Leaving a job is about more than just packing up and moving on. In Malaysia, the proper way to quit your job requires following professional rules while also taking into account cultural differences. Learn how to say goodbye politely and professionally, whether you're leaving for personal reasons or looking for new chances.
Giving two weeks' notice is like giving a heads-up to your team. It helps them plan and make adjustments so that work can continue smoothly even after you're gone. Writing a letter to let your employer know you're leaving is part of this process. In this guide, we'll talk about how to write a polite and professional letter when you're leaving your job. Let's learn how to say goodbye nicely to your coworkers and boss.
A two-week notice letter is a formal document you give to your employer when you decide to leave your job. It's a way of letting them know about your decision in advance, typically two weeks before your last workday. You don't need to include any personal details or reasons for leaving in a formal resignation letter. One of the main reasons for giving a two-week notice is to keep things on a positive note with your boss and coworkers. This letter is an important part of the resignation process and is a standard practice across industries.
Here are common mistakes to avoid when drafting your formal resignation letter:
It's polite to tell your employer ahead of time that you're leaving your job. It gives them enough time to find someone new or make changes. Even though millions quit their jobs every month, we understand that telling your boss that you're leaving the company is always a challenging conversation. It's also nice for your employer to receive a thank you for the time and resources they've used to support your career growth.
However, a respectful resignation letter can mean the difference between an awkward goodbye and a chance for a long-term professional connection. Giving proper notice lets you leave on good terms. This can help you get good references and make connections in the future.
When you choose to quit your job, it's common practice to tell your employer the date you plan to leave. You should tell them about your decision at least two weeks ahead of your intended departure date.
There are several reasons why giving a two-week notice is a standard and respectful practice:
While it's the standard, sometimes circumstances may only allow a short notice period. In such cases, consider the following options:
Considering alternative solutions during challenging times can contribute to a more positive and professional departure from your current job.
When crafting your resignation letter with a two-week notice, consider the following tips to ensure professional and positive communication:
By following these tips, you can create a resignation letter that conveys your decision with clarity, gratitude, and professionalism. This can help you make a positive and respectful move from your current position.
Writing a formal letter sounds like a daunting task, but it doesn't have to be. Here's a resignation letter sample usually used in Malaysia for a two-week notice letter that can help you write your letter, but you can change it according to your company policy:
[Date of tender]
[Company Address]
Dear [name of boss],
I am writing to inform you of a formal notice of resignation from my position as [your current job title] from the [department you are part of]. My last day of employment will be [estimated last day].
It has been a pleasure working with you and the entire team, who treated me like a family member for [employment contract]. I started my career journey as [ job title] here and have had a fantastic experience here, a highlight of which is [any notable accomplishment you are grateful for]. I will take a lot of what I have learned with me in my career and look back at my time here as a valuable period of my professional life. I'm confident that the experiences and skills I've gained here will continue to serve me well in my future endeavours.
During my notice period, I will do my best to make the transition smooth and will ensure that all details and information remain available to the person taking my position.
Thank you once again for all your guidance, for giving me this job opportunity, and for all the support. Please accept this letter and let me know if there are any current duties or ongoing projects you'd like me to focus on during my notice period. I wish the company continued success, and I hope to stay in touch in the future. You can email me at [email] or contact me directly at [handphone number].
Yours sincerely,
[Your name]
This official letter can be used by anyone to formally notify their employer of their intention to resign from their current position. Feel free to customise this resignation letter template to fit your specific situation. Ensure that you write the opening paragraph and closing paragraph carefully and also include the relevant details in your resignation letter, such as your name, the date of resignation, and the specific reasons for your departure. The letter needs to provide the date of your last day of employment, so it's best to check your contract to make sure you're giving enough notice.
Some workplaces organise an exit interview for employees when they leave. In this interview, they ask about your experiences, feedback, and suggestions. Approach the interview with professionalism and prepare to give constructive feedback.
Here is a sample you can use:
Please accept my letter of resignation for [job title] with [company name]. My last day should be [date on last day] based on my notice. I wish to thank you for working on that job since I was a teenager.
When preparing and delivering your formal notice, adhere to the following best practices for a smooth and professional transition:
If you can, tell your boss that you're quitting before you deliver your printed letter. You can do it face-to-face, on a video call, or over the phone. Talking directly with them shows respect.
Before you finish your resignation letter, go through it carefully to find and fix any grammar mistakes or typos. A resignation letter without mistakes shows that you pay attention to details.
Select a good time to talk to your boss about quitting. Avoid busy or stressful times, and try to find a quiet and private place so they can listen better.
Thank your company for the chances and experiences you had. Please talk about the good parts of your time there to show how much you appreciate it.
Show your commitment to making the switch easy by helping during the transition. This might include training the person replacing you, writing down how to do things, or giving important information. Your proactive help makes sure the responsibilities move smoothly to the next person.
Indicate the date of your last workday in your resignation letter to facilitate your employer's planning and minimise potential disruptions.
Follow the resignation procedures in your company's policies or employee handbook. Formally notify the HR department and comply with established protocols.
Prepare for potential reactions from your employer. Approach the conversation with professionalism, openness, and a willingness to discuss your decision.
If your resignation is confidential, maintain discretion in your communication. Inform your manager first and follow your company's confidentiality guidelines.
By embracing these best practices, you can navigate the formal resignation process with professionalism and consideration for both your current employer and colleagues.
When you decide to leave your job, write a resignation letter with a two-week notice. Keep it professional, short, and positive. Think about how your workplace operates before deciding how to quit and tell your boss with respect and gratitude. To leave on good terms, consider speaking directly to your boss or offering assistance after you've resigned. Remember, a well-written professional resignation letter shows you're respectful and can help you get positive references later.
Transitioning from one job offer to another is a natural part of your career. By approaching it thoughtfully and incorporating the tips in this guide, you contribute to a smoother process for everyone involved. For a helpful starting point, refer to resignation letter templates, including the one above. We wish you the best of luck with your future opportunities!