Resignation Email Sample Malaysia: How to Write and Structure the Perfect One

Have you found yourself in a situation where you need to resign from your job in Malaysia? Writing a resignation email can be one of the most daunting tasks you’ll face during your professional career. But worry not, as there are plenty of samples and email templates available to help you get started. These samples can serve as a guideline, allowing you to edit and personalize them to suit your unique circumstances.

Resigning from a job can be a tough decision, but it’s important to leave on a positive note. A resignation email is a professional and respectful way to inform your employer that you’ll be leaving your current position, without burning bridges or ruining your reputation.

In this article, you’ll find resignation email samples that you can use as a starting point to craft your own email. Whether you’re resigning for personal reasons, or because you’ve found a better opportunity elsewhere, we’ve got you covered.

So, buckle up and get ready to explore the different resignation email samples that can help end your employment on a high note. With some inspiration, you can write a resignation email that showcases your professionalism and gratitude, leaving a lasting impression on your employer.

The Optimal Structure for a Resignation Email Sample in Malaysia

Resigning from a job can be a nerve-wracking and emotional experience, but it’s important to handle it professionally and gracefully. One of the first steps in resigning is to inform your employer of your decision by providing a resignation email. In Malaysia, there are specific guidelines and professional etiquette to follow when crafting such an email. In this article, we delve into the optimal structure for a resignation email sample Malaysia, outlining key components and best practices.

Start with a Professional Greeting

When beginning your resignation email, it’s important to address your employer or manager by name in a professional greeting. This sets a respectful tone and shows that you value their time and position. A recommended greeting formula may include “Dear [Manager’s Name],” or “To Whom It May Concern.” It’s essential to use formal language throughout the email, avoiding colloquialisms or slang.

Express Your Intent to Resign

Clearly state your intention to resign from the company in the opening lines of the email. Use an affirmative tone and avoid sounding negative or critical. This part of the email should be concise but informative, providing details such as your last day of work, if you have one in mind, or the amount of notice period you are providing.

Thank Your Employer and Colleagues

Show your appreciation to your employer and colleagues for the opportunities and support they have provided while you were with the company. Be specific about the aspects of your role that you particularly appreciated or enjoyed. This can help maintain the professional relationship on a positive note and will be remembered when it comes to future references or job opportunities.

Provide a Reason (Optional)

While you do not have to provide a reason for resigning, doing so can be helpful to your employer and provide closure. Keep in mind that if you choose to provide an explanation, it should be brief, objective, and professional. Avoid negative or critical comments and focus on the positive aspects of your experience with the company.

Offer to Assist in the Transition

Show your commitment to the company and your professionalism by offering to assist with the transition process. This can include training your replacement or creating a handover document. This shows your dedication to leaving the company on good terms, and it’s also an opportunity to tie up any loose ends before you depart. Ensure that, in offering your assistance, you do not over-commit or create unrealistic expectations that could affect your future plans.

Closure and Best Wishes

Finish your resignation email by summarizing your intent to resign, thanking your employer and colleagues again, offering any further assistance for a smooth transition, and expressing your best wishes for the company’s future. In closing, add a professional and respectful sign off, such as “Sincerely,” followed by your name and contact information.

By following these guidelines and structuring your resignation email appropriately, you can resign professionally and gracefully while maintaining a positive and professional relationship with your employer and colleagues in Malaysia.

Seven Sample Resignation Emails from Malaysia

Sample Resignation Email Due to Personal Reasons

Dear [Manager’s Name],

I am writing to inform you that I am resigning from my position at [Company Name] due to some personal reasons that require my immediate attention. I have thoroughly enjoyed my time here and will always be grateful for the opportunities and experiences this job has given me.

As per the company’s policies, I will ensure a smooth transition process by completing all my pending projects in the next two weeks. I am happy to assist with any handover process required by the company to ensure that my replacement is well-equipped to take over my responsibilities.

I would like to thank you and the entire team for your support and collaboration during my tenure. It was an enriching experience working with such a great group of individuals, and I wish everyone at [Company Name] the best of luck for their future endeavours.

Best regards,
[Your Name]

Sample Resignation Email Due to Relocation

Dear [Manager’s Name],

I am writing to inform you that I am resigning from my position at [Company Name] due to my upcoming relocation. Unfortunately, the distance between my new location and the company’s office makes it quite challenging to continue working here.

Please consider this email as my official two weeks’ notice, and I am committed to completing all my pending assignments before my final day at work. I will also ensure that I handover any critical information or projects to my team leader to ensure a smooth transition process.

I have thoroughly enjoyed working at [Company Name], and I am grateful for all the opportunities and experiences it has provided me. I can never forget the support and encouragement shown by my colleagues and superiors.

Thank you for your understanding, and I hope that you will consider me in the future if any opportunities arise.

[Your Name]

Sample Resignation Email Due to Health Reasons

Dear [Manager’s Name],

I regretfully inform you that due to unforeseen health issues, I will have to resign my position at [Company Name]. My doctor has advised me to take an extended break from work, and I cannot ignore their recommendations.

I will ensure a smooth transition process by completing all my pending projects, handing over all relevant files, reports, or data to the designated personnel even during my absence.

I want to thank you for your understanding and support during this difficult time. I enjoyed working with such a supportive and collaborative team. Please let me know if there is anything more I can do to make this transition process smoother.

[Your Name]

Sample Resignation Email Due to Better Job Opportunity

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from my current position at [Company Name], effective immediately. I recently received an attractive job offer from another company that I believe will help me grow professionally.

Although the decision to leave this job has not been easy, I believe this career move is an excellent opportunity for my career growth and development.

I ensure to extend my full cooperation and support during the transition period. I would like to thank you and the entire team for making my time at [Company Name] a learning and enriching experience.

Thank you for your understanding in this matter.

[Your Name]

Sample Resignation Email Due to Family Commitments

Dear [Manager’s Name],

It is with a heavy heart that I inform you of my intention to resign as the [Position] at [Company Name]. The reason for my resignation is due to some pressing family commitments coming up in the next couple of weeks that will require my full attention.

I wish to extend my sincerest gratitude and appreciation for the opportunities and support given to me during my tenure here. I have cherished the time spent working with such a dynamic team.

I will ensure a smooth handover of my responsibilities during the next two weeks, and will make sure that my team leader has all necessary information regarding my projects, files, and reports before my final day.

Thank you once again for everything.

[Your Name]

Sample Resignation Email Due to Pursuit of Higher Education

Dear [Manager’s Name],

I am writing to formally inform you of my resignation as [Position] in [Company Name]. After much thought and consideration, I have decided to pursue higher education and enrol in a full-time program abroad.

I have thoroughly enjoyed working with everyone at [Company Name] and it has been an enriching experience. I appreciate all the support and guidance provided throughout my career here.

Please consider this email my official notice, and I will ensure that the transition process is as seamless as possible. I will make sure that all my ongoing projects and responsibilities are handed over to my team leader so that the team’s work does not get affected.

Thank you once again for all the opportunities and experiences gained during my tenure at [Company Name].

Sincerely Yours,
[Your Name]

Sample Resignation Email Due to Professional Disagreement

Dear [Manager’s Name],

Please consider this email as a formal notice of my resignation from [Company Name] due to professional disagreement with a colleague. Our conflict escalated to be highly unmanageable, which made it impossible for me to continue working at [Company Name].

I will ensure a smooth transition process by completing all my assigned projects within the next two weeks, and will make sure that the handover process is as seamless as possible between the designated personnel.

Thank you for the opportunity to work with the company and the team. I appreciate all that I learned during my time here, and it was a great experience overall.

[Your Name]

Tips for Writing Resignation Email in Malaysia

Resigning from a job is a delicate and important process that requires a proper resignation letter or email. If you are looking for tips on writing a resignation email sample Malaysia, below are some of the things that you need to keep in mind:

  • Be polite and professional in your resignation email.

  • Provide a clear subject line that indicates the purpose of your email.

  • Start your email by thanking your employer for the opportunities and experiences you have had while working with them.

  • Explain your reasons for leaving the job, but keep it brief and concise. Be honest and express your gratitude to the company and your colleagues.

  • Offer to help with the handover process and ensure that all unfinished tasks are passed on smoothly.

  • Provide your last day of work and the date of your resignation email as per the company’s notice period.

  • Maintain a positive tone throughout your email and avoid blaming or criticizing anyone or anything.

  • Close your resignation email with a sincere expression of appreciation and well-wishes for the company and your colleagues.

  • Proofread your email before sending it to ensure it is free from errors, and make sure you have included all the necessary details and information.

Remember, your resignation email is an official communication and the last impression you will leave on your employer and colleagues. Therefore, it is important to put time and effort into writing it professionally and with respect.

FAQs Related to Resignation Email Sample Malaysia

How should I address my resignation email to my manager?

You should address your resignation email to your manager using their formal title and last name, followed by a formal greeting (e.g., Dear Mr. Tan).

What should I include in my resignation email?

Your resignation email should include the date of your last day of work, a brief explanation for your resignation, a thank you message to your employer, and any necessary information regarding your handover duties and contact details.

Can I use a resignation email template?

Yes, you can use a resignation email template as a guide for writing your own email. However, make sure to personalize it by adding your own unique details and circumstances.

How much notice period should I give in my resignation email?

You should give at least one month’s notice period in your resignation email, as per Malaysian labour laws.

Should I mention the reason for my resignation in my email?

You can mention the reason for your resignation briefly, but it is not necessary. You can simply state that you are resigning and give your last day of work.

Is it necessary to mention my grievances or complaints in the resignation email?

No, it is not necessary and is not recommended. Avoid mentioning any grievances or complaints in your resignation email as it may harm your professional reputation and could potentially affect future job opportunities.

How should I show gratitude in my resignation email?

You can show gratitude in your resignation email by thanking your employer for the opportunities and experiences you enjoyed while working there, and by expressing your appreciation for their support and guidance.

What should I avoid mentioning in my resignation email?

You should avoid mentioning any negative comments, complaints, or grievances about your employer, colleagues, or work environment. Also, avoid using the resignation email as an opportunity to negotiate for a higher salary or better benefits.

What should I do after sending my resignation email?

After sending your resignation email, you should have a face-to-face meeting with your manager to discuss the details of your resignation and handover process. Also, ensure that you complete all tasks and handover duties before your last day of work.

Goodbye for now!

Well folks, that’s a wrap! In this article, we have covered all you need to know about resignation email sample in Malaysia. We hope that this article has been helpful and provided valuable insights into the subject matter. We encourage you to visit our website in the future for more engaging and informative content. For now, we bid you farewell and all the best in your future endeavors. Thanks for reading!