How to write a proposal letter: A guide for job seekers in Malaysia

You may have spotted a job you're excited about from a growing local startup or a well-known multinational corporation (MNC). You've got the skills, qualifications, and past work experience to get this project. But you're unsure how to convince the employer that you're the right person for this role. A well-structured and well-written proposal can help. 

Let's learn more about proposal formats that help you explain why you're applying and what you bring to the table. We'll discuss the key components when writing an effective proposal letter for jobs in Malaysia, some tips, examples, and more. 

• Understanding the purpose of a proposal letter 
• Key components of an effective proposal letter 
• Tailoring your proposal letter for the Malaysian job market 
• Tips for writing a standout proposal letter 
• Sample proposal letter templates for Malaysian job seekers 
• Crafting your path to success in the Malaysian job market 
• FAQs 

Understanding the purpose of a proposal letter 

A proposal letter is your pitch to a company or hiring manager. It shows why you're a great fit for a role, even before you converse with the employer. 

It's like a cover letter but more direct. While a cover letter usually responds to a job ad, a proposal letter is often used to express interest in roles that the company hasn't actively advertised. Sending one shows initiative and allows you to explain how your professional strengths meet the company's needs. It also frames your story in a way your resume can't. 

Writing a niche-specific and localised proposal letter for jobs in Malaysia can help you stand out. This is because competition is high despite challenges in finding high-quality employees. 

Remember, 64% of hiring managers in Malaysia claim to struggle with talent deficits. This means the company will look favourably on your application if you can clearly explain how you fill an employment gap or solve an industry-relevant problem. Instead of sending the same resume everywhere, sending a thoughtful proposal letter can attract the employer's attention. 

Key components of an effective proposal letter 

A strong proposal letter for the Malaysian job market should be relevant rather than flashy and overcrowded with complex terms. Each part of your letter should address a company need. Here's what to include and how each part helps strengthen your case. 

Start strong with a personalised greeting 

Addressing the proposal letter to a specific person shows effort and professionalism. Use the recipient's full name and title whenever possible. For example, “Dear Mr Lee” or “Dear Ms Farah”. “Dear Hiring Manager” is an acceptable fallback if you can't find the name. 

Open with purpose and clarity 

Begin by introducing yourself and stating your letter's purpose. Are you applying for a specific job, proposing your services for a contract as a freelancer, or expressing interest in partnerships? For example, 

“I'm interested in the sales executive role listed on JobStreet. I feel sure that my five years of experience in business qualify me to contribute to your regional expansion.” 

Show your qualifications and relevant experience 

This is your chance to highlight what makes you qualified. Promote yourself by focusing on your relevant education skills or past roles most relevant to the position. Don't list everything. Prioritise only what matters most. For example, 

“I hold a diploma in marketing from Taylor's University, and I recently led a team project that increased customer acquisition by 18% over one quarter.” 

Specific examples of achievements 

Numbers make your proposal concrete. Where possible, mention what you've accomplished and use data or examples to support your impact. For example, 

“I successfully managed a client onboarding campaign that reduced churn by 25% within six months.” 

Align yourself with the company's goals 

Research the company's mission and vision statement. You can reference specific portions that connect to your background and experience while working in Malaysia. It could be a shared value, a recent milestone, or an ethic you rely on. 

Last, end the proposal letter with a short message expressing your interest in an interview or discussion. Add a call to action or a polite and confident invitation for further conversation.  

Optional elements to improve your proposal letter 

Depending on the role and company, these extra details could clarify your expectations: 

• State the job responsibilities you're suited to or proposing to take on. 
• Use the manager's or supervisor's name or department, if applicable. 
• Specify your preferred workplace location or willingness to relocate. 
• Discuss your salary expectations or compensation range only if requested. 
• Note the employee benefits or development opportunities you hope to explore. 
• Offer your reader an expiration date, especially for contract-based or freelance roles. 

These are more common in project-based work, contract roles, or when initiating an opportunity that the company didn't post online. Using these elements sparingly and respectfully can show clarity and professionalism, two traits employers across Malaysia always appreciate. 

Tailoring your proposal letter for the Malaysian job market 

From family-run businesses in Penang to global tech hubs in Cyberjaya, hiring expectations differ. That's why a one-size-fits-all approach won't work across different jobs. Your proposal letter should reflect your know-how regarding how Malaysians conduct business across languages, industries, and company cultures. 

Understand the company's business culture and write accordingly 

We know that Malaysian workplaces blend global professional norms with strong local values. Regardless of industry, employers here prefer that your tone is polite but confident, clear but not overly casual, and eager but respectful of the hierarchy. 

Humility and harmony may carry more weight than assertiveness in local SMEs or family-run firms. However, MNCs or fast-scaling startups often prize your ability to self-manage and innovate. 

If the company's website has a team page, see how they describe themselves. Does it emphasise culture and family values or performance and impact? Subtly mirror that tone in your letter. 

Make language work for you and not against you 

Malaysia's workforce is multilingual by nature. While English is widely used in business, Bahasa Malaysia is still the official language. Most employers appreciate that you can switch codes comfortably to prevent communication barriers. Here's how to approach language in your proposal: 

• Default to English, but attach a short Bahasa Malaysia version if the employer is a GLC or specifies BM proficiency. 
• Mention language skills explicitly. Even if you're not fluent, showing effort and understanding local communication styles is a plus. 
• Mention any ability to communicate in Bahasa Malaysia if you're applying to a government-linked company, government-linked role, or local public institution. 
• Highlight your proficiency in Mandarin, Tamil, Japanese, or Korean if applying for a regional or international-facing role. Employers in tech, finance, and client services increasingly value these languages. 

Customise for your career stage 

Not all Malaysian job seekers are at the same point in their working lives. Tweaking your tone of voice and choosing the information mentioned in the proposal letter can underscore your present career stage. 

Fresh graduates can increase their chances of a successful hire if they indicate an eagerness to learn. You can mention relevant soft skills and explain how your studies or internship connect to the position you're applying for. This could especially work since skills-based hiring is running the employment engine in Malaysia. 

Mid-career professionals can focus on transferable skills. Include your strategic thinking abilities with examples, and highlight your ability to contribute from day one with minimal interference from higher authorities. 

If you're a senior-level employee, position yourself as a value-adding partner more than a job seeker. Address any business outcomes you helped previous employers achieve through your leadership experience. 

Tips for writing a standout proposal letter 

The following are some business proposal writing tips, whether you're aiming for a fresh grad role in KL or a senior opportunity with an MNC in Johor. 

Keep your language professional and not overly stiff 

Malaysian employers appreciate straightforward communication. While respect is important, overly flowery or formal language can make you sound old-fashioned, especially in private companies or tech-driven industries. Use plain, polite English that sounds natural in Malaysian business settings. 

Use numbers and examples that Malaysians relate to 

Back your achievements with figures that matter locally. These may include sales targets hit, project launches, expansion support, or operational improvements. For example, 

 “Managed RM1.5 million marketing budget for launch campaigns in Selangor and Johor markets”, or “Coordinated a CSR programme reaching 15 rural schools in Kedah within six months”. 

Proofread with extra care since your reader will scrutinise your English 

Even if the company uses Bahasa Malaysia internally, most review applications are in English. Grammatical errors, spelling mistakes, and poor phrasing can leave a bad impression, especially if the company has overseas clients. 

Double-check your letter manually. Also, watch for common slip-ups such as “advise” vs “advice” or “your” vs “you're”. 

Respect time and keep it to one page 

Your hiring manager may appreciate your letter if it gets to the point without sounding rushed or excessive. Fresh graduate: aim for 200–250 words; mid-career: 300–350; senior: ≤450.  

Sample proposal letter templates for Malaysian job seekers 

Here are three sample proposal letter templates tailored to the realities of applying for jobs in Malaysia today. 

Fresh graduate with internship experience 

Dear Ms Aisyah, 

I'm a recent graduate from Universiti Sains Malaysia with a degree in communications. During my internship with a boutique digital agency in Damansara, I managed client social media calendars and helped increase engagement by 35% on a campaign for a local F&B brand. 

I'm applying for the Marketing Assistant role at [Company Name] because I've followed your work with Malaysian SMEs and admire your focus on homegrown brands. I'm confident my hands-on experience with content creation and ability to communicate in both English and Bahasa Malaysia would allow me to support your team effectively. 

I'm also open to rotational or hybrid work arrangements and am eager to continue learning on the job. I would be grateful for the opportunity to contribute and grow with your team. 

Thank you 
[Your Full Name] 
[Mobile] | [Email] 

Mid-career professional seeking a career change from traditional to tech 

Dear Encik Rizal, 

After seven years leading client-service teams in logistics, I’m keen to apply those skills in a tech-forward setting. I’m writing to express my interest in the Customer Success Executive role at [Company Name], especially given your focus on digitising SME operations across Malaysia. 

At my previous Shah Alam-based company, I managed over 100 SME accounts across Selangor and Negeri Sembilan, resolving issues, coordinating with operations, and maintaining a 94% client retention rate. While the industry differed, I believe the communication and problem-solving skills I've built can translate well into supporting SaaS clients. 

I'm fluent in English and Bahasa Malaysia and comfortable working with teams across cultures. I'm also upskilling through a weekend SQL and CRM certification course. 

Thank you for considering my application. I hope we can connect soon. 

Regards, 
Henrik Mikhita 
[Mobile] | [Email] 

Crafting your path to success in the Malaysian job market 

A well-structured and apt proposal letter can get your application shortlisted. Use the key components and tips above to make a case for yourself.  

What matters most is how clearly and confidently you show your value.  

FAQs 

1. What are the cultural considerations when addressing Malaysian employers in a proposal letter?
   ⁠Use appropriate titles and honorifics when addressing employers, and be mindful of confrontational language.  
2. What are the top industries hiring in Malaysia currently? 
   ⁠The most in-demand roles in Malaysia are presently hiring for technology and healthcare, while renewable energy is seeing a huge upsurge in openings as well. 
3. What are the latest statistics on job placement rates for fresh graduates in Malaysia? 
   ⁠The unemployment rate for graduates below 25 in Malaysia has taken a hit, as it stands at 17.6%.