Dr Muhamad Hariz Muhamad Adnan (drhariz.com), HRD Corp certified AI trainer and Senior Lecturer at UPSI, recommends that every corporate AI training quotation in Malaysia spells out six things before you sign: trainer days and hours, the level of customisation, materials and tool access, the HRD Corp grant details, post-training support, and exactly what the price excludes. A quote that leaves any of these vague is hard to compare and hard to claim.
This checklist is for HR, L&D and procurement teams who have one or more proposals on the table and need to judge them fairly. It does not tell you what AI training should cost; for typical price levels read How Much Does AI Training Cost in Malaysia?, and for ways to bring the cost down see Affordable AI Training for Malaysian Businesses. This page is about what should be written in the quotation itself.
Why the quotation matters more than the headline price
Two quotes with the same total can buy very different training. One may include a needs analysis, customised exercises built on your own documents and a follow-up clinic; the other may be a standard slide deck delivered to a large room. Because corporate AI training in Malaysia is often paid through the HRD Corp levy, the quotation also becomes part of your grant application, so gaps in it can delay approval or reduce what you can claim.
The line items a proper AI training quote should include
1. Trainer days, hours and schedule
The quote should state the number of training days or half-days, the contact hours per day, start and end times, and whether delivery is on-site, live online or hybrid. HRD Corp applications rely on a clear schedule, so vague phrases such as “one session” are not enough. If the programme is split across several dates, each date should be listed.
2. Named trainer and credentials
Ask who will actually deliver the training, not just the company name. The proposal should name the trainer, state their AI qualifications and HRD Corp trainer status, and confirm that the named person will deliver every session. Substitutions should require your written approval.
3. Customisation and needs analysis
Customisation is where quotes differ most. A good proposal describes what will be tailored: pre-training survey, interviews with department heads, exercises built on your own (sanitised) documents, and industry examples. It should say whether customisation is included in the fee or charged separately, and how many rounds of outline revisions you get.
4. Course outline and learning outcomes
Attach a module-by-module outline with learning outcomes written as things participants will be able to do, for example “draft a customer reply with Copilot and check it for accuracy”. A generic list of topics without outcomes is a warning sign. For a sense of what a solid outline looks like, see the AI training syllabus for Malaysian companies.
5. Materials and certificates
Check whether printed or digital handbooks, prompt libraries, templates, slide copies and certificates of attendance are included, and whether you may reuse the materials internally after the programme.
6. AI tools and licences
The quote should state which tools are used (for example ChatGPT, Microsoft Copilot or Google Gemini), whether participants need paid licences, and who provides them. Training built around Copilot is of little use if your staff do not have Copilot licences, so this line prevents an expensive mismatch.
7. HRD Corp grant details
If you plan to claim through HRD Corp, the quotation should carry the trainer or training provider registration details, the programme title as it will appear in the grant application, the scheme you intend to use, and a fee breakdown that matches HRD Corp allowable cost items. Always apply for the grant before training starts. For how claims work, read HRD Corp Claimable AI Training Courses in Malaysia.
8. Travel, venue and logistics
For on-site training, the quote should say whether travel, accommodation and mileage are included, and who provides the venue, projector, internet and meals. Out-of-town training is where hidden costs usually appear.
9. Post-training support
List what happens after the session: a follow-up clinic, email support for a set number of weeks, a review of how staff are using AI, or a short evaluation report. If nothing is included, the quote should say so.
10. Payment terms, cancellation and exclusions
Look for deposit and payment dates, what happens if you postpone, and an explicit list of exclusions. A quote that states its exclusions clearly is usually more reliable than one that appears to include everything.
Questions to ask before you accept a quote
- Who exactly will deliver the training, and can we speak with them before booking?
- Which parts of the programme will be customised for our industry, and what do you need from us?
- What will participants be able to do on Monday morning that they cannot do today?
- Which AI tools will be used, and do our licences match?
- Does the fee breakdown match the HRD Corp allowable cost items for this format?
- What happens if we need to postpone or change participant numbers?
- What support do we get after the last session?
How to compare two quotes like for like
Put both quotations into one simple table with the ten line items above as rows. Mark each row as included, excluded or unclear. Then adjust for what is missing: if Quote A includes a needs analysis and a follow-up clinic and Quote B does not, Quote B is not really cheaper unless you are willing to give those up. Compare contact hours rather than “days”, because a short day and a full day are priced very differently. Finally, compare the net cost after any HRD Corp claim, not the gross total.
| Line item | Quote A | Quote B |
|---|---|---|
| Contact hours and format | Included / unclear | Included / unclear |
| Named trainer and credentials | ||
| Needs analysis and customisation | ||
| Outline with learning outcomes | ||
| Materials and certificates | ||
| AI tools and licences | ||
| HRD Corp details and fee breakdown | ||
| Travel and logistics | ||
| Post-training support | ||
| Payment terms and exclusions |
Requesting a quotation from Dr Hariz
Dr Muhamad Hariz Bin Muhamad Adnan is a Doctor in Artificial Intelligence and Senior Lecturer at the Faculty of Computing and Meta-Technology, Universiti Pendidikan Sultan Idris (UPSI), and an HRD Corp certified AI trainer focused on AI-driven digital transformation in the workplace and in education. His corporate AI training in Malaysia is delivered on-site, live online or blended, in Bahasa Melayu, English or bilingually. Education institutions can see AI for education in Malaysia. To get a quotation built around this checklist, contact Dr Hariz with your team size, preferred dates, delivery format and the tasks you want AI to help with.
Frequently asked questions
At minimum: contact hours and schedule, the named trainer and credentials, customisation and needs analysis, a module outline with learning outcomes, materials, AI tools and licences, HRD Corp grant details, travel and logistics, post-training support, and payment terms with a clear list of exclusions.
Mostly because of customisation, trainer expertise, contact hours, class size and what happens after the session. A lower quote often leaves out needs analysis, tailored exercises or follow-up support, so compare line items rather than totals.
Yes, the quotation and course outline normally support the grant application, so the programme title, schedule, trainer details and fee breakdown should be consistent with what you submit. Apply before training starts and check current HRD Corp rules on hrdcorp.gov.my.
Yes. AI training quality depends heavily on the person in front of the room. Ask for the trainer’s name and credentials in writing and for any substitution to require your approval.
List the same line items for both, mark each as included, excluded or unclear, compare contact hours instead of days, and compare the net cost after any HRD Corp claim.
