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They say all good things must come to an end and in the case of your career, change is always good as it is inevitable ! Writing a resignation letter is a crucial first step in saying goodbye to your current job.
Within this guide, we have meticulously curated a comprehensive resource that offers not only samples of resignation letters in Malaysia but also invaluable insights and tips. These resources are designed to facilitate your journey as you embark on this significant chapter of your career, allowing you to navigate it with confidence and grace, ensuring a smooth and professional departure.
Table of Contents
Before you write
Before embarking on the task of crafting your resignation letter, there are essential steps every Malaysian employee should consider.
Evaluate your decision
It is vital that you evaluate your choice thoroughly. Ensure that resigning aligns with your goals, so your letter accurately reflects your reasons for leaving.
Consult your employee handbook
Companies often have unique policies, and resignation guidelines. You should go through your company handbook to ensure that your resignation letter complies with specific requirements as needed by your organization.
Timing considerations
The timing of your resignation holds a kind of importance as it can influence your transition as well as professional relations that you’ve built. Do consider the circumstances of others and professional obligations when deciding the most suitable timing of your resignation.
Types of resignation letters
1. Basic sample of resignation letter:-
Dear [Your Manager’s Name],
Please accept this letter as a notification that I am leaving my position as [Your Current Position title], [The Company that you are working in] on [The Date you will be resigning], [Insert duration of notice] from today onwards.
This was not an easy decision, and I want to express my gratitude for the valuable experiences and opportunities I had during my time within the company.
It has been a pleasure working with you and the team.
Sincerely,
[Your Full Name / Referred name within the Company]
[Signature]
The sample above is a simple, concise and straightforward way to hand in your resignation letter, but again, do keep in mind when you will hand in this letter. Do change up the letter above, but keep the overall start to end format, and include the reason as to why you are resigning. And the key to writing a resignation letter is to maintain professionalism between your employer and you as the employee, and to leave with a positive impression.
Simple types of resignations like the one above are crucial for those who are seeking to resign within a month’s time after handing in the resignation letter.
2. Formal resignation letter in Malaysia
[Your Full Name]
[Your Address]
[Date of Writing]
[Your Manager’s Name] [Manager’s Title]
[Company Name] [Company Address]
Dear [Manager’s Name]
I am writing to you formally as to resign from my position as [Your Position] here at [Company’s Name]. My last working day will be [Insert the date of your final day of employment], providing the [insert duration of notice] notice period as stipulated in my employment contract.
This decision was not made lightly and I want to express my sincere gratitude for the opportunities, guidance, and experiences during my time at [Company’s Name].
This decision aligns with my personal and professional goals, and it is time for me to now explore new avenues and challenges in my career.
I do appreciate your understanding and support in this matter. Please let me know if there are any specific tasks or responsibilities that you would like for me to address during the notice period to ensure a smooth transition. I look forward to maintaining a positive relationship with the company and its team members in the future.
Best regards,
[Signature]
[Your Full Name]
A formal resignation will add on an extra layer of professionalism compared to a simple letter. The difference between the simple letter and a formal one, includes your contact information and address, as well as the recipient’s details. This type of letter is also structured in a way that follows a specific format all the time.
Having a professional written record of your resignation can serve as a reference point for both you and your employer. Having such a letter demonstrates respect and can be advantageous when you need a reference in the future.
3. A simple resignation letter with a Reason:-
Dear [Manager’s Name],
I am writing to you formally to resign from my position as[Your Position] at [Company Name] effective [Final Day of Employment]. This decision comes with a heavy heart as I have truly valued my time here within the company.
The reason for my resignation is primarily [Add on the reason here. Write about 2-3 sentences to keep it brief, and highlight the important points as to why you are resigning from your position.]
I want to express my gratitude for the opportunities and experiences I’ve gained over the course of my time within the company. My role as [Your role] has been both professionally rewarding and personally fulfilling. I’ve learned many valuable skills and have had the privilege of working with a fantastic team.
I am committed to ensuring a smooth transition and I hope to maintain a positive connection with [Company Name] in the future, I wish the company continued success and I thank you for understanding during this time.
Sincerely,
[Signature]
[Your Full Name]
A well created letter can assist in granting your employer an insight into your decision making process, letting them really understand the key point as to why you are resigning can impact how the process will result. This type of letter removes ambiguity and ensures that your intentions are clear. This can be particularly important when your departure might impact ongoing projects or team dynamics.
A resignation letter that includes the rationale behind your decision has the potential to foster goodwill, especially if your reasons are related to personal growth, or even a difficult circumstance.
This type of letter showcases the professionalism and integrity that you have, and leaves things off on a more positive note.
4. Short-Notice Resignation Letter
[Date, Your Name, Your Position during the time of writing] [Company Name, followed by Company Address]
Dear [Your Manager’s Full Name],
I am submitting my formal resignation letter to you, which is effective as of [Date of your last day of work at least one month after writing the letter]. I am resigning on such a short notice due to some unforeseen personal circumstances that I will not disclose through the letter. I do hope that you accept my apologies for submitting this letter on such short notice.
I do want to express my gratitude for the opportunities given to me as well as the valuable experiences I’ve gained over the course of my employment. It’s been an absolute privilege to work with a talented and communicative team.
I hope you will understand the urgency of my departure, I am however, committed to helping make this transition as smooth as possible over the remaining duration of my employment.
Best Regards,
[Signature]
[Your Name]
Sometimes, unforeseen circumstances will arise and require such a short notice resignation letter. This type of letter is submitted with minimal time, usually for situations that require anything less than two week’s notice before your intended departure.
It is essential to maintain professionalism and to apologize for the inconvenience caused by your abrupt departure. Writing a concise and well structured short notice letter is advisable to maintain a respectful relation between employer and the employee resigning.
Essential components of a resignation letter
Understanding the key components of a resignation letter is vital when you’re writing one. In this segment, we’ll do a deeper dive into what really makes a work; and the different parts that encompass a resignation letter.
1. Address and date
Always start off your resignation with at least the company’s address, and the date of writing the letter. In the format of a letter, you would place these in the header section of the letter on the left.
2. Opening and statement of resignation
Maintain a professional tone when writing the letter, use openings that contain words like Dear, or To, followed by your Manager’s name and position. Optionally, you can include the name of the company you are working for attached to your manager’s position.
3. Reasons for leaving
Providing a brief reason as to why you are leaving is a must, unless there are certain specific and personal reasons that you do not wish to state, do include that fact to your manager. Whether it is from unforeseen circumstances or for professional and personal growth, providing a reason will provide a form of closure to your manager to a certain extent. Do note that most professionals will choose to discuss the details of leaving over a meeting.
4. Notice period
Having to include a notice period in your resignation letter is not just a formality but it also serves as a critical element that ensures a professional and seamless transition. It allows both you and employer to plan effectively and minimizes any disruptions that might arise from your resignation. You should clearly outline your notice period in your resignation letter, ensuring that it aligns with the terms of your employment contract. This also demonstrates a degree of respect for company rules and policies.
5. Additional information
In your resignation letter, you should include additional info such as expressing your willingness to aid during the transition process, acknowledging the growth, experiences, and relations you’ve gained during your employment, etc.
Including theses types of additional info will not only add on to formality, but retains and builds the positive relationship further with your employer.
6. Closing and signature
When closing the letter, do end it off with phrases like ‘Sincerely’ or ‘Best regards’ at the end, before following it up with your signature and name.
Look at the sample of resignation letters in Malaysia above that can give you some guidance. Avoid casual or overly familiar closings in a resignation letter, as it’s still a formal business document. Your signature also serves as confirmation that the letter is authentic and genuinely from you. If you are sending a hard copy, use a pen to sign above your typed name. In the case of an email resignation letter, you can use a scanned or digital signature if your employer requires it. Consider including your contact details for future correspondence. Provide your phone number and a professional email address where you can be reached. This ensures that your employer can contact you if they need further information or clarification during the notice period or afterward.
Language and tone
When writing any material, particularly something important like a resignation letter, the choice of language and tone holds significant weight. It’s the conduit through which you convey your message respectfully and professionally. This section illuminates the kind of language and tone you should use when writing your resignation letter.
1. Professionalism and courtesy
Maintaining a tone of professionalism and courtesy through your resignation letter. Use respectful language and address your superiors formally. Express your gratitude for the opportunities and experiences you have gained during your time of employment.
2. Clarity and brevity
Keep your letter concise and to the point, and clearly state your intent to resign and your reasons as to why. Avoid any sense of ambiguity while using simple, direct language to ensure your message is easily understood.
3. What to avoid
Should your departure happen due to a bad experience at work, do refrain from negative language, blame, or emotional expressions. Avoid detailing personal problems or workplace grievances. Keep the letter positive and professional while holding back the other details for a more formal face-to-face conversation.
After submitting your letter
After submitting your letter, it will mark the start of a crucial phase in your career transition. As a professional, what follows after can change your relationship with your work significantly, as well as prospects for the future.
In the next section, we’ll guide you through the three crucial steps for you to take after you submit your resignation letter.
1. Handover Process
Collaborate with your manager and colleagues within your department to ensure a smooth handover of your responsibilities to others. Prepare documentations, delegate tasks, and provide the necessary training if needed. A well executed handover reflects positively on your professionalism. During this time, keep open communication to reinforce your reputation and allow your colleagues feel confident in their new roles and tasks.
2. Exit Interview
The exit interview is a vital part of a resignation process, it offers you a platform to reflect on your employment, and allows you a time to provide feedback on your experiences, and for you to leave a lasting impression. It is essential to approach this conversation with a combination of tact and honesty.
3. Keeping Connections Open
Though you are leaving your current workplace, there are ways to maintain and even strengthen the professional connections you’ve cultivated during your employment. Making connections with your colleagues and superiors on LinkedIn is a great way to keep in touch. This also demonstrates your sincerity and helps to keep the lines of communication open.
A simple heartfelt thank you note or message expressing your appreciation to your employer and colleagues is important and expands your current work relation network.