Appointment Letter of Internal Halal Committee

Date :

Company Name :

Dear ,
Name

Appointment as a Member of Halal Committee

Company Name

I am pleased to confirm that the board of the Company, on the recommendation of its

nomination committee, has appointed you as Members o f Halal

Company Nam
e
Committee. I am writing to set out the terms of the appointment. Please note that this is a

contract for services and is not a contract of employment.

i planning on implementing a Halal Assurance Management

Company Nam
e
System for Malaysia Halal Certification. This program will involve training, planning,

developing, implementing, and assessing halal activity in Halal Assurance Management

System. We are inviting you to be a part of the Halal Committee.

Duration of Appointment

2 years

Role of the Committee

Internal Halal Committee is an internal committee in the hich

w
Company Name
manages the whole management functions and activities in producing halal food product. In

organizing those functions and activities, this committee would involve all related

departments or division in halal production system.

The committee’s role is to effectively represent, and manage the system of Halal supply

chain with a view to adding long-term value to the Company’s. Having regard to its

role the
committee directs, and supervises the management of, the business and affairs of the

Company including:

a. fully supporting the implementation of Halal Assurance System (HAS)

b. providing facility and infrastructure needed in the implementation of Halal

Assurance System;

c. establishing a new menu or product development procedure based on halal

ingredient;

d. ensure all ingredients and processing aids used according to halal certificate,

product specification recognized by JAKIM;

e. establishing purchasing system to assure the consistency of halal ingredient

according to the product specification, halal certificate, and halal supplier

recognized by JAKIM;

f. establishing production system to assure the halalness of the food product, and

to avoid the non-halal and najs contamination;

g. providing maintenance services as needed or assisting in preventative

maintenance and repair procedures in restaurant/ plant buildings, mechanical

equipment and utility systems;

h. ensuring all the non-conformance raised solved by related department/ division.

Induction and Development Processes

As soon as practicable the Company will provide a comprehensive induction programme

aimed at broadening your understanding in Halal, its component, and the environment of

Halal markets in which it operates.

Confidentiality

All information acquired during your appointment is confidential to the Company and should

not be disclosed either during your appointment or following termination (by whatever

means) to third parties except as permitted by law and with prior clearance from the

Chairman.

We should be grateful if you would signify your acceptance of the appointment on the

foregoing terms by signing and returning to us the enclosed duplicate copy of this letter.

Yours sincerely,

Signature

NAME :
POSITION :

I hereby agree to the terms of my appointment as a member of Internal Halal Committee on

the terms set out in the above letter of appointment.

Signature

NAME :
POSITION :
DATE :

*Copy to: All Internal Halal Committee members

1.0 General IHC Roles & Responsibility

IHC roles and responsibility in implementing HAS are based on the halal processing flow of
product and / or services. The general key activities for processing of a product or providing
services are as below:

a. fully supporting the implementation of Halal Assurance System (HAS);

b. providing facility and infrastructure needed in the implementation of Halal
Assurance System;
c. establishing a new menu or product development procedure based on halal
ingredient;
d. ensure all ingredients and processing aids used according to halal certificate,
product specification recognized by JAKIM;
e. establishing purchasing system to assure the consistency of halal ingredient
according to the product specification, halal certificate, and halal supplier
recognized by JAKIM;
f. establishing production system to assure the halalness of the food product,
and to avoid the non-halal and najs contamination;
g. providing maintenance services as needed or assisting in preventative
maintenance and repair procedures in restaurant/ plant buildings, mechanical
equipment and utility systems;
h. ensuring all the non-conformance raised solved by related department/
division.

2.0 Designated IHC Roles & Responsibility

Designated role and responsibility for each member based on position and processing
activities in the establishment. Example as below:

a. Chairman of IHC
i. Deciding on whatever steps are necessary to protect the Halal Integrity
ii. Gather top management commitment in initiative related to HAS
iii. Assist in development and communication of halal policy
iv. Ensure HAS is established, implemented and maintained in accordance
with halal standard
v. Supervise/ conduct HAS verification and validation activities.
 vi. Initiate corrective actions and controls to the process including
products recall and withdrawals until the deviation or the
unsatisfactory condition related to HAS requirements have been
corrected.
vii. Approving of new halal material and suppliers, halal products, halal
processes, related personnel in maintaining HAS implementation.
viii.Assign authority to the Halal Person In-Charge to take required and
necessary action(s) related to implementation of Halal Assurance
System.
ix. Ensuring effective and comprehensive implementation of Halal
Assurance System.

b. Halal Person In-Charge (PIC) / Muslim Halal Supervisor

The Halal PIC / Muslim Halal supervisor shall:
i. be a practicing Muslim, mentally sound, baligh, fully understands the
fundamental rules and conditions related to the slaughter of animals in
Islam;
ii. be responsible for the effectiveness of the implementation of Internal
Halal Control System in the establishment;
iii. ensure the functions of Halal Slaughterer, Halal Head Checker and
Halal Checker are in accordance with the Malaysian Protocol for The
Halal Meat and Poultry Productions;
iv. supervise and verify halal records of the establishment as follow:
a. Stunning equipment verification and calibration;
b. Slaughtering record;
c. Non-halal - conformance record;
d. Chiller room, freezer and blast freezer record;
e. Deboning activity record; and
f. Packaging and storage record.

c. Muslim Halal Slaughterer

i. be a practicing Muslim who is mentally sound, baligh, fully understands
the fundamental rules and conditions related to the slaughter of
animals in Islam;
ii. be registered, trained and supervised by JAKIM / JAIN; and
iii. competent in slaughtering the animal according to Shariah Law
d. Muslim Halal Checker
The Muslim Halal Checker shall:
i. be a practicing Muslim, mentally sound, baligh, fully understands the
fundamental rules and conditions related to the slaughter of animals in
Islam;
ii. be registered, trained and supervised by JAKIM / JAIN;
iii. be present in the slaughter hall to check the stunning operation, to
ensure the halal slaughter, proper bleeding, determination of death
prior to dressing operations, handling of non-compliance carcasses and
records as in guidelines

e. Muslim Halal Head Checker

The Muslim Halal Head Checker shall:
i. be a practicing Muslim and technically competent;
ii. be registered, trained and supervised by JAKIM / JAIN;
iii. assess skull damage, identify/label and record the related non-
compliance carcass;
iv. make decisions on the halal status of carcass by examining the level of
damage to the head in accordance with the criteria specified; and
v. refer to the Muslim Halal Supervisor for any uncertainty of the skull
damage

f. Research & Development (R&D) / Menu Development

i. Deciding on whatever steps are necessary to protect the Halal
Integrity of product development
ii. Establish and implement new product development procedures based
on halal materials only
iii. Establish and implement procedure for selecting new halal material
and supplier/ manufacturer i.e. for raw material, packaging material
(Halal Analysis for Material)
iv. Implement monitoring HCCP for new ingredient/ material/ product
v. Maintain product recipes and characteristics
vi. Not to modify recipes prior approval from top management
 vii. Communicating to Halal Person In-Charge in formulating and
developing of new halal products and new halal materials
viii.Delivering knowledge to all staff

g. Purchasing / Procurement
i. Deciding on whatever steps are necessary to protect the Halal
Integrity of products purchased
ii. Establishing purchasing system to assure the consistency of halal
ingredient and halal product according to the halal certificate, product
specification, and halal supplier.
iii. Providing list of approved ingredient/ material/ supplier to Purchasing
Officer (compliance to both halal and food safety requirements)
iv. Approved purchase of ingredient(s) and/ or material(s) which have
been approved by the IHC i.e. based on the Approved Supplier List
v. Inform supplier to supply with copy of recognized halal certificate by
JAKIM for delivery of ingredient/ material especially for imported
critical ingredient/ material
vi. Communicating with Halal Person In-Charge in selecting new raw
material and/ or new supplier
vii. Delivering knowledge to all staff

Purchasing Officer
i. Purchase ingredient/ material from Approved Supplier List
ii. Implement monitoring of HCCP and conduct corrective action if
deviation occurs.

h. Logistic / Warehouse
i. Deciding on whatever steps are necessary to protect the Halal
Integrity of products delivery
ii. Compare PO and DO or check contracts as per Suppliers Specifications
criteria
iii. Ensure any materials delivered are compatible with The Approved
Supplier List for Halal and approved materials by JAKIM
iv. Ensure delivery of ingredient/ material accompanied with copy of
recognized halal certificate and certificate of analysis (COA)
 v. Implement monitoring of HCCP and conduct corrective action for HCCP
deviation if occurs.
vi. Adhere to company policy on prohibition of bringing in non halal
materials
vii. Communicating with Halal Person In-Charge for any arising non halal
issue(s).
viii.Check for any non halal contaminations, receiving temperature, pest
infestations, quality, packing conditions and truck hygiene
ix. Observe unloading practices
x. Handle incoming goods as per documented procedures
xi. Ensure Good Storage Practices and FIFO rotation principles
xii. Delivering knowledge to all staff.

i. Quality Assurance / Food safety

i. Deciding on whatever steps are necessary to protect the Halal
Integrity of product quality and safety
ii. Establishing monitoring system in compliance with food safety
requirement and preventing contamination from biological, chemical,
and physical sources
iii. Check for any non-halal contaminations, temperature control, pest
infestations, quality, packing conditions, and premise cleanliness
through valid documentation i.e. daily paperwork, weekly checklist,
maintenance defect report, equipment calibration log and etc.
iv. Ensure Good Manufacturing Practices (GMP) and Hazard Analysis
Critical Control Point (HACCP) are adhered to
v. Check environmental hygiene and safety
vi. Check raw materials identification and traceability
vii. Ensure coding for traceability is performed i.e. Product Code
viii.Communicating with Halal Person In-Charge for Halal noncompliance
issues
ix. Delivering knowledge to all staff.

j. Operation Supervisor
i. Deciding on whatever steps are necessary to protect the Halal
Integrity of products produced
 ii. Establishing production system in compliance with sharia requirement
and preventing contamination from haram and najs sources
iii. Using only materials as has been approved by the IHC
iv. Adhere to company policy on prohibition of bringing in non-halal
materials.
v. Communicating with Halal Person In-Charge for halal noncompliance
issues
vi. Follow safe food preparation and handling practices
vii. Maintain product recipes and characteristics
viii.Not to modify recipes prior to approval from top management
ix. Check raw materials identification and traceability
x. Delivering knowledge to all staff.

k. Maintenance
i. Deciding on whatever steps are necessary to protect the Halal Integrity.
ii. Providing maintenance services as needed in any defects involving
building, mechanical equipment and utility systems.
iii. Establish and implement procedure for selecting halal material for
premise construction, premise internal fittings, chemical for cleaning
and sanitation, equipment and additives/ lubricants for equipment i.e.
water filter, grease, brush, etc.
iv. Implement monitoring HCCP and required corrective action (if
required) for halal material selection for premise construction, premise
internal fittings, chemical for cleaning and sanitation, equipment and
additives/ lubricants for equipment i.e. water filter, grease, brush, etc.
v. Adhere to company policy on prohibition of bringing in non-halal
materials.
vi. Using only materials as has been approved by the IHC
vii. Check equipment process performance and maintenance
viii.Check water quality and safety
ix. Communicating with Halal Person In-Charge for halal noncompliance
issues
x. Delivering knowledge to all staff
 l. Human Resources
i. Deciding on whatever steps are necessary to protect the Halal Integrity
ii. Selecting and appointing competent personnel with sufficient knowledge
as HAS committee member or Internal Halal Committee (IHC)
iii. Defining the task and responsibility of each IHC member in implementing
HAS for the establishment
iv. Providing training to relevant employee and IHC member to ensure IHC
abreast with legal requirement for halal certification, halal certification
requirements, HAS requirements, other related knowledge for halal
certification and effectively deliver their roles and responsibilities
v. Assist in development and communication of halal policy
vi. Delivering knowledge to all staff

3.0 The knowledgeable and well trained Internal Halal Committee

 Adequate and continuous training for IHC members and relevant staff from top
management.
 To ensure staff understand the Halal Assurance System (HAS)
 The committee members must be knowledgeable and well trained in halal standard
and halal certification requirements.
 To improve IHC member’s knowledge on the importance of the halalness of product,
halal requirements, halal critical points of materials and process
 Training shall involve all personnel who affect the halalness of the food product.
 To ensure relevant employees have sufficient knowledge and effectively deliver their
roles and responsibilities.
 Training will be conducted as below:
a. Halal Awareness Course
b. Halal Assurance System & Halal Internal Audit
c. Malaysia Standard