How to write a resignation letter with samples

Stepping away from your current job can feel like a major life decision, and in many ways, it is. In Malaysia's competitive and interconnected job market, how you leave matters just as much as how you arrive.

That’s why a professional resignation letter is a crucial step in your career journey.

Using a resignation letter sample to write your formal goodbye will help you navigate the separation smoothly. This guide will walk you through how to write a resignation letter that ensures a smooth transition process, protects your professional relationship with your current employer, and helps you leave on a good note.

We’ll also cover changes in Malaysian employment law and how they might affect your resignation process. All in all, we'll cover these topics:

• Understanding the purpose of a resignation letter
• Key components of a resignation letter
• Writing a professional resignation letter: step-by-step guide
• Sample resignation letter templates
• Submitting your resignation letter: best practices
• Common mistakes to avoid in resignation letters
• Leaving on a positive note
• FAQs

Understanding the purpose of a resignation letter

A resignation letter is a formal document that informs your current employer of your intention to resign from your current position. In Malaysia, it serves not only as a notice of your departure but also as a professional record that can influence future references and relationships.

A well-written resignation letter with a positive tone helps you leave on good terms, even if you're resigning due to job dissatisfaction or unforeseen circumstances. It also helps clarify your last day of work and kickstarts the transition process, which is vital for both parties.

Malaysian labour law protects your right to resign from your job. The Employment Act 1955, Section 12, explains that your employer cannot reject your resignation as long as you comply with the notice period specified in your employment contract.

Key components of a resignation letter

Every effective resignation letter includes a few essential elements. Here’s what your resignation letter should include:

• Header: Your full name, contact information, current date, and the recipient’s name and position.
• Statement of resignation: A clear declaration of your intent to resign.
• Current role and company: State your job title and the company you are leaving.
• Last day of work: Provide your final working date, observing the 30-day notice period unless waived.
• Brief explanation (optional): Keep this concise if included – personal reasons, career growth, or relocation. In Malaysia, the most common reasons cited for resignation include lack of career growth (cited by 36% of respondents) and work-life balance issues (cited by 50%).
• Expression of gratitude: Acknowledge the opportunities and experiences gained.
• Offer to assist: Willingness to help with transition or training a replacement.
• Professional closing and signature: End politely and sign off professionally.

Writing a professional resignation letter: A step-by-step guide

Here’s how to write a resignation letter that suits Malaysia’s workplace norms and legal context.

1. Choose the right format and tone

Your resignation letter should remain professional throughout. As is appropriate with an official notice, use formal, respectful language. Avoid emotional or informal expressions, and maintain a positive tone.

2. Address the letter properly

Always begin with a respectful salutation using your immediate supervisor’s full name and job title. This ensures your official notice is properly directed and received.

3. State your intention to resign

Be direct and unambiguous in stating your decision to resign. This should be right up front in your letter: start with something like, “I am writing to submit my official notice of resignation from my role as Marketing Associate,” is clear and appropriate. Stay focused on the facts and avoid unnecessary elaboration.

4. Specify your last day of work

Clearly state your intended final working day following your notice period. For example, “My last day will be 20 June 2025.” If you're requesting an immediate departure due to urgent circumstances, frame it respectfully and keep your explanation brief.

5. Express gratitude for the opportunity

Thank your employer for the experience and highlight a few positive aspects of your time with the company. Mention specific learning opportunities or accomplishments that made a lasting impact on your career growth.

6. Offer assistance during the transition

Indicate your willingness to help with a smooth transition process, whether by training your replacement or documenting essential tasks. For example, “I’m happy to support a smooth transition process in the coming weeks.”

7. Provide a brief explanation (if necessary)

If you choose to include a reason for leaving, keep it neutral and to the point. You may cite relocation, family obligations, but avoid going into detail. Be concise in your explanations to maintain professionalism and avoid sounding critical.

8. End on a positive note

Conclude your letter by wishing the company continued success and expressing hope to maintain a positive connection. A line like, “I wish the organisation continued success and hope our paths cross again,” ends the letter graciously and on good terms.

9. Proofread and finalise

Review your letter for tone, clarity, and typos before printing or sending it.

Legal update

As of January 2023, Malaysia's Employment Act was amended to reduce the maximum weekly work hours from 48 to 45. While this doesn’t directly affect resignations, it reflects a shift towards better work-life balance – something many resignations today stem from.

Sample resignation letter templates

Here are four resignation letter samples tailored to different scenarios Malaysian professionals commonly face. While customised for different purposes, all resignation letter sample templates here maintain a professional tone and meet legal and workplace norms.

1. General resignation letter sample

Dear [Manager’s Name],

Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name], effective [Final Working Day].

I’m grateful for the support and opportunities provided during my time here. I’ve learned a lot and developed valuable skills that will stay with me throughout my career journey.

I’m happy to assist with the transition process in any way that will ease the handover.

Thank you once again. I wish the team continued success.

Sincerely,

[Your Name]

2. Resignation letter sample – new job opportunity

Dear [Manager’s Name],

After careful reflection, I’ve decided to accept a new job opportunity that aligns with my long-term career goals. Please consider this my formal resignation from [Current Job Title] at [Company Name], effective [Final Working Day].

Thank you for your guidance and the opportunities you've provided. I’ll ensure a smooth transition process before my departure.

Wishing you and the team all the best.

Kind regards,

[Your Name]

3. Resignation letter sample – lack of cultural alignment

Dear [Manager’s Name],

After giving this considerable thought, I’ve realised that my career goals are not fully aligned with the company’s current direction. As such, I am formally resigning from my position, with my last working day on [Final Working Day].

I appreciate the experiences I’ve had here and will do my best to ensure a seamless transition.

Thank you for the opportunity to contribute.

Warm regards,

[Your Name]

4. Resignation letter sample – personal reasons

Dear [Manager’s Name],

Due to unforeseen circumstances in my personal life, I’ve made the difficult decision to resign from my position at [Company Name]. My last day will be [Final Working Day], in accordance with the formal notice period outlined in my employment contract.

Thank you for the opportunities and understanding. I’ll support the transition process as best I can.

Sincerely,

[Your Name]

Submitting your resignation letter: Best practices

Writing the letter is just half the job – you also need to deliver it thoughtfully. Here’s how to navigate the process respectfully and professionally:

1. Time your submission properly

Submit your letter during a working week. A gesture of consideration like this – allowing for enough planning on your employer’s part – shows respect for your current employer’s time.

2. Choose with care – email vs hard copy

A printed letter is standard for in-person discussions, while email can serve as an official record if you work remotely. Whichever method you choose, ensure it is clear, dated, and properly formatted.

3. Schedule a meeting

Before sending the letter, request a short meeting with your supervisor. Allow your employer some space for honest dialogue about your decision and the upcoming transition.

4. Prepare for reactions

Your boss might express disappointment or even make a counter-offer. Remain professional and composed, focusing on your long-term career goals and what’s best for you.

5. Follow up

Once the letter is submitted, document any discussions in writing. Documentation will clarify any agreed actions and ensure both parties are aligned on next steps.

6. Prepare for an exit interview

Use the opportunity to share constructive feedback in your exit interview, focusing on what worked and where the company could improve. Avoid negative remarks and approach the conversation with a balanced, professional tone.

Common mistakes to avoid in resignation letters

While drafting your resignation letter, steer clear of these common pitfalls:

1. Being overly negative

Criticising the company or colleagues reflects poorly and can harm future job references. Even if your experience has been challenging, it’s best to keep the tone constructive and professional.

2. Providing too much personal information

Stick to the essentials – avoid oversharing or airing personal grievances. The resignation letter should focus on the professional aspects of your departure, not the emotional or private ones.

3. Failing to give proper notice

Follow the notice period stated in your employment contract. Giving more notice may help ease the transition and demonstrate goodwill.

4. Using an inappropriate tone

Even if you’re frustrated, maintain a respectful and professional tone. A poorly worded letter could damage your professional relationship and reputation.

5. Neglecting to proofread

Errors make you appear careless. Read your letter aloud or ask someone to review it to ensure clarity and correctness.

6. Disclosing confidential information

This can breach your obligation of confidentiality, which continues even after your employment ends. Keep details about your new role or company plans out of your resignation letter.

7. Bragging about your new role

Keep the focus on your current role and exit, not on your next big thing. Over-emphasising your next opportunity can come off as arrogant and unprofessional.

Leaving on a positive note

Your resignation letter can shape how your current employer remembers you. Done well, it maintains a positive relationship and may even result in a strong reference letter down the line.

By following this guide, you’ll be able to formally notify your employer, remain professional, and support a smooth transition period. Whether you’re pursuing new career goals or need to leave due to unforeseen circumstances, your professionalism matters.

As employment laws continue evolving in Malaysia, like the recent reduction in maximum weekly work hours, it’s more important than ever to stay informed and exit gracefully.

Use the templates above as a starting point, but always tailor your letter to reflect your voice and situation.

FAQs

1. What are the legal requirements for resignation letters in Malaysia?
   Employees must provide written notice according to their employment contract. This written notice serves as a formal record and must adhere to the specified notice period for it to be legally valid.
2. How does the resignation process in Malaysia differ from other countries?
   Malaysia’s process emphasises formal documentation and strict notice periods, which may differ from more informal practices elsewhere. Cultural norms in Malaysia also favour respectful and courteous resignations.
3. What are the typical notice periods for different job levels in Malaysia?
   They range from 1 to 3 months, depending on your contract and role seniority. Senior positions typically require more notice to allow for succession planning.
4. Are there any cultural considerations when writing a resignation letter in Malaysia?
   Yes. A respectful, deferential tone is appreciated, especially when addressing supervisors. Expressing gratitude is also considered good etiquette.
5. What are the most common reasons for resignation among Malaysian professionals?
   Career stagnation, work-life balance issues, and economic concerns are among the top reasons. Some also resign to pursue new opportunities aligned with personal goals.
6. How do Malaysian companies typically handle counter-offers during resignations?
   Some may offer higher pay or revised roles. However, it's important to consider your long-term career goals before accepting any counteroffer.
7. What are the best practices for handling confidentiality agreements when resigning in Malaysia?
   Avoid disclosing company-sensitive information during and after your resignation. This obligation often continues even after the employment contract ends.
8. Are there any industry-specific resignation letter formats?
   While templates are generally universal, high-sensitivity sectors may require extra discretion. Always check if your industry has specific expectations.
9. What are the potential consequences of not submitting a proper resignation letter in Malaysia?
   You may forfeit end-of-service benefits or create difficulties in securing future references. It could also strain your relationship with your current employer.
10. How do Malaysian employers typically respond to resignation letters?
    Most will acknowledge professionally and start the transition process, including planning your replacement. Others may initiate an exit interview.
11. What are the current trends in resignation rates among Malaysian professionals?
    There’s a rising trend in voluntary exits due to shifting career priorities and lifestyle needs. Work-life balance and job satisfaction are increasingly important.
12. Are there recent changes in Malaysian employment law that affect resignations?
    Yes. As of 2023, work hours are capped at 45 weekly, part of broader reforms affecting work-life balance and employment standards. These changes reflect the government’s focus on worker well-being.