How to write a resignation letter (With sample and tips)
For the average Malaysian, a working life of more than 30 years is the norm. They start work at 21 and may retire at 60. That's the minimum age under the Minimum Retirement Age Act. So, if you work without pause until that time, you spend 39 years working. This is if you don't work for the government, where you have the option to retire at 55, 56, 58, or 60 years old.
Either way, it's a long time. And for many, that means working for different companies. Given this, it's important to learn how to write a resignation letter. This indicates your decision to leave a job. It can help you keep a professional relationship with your old employer. You do this by informing them of your departure.
In this article, we'll discuss how to write a good resignation letter. Here's what we'll cover:
- What is a resignation letter?
- Types of resignation letters
- How to write a resignation notice?
- Tips for writing a great letter of resignation
- What not to include in a resignation letter?
- Delivering the letter of resignation
- Letter of resignation example
- Conclusion
- Frequently asked questions
What is a resignation letter?
A resignation letter is a formal notice of your intent to leave your current job. It's an official document that's part of your record with your employer. Some of the benefits of writing a professional resignation letter include:
Maintaining a positive relationship with your former employer
It helps you remain on good terms with your previous company. This can be invaluable when you're applying for another job. Your past employer is more likely to recommend you if you left by following the correct process.
Providing advance notice to your employer
It allows the company to prepare for your departure. They may need to find a replacement. Or they may have to make arrangements to redistribute your workload.
Serving as a written record of your resignation
This formal document is essential for your reference. It's proof of your resignation and employment history. It can also help clarify potential misunderstandings or disputes about your departure.
Types of resignation letters
How you write a letter of resignation depends on why you're leaving. These may include taking on new challenges, changing careers, or returning to school. Other reasons are relocation or a new job.
Some people resign because of personal reasons. These include health issues, family obligations, or personal development opportunities. Another common reason is maternity or paternity leave. If you're expecting a child or need time off to care for your newborn, you may leave your job. If you do, you must tell your employer. Do so formally in a resignation letter.
How to write a resignation notice
There are several elements to put in a notice to your employer when you leave a job. Here are the things to include when writing a resignation letter:
- Contact information: Include your full name, email address, phone number, and home address. The email and phone number allow the company to contact you if necessary.
- Date: State the date you're submitting your formal resignation letter. This helps prevent miscommunication regarding your notice period.
- Recipient information: Write the name of your manager and their job title. If you're sending your letter to HR, write "HR department". Include the company name and address.
- Greeting: Use a formal salutation, such as "Dear/Mr/Mrs/Encik/Tuan/Puan [Name]" to start your letter.
- Notice of resignation: State that you're resigning from your position. Mention the reason clearly, and state your last day of work.
- Expression of gratitude: Thank your employer for the opportunity and the growth you've experienced in your time with them.
- Note about the transition: Offer to help with the transition period. Specify how you can assist, such as documenting projects or recommending replacement candidates.
- Closing and signature: Use a professional closing, such as "Best" or "Yours sincerely." Type your full name, sign the document or add your digital signature.
Tips for writing a great letter of resignation
Here are tips that can help you create a well-written resignation letter:
Express gratitude
Express your heartfelt gratitude for the opportunity to work with your current employer. You can be more specific in this part to personalise your letter.
For example, you can mention the mentorship you received from your boss. It's thoughtful to wish the company continued success.
Manners are a big deal in Malaysian culture. Before parting ways, perhaps you could give your boss and coworkers a firm handshake.
Give a date
Specify the end date of your employment. According to the Employment Act, the notice should be at least four weeks. This is for workers with less than two years at the company.
For those with two to five years, it is six weeks. For those with at least five years, it is eight weeks. If your timeline is shorter, you may need to discuss this with your employer beforehand.
Keep it brief
Make the letter short and direct. This makes it easier to read. One page is enough to cover all the necessary details.
Address the recipient properly
Include their title if they use one in official communications. Make sure to use the correct salutation. Spell their name correctly.
Proofread your letter
Check for errors in grammar and spelling. Double-check the letter to ensure the information you included is accurate. Pay special attention to three things: your last working day, your contact information, and the recipient's name.
What not to include in a resignation letter
Here are a few things you should avoid when writing a resignation letter:
- Complaints about your manager: Your resignation letter isn't the place for negativity or grievances. Instead, focus on the reasons for your departure and thank the company for the experience.
- Gossip about your co-workers: Don't gossip about your co-workers. Keep your letter professional, and don't talk about others.
- Inappropriate language: Use the right words and tone when writing your letter. Keep your message respectful, professional, and positive.
Delivering the letter of resignation
Here are tips on turning in your notice of resignation:
Schedule a face-to-face meeting
Deliver your resignation letter in person. This shows you value your relationship with your manager and the company. Prepare for a possible counteroffer and to discuss your next steps.
Resign professionally even if you work remotely
A formal resignation letter can help you maintain a positive reputation. It can also keep your professional network intact. This can be helpful in your future endeavours.
Make sure your boss is the first to know
This shows your respect for your employer. Telling your boss first of your intention to leave gives them the chance to talk to you about your decision. It also helps them ensure a smooth transition for you and the company.
Know the process
Make sure you understand the company policies and protocols for resigning. Also, be aware of the benefits and back pay that you stand to receive. You can ask your manager for guidance in these areas.
Letter of resignation example
Here's an example that you can use as a reference when writing your letter. This is a resignation letter for someone leaving their job to pursue higher studies. You can replace the reason and other details to fit your circumstances.
Mohammad Azmir Bin Abdullah
No. 16, Jalan 2A/27A, Seksyen 1, Wangsa Maju,
53300 Kuala Lumpur, Wilayah Persekutuan
[email protected]
014-577-0229
January 3, 2024
Mr. Michael Chan
Senior Partner
Chan & Associates
Suite 1-07, Straits Trading Building, Lebuh Pasar Besar,
50050 Kuala Lumpur, Wilayah Persekutuan
Dear Mr Chan,
I am writing to formally resign from my position as account executive at Chan & Associates to pursue law. My last day of employment is February 5, 2024.
Thank you for the opportunity. It was a pleasure working with you and the entire team at Chan & Associates. I have learned a lot from you, and I will be forever grateful for all your guidance, career advice, and mentorship during my employment.
I would like to offer my assistance to ensure a smooth transition and handover of my responsibilities. I am willing to provide any necessary documentation, information, and training to this end. Please let me know how I can be of help.
Thank you once again for the opportunity, and I wish you and the company much success.
Yours sincerely,
[Signature]
Mohammad Azmir Bin Abdullah
Conclusion
A resignation letter is a document you submit to your employer to formally announce that you are leaving your job. Serving as a resignation notice, it's required by most employment contracts in Malaysia.
It ensures you handle the process with professionalism and courtesy. A good resignation letter helps you keep a positive work relationship with your boss and co-workers. It also ensures a smooth move to your new job.
If you plan to resign, note the tips and resignation letter sample in this article. These can help you write your letter.
Frequently asked questions
Here are answers to common questions about a letter of resignation:
- How do I write a simple resignation letter?
You can use this free resignation letter template. It will help you write a simple and professional letter. Try looking at other resignation letter samples online, too.
In your letter, remember to include your name and updated contact information. Also, address the right person. State the reason for your resignation, and indicate your last day of work. Thank your employer for the opportunity, good experience, and offer to help in the transition. End the letter with a respectful closing and your signature. - How do I write a valid resignation letter?
A valid letter includes the details. Your employer needs them to process your resignation. These may include your name, the date of your last day with the company, and your signature. To be valid, your notice period should be at least four weeks or more, depending on your tenure at your company. - How do I give notice to resign from a job?
Ask to meet with your boss to discuss your resignation. Remember that this should be within the required notice period. Write your letter to officially announce your resignation before the meeting. Prepare to answer questions about your decision. Also, be ready to negotiate if they ask for more time or give a counteroffer. - Is it okay to resign effective immediately?
It's not a good idea to resign effective immediately. Under the law, you must give your employer at least four, six, or eight weeks' notice. This applies if you've been with them for less than two years, between two and five years, or five years or more. You may be liable for damages if you don't do so.
Sometimes, you can quit your job without giving notice. If your employer has committed a breach of contract, such as forcing you to perform duties that endanger your life or refusing to pay your wages, you may terminate your employment without notice.
