The Confirmation Letter of Resignation is an essential document in Malaysian employment relationships, required when an employee decides to voluntarily terminate their employment. This document ensures compliance with Malaysian employment law, particularly the Employment Act 1955, which requires proper documentation of employment termination. The letter serves multiple purposes: it formally documents the employee's intention to resign, establishes the notice period and last working day, and can help maintain professional relationships. It should be written professionally and include key information such as the effective date of resignation, notice period compliance, and any transition arrangements. The document is particularly important in Malaysia where formal business communications and proper documentation are highly valued in professional settings.
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1. Header and Date: Full name, address, and contact details of the employee, recipient's details, and date of the letter
2. Salutation: Formal greeting addressing the appropriate recipient (usually immediate supervisor or HR manager)
3. Statement of Resignation: Clear and unambiguous statement confirming the resignation
4. Last Working Day: Specific mention of the intended last day of work, considering the notice period requirements
5. Gratitude and Professional Closure: Expression of appreciation for opportunities and professional statement about transition
6. Signature Block: Full name, signature, and current position of the employee
1. Reason for Resignation: Brief explanation of resignation reason - include only if appropriate and when maintaining professional relationships is important
2. Handover Commitment: Statement offering to assist with transition of duties - include when handling significant responsibilities
3. Outstanding Matters: Reference to any pending projects, tasks, or responsibilities - include when there are significant ongoing projects
4. Request for Reference: Professional request for a reference letter - include when seeking future employment references
5. Benefits and Entitlements: Mention of any pending benefits, leave, or compensation matters - include when there are outstanding financial matters
1. Handover Document List: Detailed list of documents, projects, and responsibilities to be handed over - attach when managing complex roles
2. Outstanding Claims: List of any pending expense claims or reimbursements - attach when there are unresolved financial matters
3. Company Property List: Inventory of company assets to be returned - attach when significant company property needs to be returned
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