary factory. The Template is the HR Policies and Procedures approved by an ISO 9001 Certification. This template has many similarities with the Policy and Procedure being used by PROTON.


ISO 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 Although ISO 9002 is now exhausted and has been replaced by ISO 9001, the new standard is basically the same ingredient of adding parts that include the creation of new products.

Human 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 two documents.
Human resources manuals primarily 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.
Employee handbooks 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 vary.

Here are nine reasons your organization should have HR Policies and Procedures
 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 
and leadership
 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
       8. Lets employees know where to turn for help

       9. Establish one of the 8 components to create an effective organization.

One of the pillars of organizational effectiveness

1.  PROFITABILITY 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.


The 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.

4. EMPLOYEE SATISFACTION / COMMITMENTS The level of satisfaction and commitment to the organization among its members.
5. ADAPTABILITY The organization's capacity to adapt to changing conditions in terms of its supplies, its customers, its competitors and its employees.

The organization's ability to innovate of new products, new services, new technology and NEW MANAGERIAL SYSTEM.


The efficiency of the organization in creating products and services of maximum value at minimum cost of expenses.

8. 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.
'Organization Behavior' : Miller D.B

Creating a company employee manuals can seem like a daunting task, but 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.
Establishing uniform, well-defined standards.
Creating a vehicle for disseminating the employer’s standards.
Establishing a common understanding and expectations regarding employer standards.
Reducing the risk of employee lawsuits.

Do you feel like to draft and developing your own HR Manual?. 

These are the steps. 

To 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.
 Review the company’s business plan.
 Observe the organizational environment and any un-written human resources practices.
Find policy information from inter office memos, current practices and procedures. Some businesses post information such as vacations on bulletin boards or through email.
Learn about competitive practices by reading business periodicals such as HR Magazine and reading other firms’ policy manuals.
Learn about employment laws on the federal, state, and local levels.
Read about administrative regulations and court decisions.
Define the scope and how many topics will be included in the manual.
Establish a realistic time line for completion.
Once 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.
The next step is to put the manual contents in a well-organized format.  Items that should be considered include:
Arrangement of Topics - There are several common arrangements fortopics:

(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.
Page 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.
Manual Formatting - Use a predetermined combination of headers, subheaders, footers, margins, underlining, boldface, italics, color,illustrations, photos, etc. to give the reader a sense of consistency. 
Future 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 current.
Distribution - Decide the method by which to share this manual with employees. 
Alternatives include:

1. 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 “on theproperty”,

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.

Language - 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.)
Proof reading - Check for spelling and grammatical errors.
Formatting - Confirm formatting is consistent.
Tone - Ensure the tone of the manual is positive.

Save your time and lets other people do it for you!. 

Our 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 customers satisfied with the implementation of this manual. How about you? Please do not hesitate to contact us at rahsiahrd@gmail.com for further assistance.
HR Manual # 1

Personnel Policy and Procedure

                            Personnel Management Manual
                                      (Table of Content )

(i) Introduction
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.

(iii) Employment
1. Employment policy
2. Recruitment Sources
3. Hiring of relatives
4. Types of employees
5. Trainees

6.  Manpower requisition
      *   Manpower requisition / Replacement form
7.   Procedures
      *   Application form
8.   Handling Applications
9.   Interview process
10. Interview flow
      * Interview Score Sheet
11. Offer Letter
12. Employment - Details
13. Medicals
      * Borang Pemeriksaan Perubatan untuk Lantikan Jawatan
14. Orientation of new employees
16. Employee orientation checklist
17. HRM Standard Forms
      a. Employee Personal Particulars
      b. Permohonan Buku Rawatan Klinik
      c. Surat Akuan Pembayaran Gaji Melalui Akaun Bank
      d. Surat Pengesahan Lapor Diri
      e. Surat Perjanjian Menerima Syarat-Syarat Menduduki
      f. Permohonan Penginapan di Asrama Syarikat
      g. Permohonan Perkhidmatan Pengangkutan Syarikat
      h. Kerahsiaan Syarikat

(iv) Change in Employee Status
1. Services Determination
2. Probationary Period
3. Confirmation
* Confirmation flow
* Confirmation Evaluation Form
4. Promotion
5. Upgrading
6. Transfer
7. Acting
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 non-executive
    * Performance Appraisal Form
8. Performance Appraisal – The Process

(vi) Benefits
1. Policy
a. Non-Executive Employee Handbook/Collective Agreement
b. Executive Scheme of Service


HR Manual # 2

Non-Executive Employee Handbook

                                  Non-Executive Employee Handbook              
                                                   Table of Content


1 Pihak-pihak dalam perjanjian
2 Undang-undang
3 Tempoh kuatkuasa dan tamatnya perjanjian
4 Timbangtara
5 Pengamalan
6 Pengakuan syarikat
7 Tatacara menyelesaikan rungutan (Rasa tidak puashati)


8 Pengiktirafan Kesatuan
9 Pengiktirafan Syarikat
10(A) Soal siasat
10(B) Tatacara
11 Majlis Kesatuan – Pengurusan
12 Papan Kenyataan
13 Yuran Kesatuan
14 Keselamatan dan Kesihatan
15 Aktiviti Kesatuan


16(A) Tempoh Percubaan
16(B) Pekerja Sementara
17 Kenaikan Pangkat
18 Kenaikan Gred (Teknikal sahaja)
19 Kenaikan Gred (Pentadbiran sahaja)
20 Pertukaran
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
53 Persaraan
54 Faedah Persaraan
55 Pengurangan Pekerja
56 Bayaran Insentif
57 Gred-Gred Dan Tanggagaji
58 Syarat-Syarat Umum

HR Manual # 3

Executive Scheme Of Service

                            TERMS & CONDITION OF EMPLOYMENT
                                              ( Table of Content)

1. Probation
2. Temporary Employees
3. Promotion
4. Transfer
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
26. Retirement
27. Retrenchment
28. Incentive payment
29. Grades and Salary Scale

HR Manual # 4

 HRD Standard Letter

Appointment Letter etc.

HR Manual # 5

HRD Standard Forms

1. Manpower Requisition / Replacement Form
2. Borang Permohonan Jawatan Kosong (Eksekutif)
3. Borang Permohonan Jawatan Kosong (Bukan Eksekutif)
4. Interview Score Sheet
5. Borang Pemeriksaan Perubatan ( Dalam Bahasa Melayu)
6. Medical Examination Form (Dalam Bahasa Inggeris)
7. Borang Pengkalan Data - Employee Personal Particulars
8. Permohonan Buku Rawatan Klinik
9. Surat Akuan Pembayaran Gaji Melalui Bank
10. Surah Pengesahan Lapor Diri
11. Surat Perjanjian Menerima Syarat-Syarat Tinggal Di Asrama
12. Permohonan Penginapan di Asrama Syarikat Dan Persetujuan Pemotongan Gaji
13. Permohonan Perkhidmatan Pengangkutan Syarikat Dan Persetujuan Pemotongan Gaji
14. Akujanji Kerahsiaan Syarikat
15. Borang Penilaian Prestasi ( Bukan Eksekutif)
16. Executive Staff Appraisal Form

If you need a document that allows editing, please contact us via rahsiahrd@gmail.com. Please click 'Buy Now' at the above/below of this page to purchase the full set of HR Manual Templates at only RM220. Original copy and online coaching for one month will be provided.

Yours Faithfully,

Junaidah Hamdan

General Link : Ebook Manual Jabatan Sumber Manusia untuk Majikan-Majikan Syarikat

Junaidah Hamdan -Wikipedia

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