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Guide to Writing Resignation Letters in Malaysia 2023 with Sample Letters & Tips

ByAmirah Tan

Sep 13, 2023
How to Write A Resignation Letter

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.

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 significant importance as it can influence your transition and professional relationships. Consider personal circumstances and professional obligations when deciding the most suitable timing for your resignation.  

Types of resignation letters

Types of resignation letters

1. Simple sample of resignation letter Malaysia


Dear [Your Manager’s Name],

Please accept this letter as notification that I am leaving my position as [insert your position here at your company name] on [insert date here], [insert duration of notice] from today.

This decision was not easy, and I want to express my gratitude for the valuable experiences and opportunities I’ve had during my time at this company.

It has been a pleasure working with you and the talented team here.


[insert signature here]

[Your Name]


A simple resignation letter sample Malaysia looks just like the above and is a straightforward way to tender your resignation. It’s concise, clearly articulating your intent to resign and specifying your last working day. It benefits both you and your employer by maintaining a professional tone and leaving a positive impression.

These simple resignation letters are crucial for those individuals seeking a sample of resignation letter in Malaysia for a 1 month notice period.

By adhering to this uncomplicated format, you can confidently navigate the process of resigning from your position, allowing you to move forward while preserving positive professional relationships.  

2. Formal resignation letter sample Malaysia


[Your Name]

[Your address]


[Your Manager’s Name]

[insert manager’s title here]

[Your Company Name]

[Your company address]

Dear [Your Manager’s Name],

I am writing to formally resign from my position as [insert your position here at your company name]. My last working day will be [insert date here], providing the [insert duration of notice] notice period as stipulated in my employment contract.

This decision has not been made lightly, and I want to express my sincere gratitude for the opportunities and experiences I have gained during my time at General Electrics.

I believe this step aligns with my personal and professional goals, and it is time for me to explore new avenues and challenges in my career.

I appreciate your understanding and support in this matter. Please let me know if there are any specific tasks or responsibilities you would like 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,

[insert signature here]

[Your Name]


A formal resignation letter adds an extra layer of professionalism when compared to a simple letter. It includes your contact information, address, and the recipient’s details. This type of letter is highly structured and often follows a specific format.

They often provide a written record of your resignation, which can be valuable if any disputes or misunderstandings arise in the future.

It serves as a reference point for both you and your employer. Such a letter demonstrates respect and can be advantageous when you need a reference in the future.  

3. Sample resignation letter Malaysia with reason for leaving


Dear [Your Manager’s Name],

I am writing to formally resign from my position as [insert your position here at your company name] effective [insert date here]. This decision comes with a heavy heart as I have truly valued my time at this company.

The reason for my resignation is primarily to care for my ailing child. His health condition requires my full attention and support at this crucial time. Family has always been a priority for me, and I believe it’s essential to be there for my child during this challenging period.

I want to express my gratitude for the opportunities and experiences I’ve had. My role as [insert your position here] has been both professionally rewarding and personally fulfilling. I have learned 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 Kawan Food in the future. I wish the company continued success, and I thank you for your understanding during this time.


[insert signature here]

[Your Name]

Including reasons for leaving in your resignation letter can provide closure as it helps your employer understand your decision better.

A well crafted letter can assist in granting your employer an insight into the decision-making process, fostering a more profound understanding of your choice. It 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 a difficult circumstance.

It showcases your professionalism and integrity, offering a positive note upon which to conclude your tenure with the organization.

Such a gesture not only maintains your reputation but also solidifies the possibility of retaining valuable connections and references for future career endeavors.  

4. Short-notice resignation letter sample Malaysia



[Your Name]

[Your Role]

[Your Company Name]

[Your company address]

Dear [Your Manager’s Name],

I am submitting my formal resignation effective [insert date here from my position as [insert your position here at your company name]. I am resigning with short notice due to unforeseen personal circumstances, and I hope you accept my apologies for supplying this letter on short notice.

I would like to express my deep gratitude for the opportunities and experiences that the company has provided me during my 8 years of service. It has been a privilege to work with such a dedicated and talented team.

I appreciate your understanding of the urgency of my departure, and I am committed to helping make this transition as smooth as possible over the next 2 weeks.


[insert signature here]

[Your Name]

[Your role]


Sometimes, unforeseen circumstances require a short-notice resignation. This type of letter is submitted with minimal time, usually for situations that require anything less than two weeks’ notice before your intended departure.

It’s essential to maintain professionalism and apologize for the inconvenience caused by your abrupt departure.Employing a concise and well-structured short-notice letter format is advisable for maintaining a respectful and efficient exit strategy.

Look at our sample resignation letter Malaysia above for guidance on crafting an effective short-notice resignation letter.  

Essential components of a resignation letter

Essential components of a resignation letter Understanding the key components of a resignation letter is vital when you’re composing this crucial document. In this section, we delve into the critical elements that must be present in your resignation letter. By including these components, you not only ensure that your letter maintains professionalism but also leaves a positive and lasting impression, which is essential during your transition from your current job.

1. Address and date

Always start your resignation letter with a formal tone by stating your name, current address, and the date. Include your manager’s details and the company’s address for a complete formal header. If you need to see a formal sample of resignation letters in Malaysia for guidance, scroll up to the types of resignation letter section where we have provided a few samples for you to utilize.

2. Opening and statement of resignation

Begin your letter with a courteous greeting, followed by a clear, concise statement of your intent to resign. Specify your job title in the company here should you work for a very large organization. You can also add the company’s name.

3. Reasons for leaving

Provide a brief, professional explanation for your departure. Maintain a positive tone, focusing on the new opportunities or personal growth driving your decision. If your reasons for leaving are due to a change within your personal life or any unforeseen circumstance, you may choose to clarify your situation or not in the letter. Most professionals choose to discuss these details over a meeting.

4. Notice period

Including the notice period in your resignation letter is not just a formality rather it is a critical element that ensures a professional and seamless transition. It allows both you and your employer to plan effectively and minimize any disruptions that might arise from your resignation. Clearly outline your notice period in your resignation letter, ensuring it aligns with the terms of your employment contract. This also demonstrates respect for company rules and policies.

5. Additional information

In your resignation letter you can include additional information such as expressing your willingness to aid in the transition process, acknowledging the growth, experiences, and relationships you’ve gained during your tenure and many more. Including additional information in your resignation letter, is about more than just formality; it’s about fostering positive relationships and leaving a lasting impression that benefits your career in the long run.

6. Closing and signature

The closing and signature of your resignation letter are the finishing touches that wrap up your communication with professionalism and grace. Use a polite closure at the closing of your letter with phrases like ‘Sincerely,’ or ‘Best regards’. 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

Maintain a tone of professionalism and courtesy throughout your resignation letter. Use respectful language and address your superiors formally. Express gratitude for the opportunities while remaining formal.

2. Clarity and brevity

Keep your letter concise and to the point. Clearly state your intent to resign and your reasons. Avoid ambiguity while using simple, direct language to ensure your message is easily understood.

3. What to avoid

Should your departure happen due to a negative experience at work, refrain from negative language, blame, or emotional expressions. Avoid detailing personal problems or workplace grievances. Keep it positive and professional in the letter while keeping other details for a more formal face-to-face conversation.  

After submitting your letter

The moment you submit your resignation letter marks the beginning of a crucial phase in your career transition. As a professional, what follows after can significantly shape your relationship at work and prospects for the future. In this section, we’ll guide you through the three crucial steps for you to take after submitting your resignation letter.

1. Handover Process

Collaborate with your manager and colleagues within your department to ensure a smooth handover of your responsibilities. Prepare documentation, delegate tasks, and provide training if needed. A well-executed handover reflects positively on your professionalism. During this time, keep an open communication line reinforcing your reputation and allowing your colleagues to feel confident in their new roles.

2. Exit Interview

An exit interview is a vital part of the resignation process, offering you a platform to reflect on your tenure, provide valuable feedback, and leave a lasting impression. It’s essential to approach this conversation with a combination of tact and honesty. We urge that you stay concise yet honest, focusing on constructive reasons rather than dwelling on any negative aspects during your exit interview. Remember, your feedback can contribute to the company’s ongoing efforts to improve the workplace for current and future employees.

3. Keeping Connections Open

Though leaving your current workplace means physically not being there, there are ways to maintain and even strengthen the professional connections you’ve cultivated during your tenure. Connecting with your colleagues and superiors on LinkedIn is a fantastic way to stay in touch. It 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 is equally important. By staying connected with colleagues and superiors, you’re effectively expanding your professional network which can be invaluable for career growth.  

Frequently Asked Questions

Can I resign immediately in Malaysia?

In Malaysia, you typically cannot resign immediately unless it’s explicitly mentioned in your employment contract. Most employment contracts require employees to provide notice, which is between one to three months, and to stay on to serve the notice period. In the event that you need to leave immediately, we suggest that you review your contract and try to negotiate with your employer for a smoother transition.

Can I Resign via Email?

Yes, you actually can resign via email in Malaysia! Email resignations are legally accepted although a formally printed letter is often customary for documentation purposes. Ensure your resignation email is professional, includes all necessary details, and send a soft copy of your resignation letter. Also, confirm receipt with your employer to avoid any miscommunication. Remember, it’s essential to maintain professionalism in all your interactions.

How to Handle Counteroffers?

Handling counter offers can be tricky. If you receive one after resigning, consider these three steps: 1. Evaluate It Carefully: Examine the counteroffer thoroughly. Does the counter offer align with your long term goal or address any of the issues which led to your resignation in the first place? 2. Stay True to Your Decision: Remember the reasons you decided to resign. Counteroffers might address some concerns, but they don’t always resolve deeper issues. Think about your overall career satisfaction and growth. However, if you find that the counter offer is made with a genuine attempt at retaining talents with some or all of your reasons addressed, you can consider it too. 3. Maintain Professionalism: Regardless of your decision, maintain professionalism throughout the process. Be polite, thank your employer for the offer, and communicate your decision clearly and respectfully. Carefully consider your counter offer weighing both short-term and long-term factors. Make your decision based on your career aspirations and well-being.

Amirah Tan

Amirah Tan is a highly skilled writer with a passion for exploring the intersection of software and social dynamics in...

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