How to write a resignation email (with examples)
A resignation email marks the pivotal moment of transitioning from one job to another in today's digital landscape. It encapsulates gratitude, reflection, and professionalism as individuals bid farewell to their current roles and embrace new opportunities. Whether you're unsure how to start or looking for a resignation email sample to guide you, crafting a clear, respectful message is essential.
In this comprehensive guide, we'll delve into the art of composing a well-crafted resignation email tailored for the Malaysian market. We'll cover fundamental aspects and provide insights on navigating this transition smoothly, incorporating elements relevant to Malaysia's professional landscape.
Let's explore the process of bidding farewell graciously and embracing new opportunities.
What is a resignation email?
A resignation email is a formal communication sent to your employer to announce your decision to leave your current job. It serves as an official record of your resignation, outlines your final working day, and often includes a message of gratitude for the experiences gained during your tenure.
This email ensures clarity, professionalism, and a smooth transition for both you and your employer. Additionally, it helps foster positive relationships with colleagues and management, which can be valuable for future career opportunities.
When is a resignation email typically given?
In Malaysia, providing at least one month’s notice is customary when issuing a resignation email, allowing employers ample time to manage the transition. However, it's important to check your employment contract, as the required notice period may vary depending on your role, contract type, or length of service.
Knowing when to send your resignation email shows respect and professionalism. It's best to talk with your boss in person before sending it. This makes your message more personal and thoughtful.
If you're unable to meet face to face, send the email soon after you inform your manager over the phone or in a remote meeting. Make sure your resignation letter matches what you say during this conversation. This way, your message is clear and consistent.
Sending physical resignation letters
You might wonder if you need to give your boss a physical resignation letter to tell them you're leaving. Today, most people use email to send their resignations. It's faster and easier, and having a well-crafted resignation email sample can help ensure clarity and professionalism. However, some Malaysian companies may still expect a printed resignation letter for formal records or as a customary practice.
The standard resignation process
Preparing to leave your job involves several important steps. One of these is the resignation process, which includes notifying your employer and colleagues that you're leaving.
Here's a step-by-step guide tailored for Malaysian professionals:
Notifying your supervisor or manager: Tell your boss that you're planning to leave. You can do this by talking to them in person, in a remote meeting, or over the phone.
Drafting your resignation email: Write a formal email to your boss or the team that looks after recruitment. In the email, include your name, your job, and when you plan to leave. Thank them for the time you've spent working at the company.
Sending the resignation email: Send the resignation email. It's best to send it during regular work hours so the recipients see it in good time.
Meeting any obligations: While you're still working for the company, finish up any work you need to do. You might also help the person taking over your job. Make sure you give back your company equipment.
Completing an exit interview (If applicable): Sometimes, the company might want to talk to you before you leave. This is an exit interview. You can share your thoughts and experiences about working there.
Returning company property: Before you leave for the last time, give back anything that belongs to the company, such as keys or a work laptop.
Following these steps can make leaving your job smoother. This guide can help you transition out of your current role in a professional manner. By following each stage of the resignation process, you can navigate the transition confidently. This ensures a positive end to your time at the company. It sets the stage for your future career.
Then email it to your boss and HR department, but always double-check if your company has specific procedures for submitting your resignation.
How to write a resignation email?
When it's time to move on from your job, writing a formal resignation email is an essential step in the process. A well-crafted resignation email ensures that you leave on good terms and maintain professionalism throughout the transition. Follow these steps to write an effective resignation email sample that maintains professionalism and leaves a positive impression.
Start with a proper greeting: Begin your resignation email with a courteous greeting, addressing your supervisor or manager by name or title. This sets a respectful tone for the message.
State your intention to resign: In the opening paragraph, state your intention to resign from your current position. Keep your message concise and to the point, avoiding ambiguity in your language.
Provide the date of your last working day: Include the date of your last day in the body of the email. This helps your employer and colleagues understand your timeline for departure. They can then plan accordingly.
Offer to help with the transition: Express your willingness to help with the transition process. Offer to train your replacement. You could guide ongoing projects or give support to ensure a smooth handover of responsibilities.
Thank your employer: Take a moment to thank the company for the opportunities and experiences you've had. Offering sincere thanks acknowledges the value of your company and encourages positive relationships even as you depart.
Close with a professional sign-off: End your formal resignation with a professional sign-off, such as "Sincerely" or "Best Regards," and your name. This gives the message a polite conclusion.
Proofread and edit: Before sending your resignation email, check it for any grammatical errors or typos. Ensure that the message is clear, concise, and free of any unnecessary personal details.
If you are delivering your resignation in person, follow these additional steps:
Print the resignation letter on professional letterhead paper, ensuring it's error-free and clear.
Schedule a brief meeting with your supervisor to inform them of your resignation. This face-to-face conversation allows you to express gratitude and discuss the transition process.
Hand-deliver your printed resignation letter to your immediate supervisor or manager during the meeting. This personal touch demonstrates professionalism and allows you to answer any queries.
Follow up with an emailed copy of your resignation letter for documentation purposes. This ensures clarity and establishes a digital record of your resignation.
Writing a resignation email may feel a little daunting, but following these steps can help you navigate the process and leave a positive impression as you move on to your new job.
Resignation email templates you can use
Resigning from a job might feel overwhelming, but having a well-written resignation email can make the transition easier. Whether you're moving to a new position or changing careers, a formal notification is key.
Here are some resignation email templates tailored for Malaysian professionals to simplify the process. Let's explore the resignation email samples to simplify the process and ensure a positive departure from your role.
Resignation email template 1
Here's one resignation email example you can use:
[Your Name]
[Your Address]
[City, Province, Postal Code]
[Your email address]
[Date]
[Supervisor's Name]
[Job Title]
[Company Name]
[Company Address]
[City, Province Postal Code]
Dear [Supervisor's Name],
I am writing to formally resign from my position as [your position title] at [company name], effective [end date, usually two weeks from the date of the email]. After much consideration, I have decided to [reason for leaving], which aligns more closely with my long-term career goals.
I want to express my gratitude for the opportunities and experiences I have had during my time with the company. It has been a privilege to work alongside such dedicated colleagues and to contribute to the success of [company name].
As I transition out of my role, I am committed to ensuring a smooth handover of my current duties and responsibilities. Please let me know how I can assist in this process.
Thank you again for all the guidance and support you have given me throughout my tenure. I value my time at [company name] and wish the team continued success in the future.
Sincerely,
[Your Name]
Resignation email template 2
Here is another template that can help guide you when creating your resignation letter:
[Your Name]
[Your Address]
[City, Province, Postal Code]
[Your Email Address]
[Date]
[Supervisor's Name]
[Job Title]
[Company Name]
[Company Address]
[City, Province Postal Code]
Dear [Supervisor's Name],
I am writing to inform you of my decision to resign from my position as [your position title] at [company name], effective [end date, usually two weeks notice letter from the date of the email]. Unfortunately, I will have to leave my position due to personal reasons. During my notice period, I'll do everything possible to ensure a smooth wrap-up of my current duties and hand over my existing projects to my team members. Please let me know if there's anything else I can do to ensure a smooth transition.
I want to express my appreciation for the opportunities and support I have received during my time at [company name]. It has been a pleasure working with such a talented team. I am grateful for the experience I have gained.
As I prepare to transition out of my role, I want to ensure a seamless handover process. Please let me know how I can assist in this transition.
Thank you once again for your leadership and guidance. I wish [company name] continued success in the future.
All the best,
[Your Name]
Resignation email template 3
Sometimes, keeping it short and simple is better. Here’s a more concise resignation email. Although it’s shorter, it gets its point across while still maintaining professionalism.
Dear [Manager's Name],
I am writing to inform you of my resignation from [Company Name], effective [last working day, typically two weeks from the date of the email]. I have appreciated the opportunities for growth and development that I have experienced during my time here, and I am grateful for the support of my colleagues and supervisors.
Thank you for the opportunity to be a part of the team. I wish the company continued success in the future.
Sincerely,
[Your Name]
Resignation email template 4
For those transitioning to a new industry, here’s a tailored resignation email:
Dear [Manager's Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], with my last working day being [Last Working Day]. After careful consideration, I have decided to explore new opportunities in a different industry to further develop my skills and career.
I am truly grateful for the support, guidance, and opportunities provided to me during my tenure at [Company Name]. Working alongside a dedicated and talented team has been a rewarding experience, and I am proud of the contributions I have made to our shared goals.
During my notice period, I am committed to ensuring a smooth transition by completing outstanding tasks and assisting with the handover process.
Thank you once again for the invaluable experiences and learning opportunities. I wish you and the team continued success.
Best regards,
[Your Name]
Resignation email sample you can refer to
Here are three sample resignation emails that you can refer to when crafting your own:
Resignation email sample 1
Subject: Resignation - Rajesh Kumar
Dear Mr. Lim,
I am writing to formally resign from my position as Software Engineer at Tech Solutions Sdn Bhd, with my last working day being 30th September 2024. After careful consideration, I have decided to accept a new opportunity that aligns with my long-term career goals.
I am sincerely grateful for the opportunities, guidance, and experiences I have had while working here. It has been a pleasure to collaborate with such a talented and supportive team.
During my notice period, I will do my best to complete any outstanding tasks and assist in the handover process.
Thank you once again for the opportunity. I wish Tech Solutions Sdn Bhd continued success.
Best regards,
Rajesh Kumar
Resignation email sample 2
Subject: Resignation - Aisyah Binti Ahmad
Dear Ms. Wong,
I am writing to formally resign from my position as Marketing Executive at Creative Ideas Sdn Bhd, with my last working day being 15th October 2024. This decision was not made lightly, but I believe it is the right step for my personal and professional growth.
I am deeply appreciative of the opportunities for growth and the invaluable experiences I have gained during my tenure here. The support from you and the entire team has been exceptional.
I will do everything I can to ensure a smooth transition and assist in handing over my responsibilities.
Thank you again for your understanding and support.
Kind regards,
Aisyah Binti Ahmad
Resignation email sample 3
Subject: Resignation - Chen Wei
Dear Mr. Hassan,
I am writing to inform you of my resignation from my role as Sales Associate at Global Trading Sdn Bhd, effective 20th November 2024. I have appreciated the opportunities for growth and the support provided by the team during my time here.
Thank you for your guidance and encouragement. I will do my best to ensure a smooth transition before my departure.
Best regards,
Chen Wei
Tips on writing a resignation email from HR professionals
Here are some tips to help you write a professional resignation letter. These tips can help you communicate your decision well and maintain good relationships as you move on in your career.
Be clear and concise
When writing your resignation email, begin with a clear statement indicating your intention to resign. Referring to a resignation email sample can help ensure your message is structured clearly and professionally.
Avoid ambiguity – get straight to the point. Keep your email focused. Avoid unnecessary details that may complicate the message. Using simple, neutral language is advisable as well.
Keep it professional
Keep your message professional. Don't air personal grievances. Stay positive and respectful. Avoid any negative comments or passive-aggressive remarks.
Don’t criticise your company, team, or boss in your resignation email. Instead, be graceful about exit. Thank them for the opportunities they gave you. Focus on your positive experiences.
Offer to help with the transition
Express your willingness to help with the transition process. Offer to collaborate on a plan to ensure a seamless handover of responsibilities.
Keep your reasons for leaving vague
Don't dwell on current issues or your reasons for leaving. Your resignation letter is not the place for you to complain about the company. If you want to provide feedback before leaving, you can do it during your exit interview. Remember to maintain professionalism during the interview as well.
Shift the emphasis of your resignation letter toward your future career goals and aspirations. Keep your reasons for leaving vague to maintain professionalism.
Address the resignation email to your immediate supervisor
Address your resignation letter to your immediate supervisor or manager. This offers clear communication and gives a personal touch to the resignation process.
Be prepared for scenarios such as a counteroffers
Before accepting your resignation, your employer might offer you something to stay. This is a counteroffer. Take your time to think about it. Consider whether it matches what you want for your career in the long term. Think about job satisfaction, opportunities to grow, and your work-life balance.
Make sure any counteroffer addresses your reasons for leaving. By thinking it over, you can make a decision that's best for you and your career growth.
Conclusion
Resigning in Malaysia requires cultural sensitivity and professionalism. By following our tips and referring to a well-structured resignation email sample, you can write a resignation letter that's clear, professional, and respectful. Clear communication is essential. Avoid unnecessary details and passive-aggressive remarks. Maintain professionalism throughout your email.
When you write your resignation email and talk about your future goals, think about how they fit with Malaysia's changing job market and businesses. It can make your message more relevant and interesting.
Take the opportunity to reflect on your experiences. Consider how they contribute to your professional growth and development. Remember, professionalism is key in all aspects of your career journey, including how you handle resignations and transitions. Approaching your resignation with professionalism and respect can leave a positive impression. This can allow you to maintain valuable relationships as you move forward in your career path.
FAQs
Navigating the process of resigning from a job often involves composing a formal resignation letter. Below, we address some common inquiries about crafting effective resignation letters:
- How do I write a simple resignation letter?
To write a simple resignation letter, state your intention to resign, specify your last working day, express gratitude, and offer to help with the transition. Keep the resignation letter clear, concise, and professional. - How do you politely write a resignation letter?
To write a polite and professional resignation letter, maintain a respectful and professional tone. Use plain language and avoid including negative remarks or grievances. - How do I write a resignation letter in Malaysia?
Writing a resignation letter in Malaysia requires attention to cultural norms and workplace practices specific to the region. In Malaysia, it's essential to maintain a respectful tone when writing your resignation letter. Remember to ensure compliance with your employment contract and relevant legal or official documents to conclude the process professionally. - How do you resign gracefully in a letter?
Keep it short and vague. Focus on your positive experiences in the company. Your resignation letter is not where you should air your unhappiness. Avoid criticising teammates and bosses as well.
