Sample Resignation Letter with One Month's Notice for Employers [Free Templates]

People leave jobs for many reasons, such as to chase new goals, for family, or simply because it’s time.

While it might come as a surprise, a well-written resignation letter with proper notice helps both sides part ways on good terms. 

When the time comes, employers need to understand beforehand what a proper one-month resignation looks like and how to handle it. 

Let’s walk through the essentials, and also look at sample resignation letters with one month’s notice, which you can use as a reference or share with your employees.

Resign with One Month's Notice Rules

In Malaysia, resignations are mainly guided by the Employment Act 1955.

When an employee wants to resign, they usually need to give a notice period — this is often written in their job contract.

If the contract doesn’t say anything, the law will decide what’s fair.

For most permanent staff, a one-month notice is quite standard.

But for contract workers, it can be different — some may only need to give two weeks, while others might need more, depending on the job and company.

This notice period helps both sides. Employers can plan for handover, look for a replacement, and settle final payments.

Meanwhile, employees can finish up their tasks and get ready for their next move.

Key Components of a Resignation Letter

When reviewing a resignation letter from your employee, here are the essential elements to look for:

1. Date of the letter

2. Employee’s details (full name, current job title)

3. Recipient details (usually direct manager or someone from Human Resources)

4. Statement of resignation

5. Notice period reference (mention one-month notice or whatever duration is agreed upon in the contract)

6. Last working day (Based on the notice period, this date helps with planning the handover and final payroll.)

7. Expression of gratitude

8. Offer to support the transition

9. Employee’s signature

Sample Resignation Letter (Formal)

Some employees prefer a formal and respectful tone, especially in larger organisations. Here’s a sample that follows a clean, professional format:

 

Sample Resignation Letter (Friendly & Polite)

In smaller companies or startups, the tone can be more relaxed. A friendly resignation letter still respects the process, but sounds a bit more personal:

 

Tips for Employers When Receiving a Resignation Letter

Here’s what you can do after receiving a resignation letter to make the process clear and professional:

Acknowledge the resignation in writing

Confirm that you’ve received the letter and agree on the employee’s last working day to keep both parties aligned and avoid confusion.

Check leave balance and clarify the final day

Review whether the employee has unused leave. You may need to offset it against the notice period or process it as a payout.

Plan the handover process

Identify key tasks and projects that need to be handed over. Assign someone to work closely with the resigning employee during the transition period.

Process final payroll and benefits

Prepare the employee’s final salary, including any outstanding payments, benefits, and statutory contributions. You may also need to issue a release letter or employment certificate.

Maintain a respectful and positive exit

Even if the departure is unexpected, handling it well helps protect your company’s image and leaves room for future connections with the employee.

FAQ

Can an employer waive the one-month notice period?

Yes. If the employer agrees, the notice period can be shortened. This is usually confirmed in writing and may affect final salary calculations.

What if an employee refuses to serve full notice?

If the employee leaves early without permission, the company may deduct pay in lieu of notice, based on the employment contract or Employment Act.

Can employers request resignation in writing?

Yes. It’s common practice to ask employees to submit a written resignation for documentation purposes.

What should employers do after receiving a resignation?

Besides confirming the last day, employers should plan the exit steps, from task handover and payroll to any administrative matters like returning office equipment or access cards.

---

Your next hire could be just a click away!

At AJobThing, we connect you with 5+ million jobseekers in Malaysia, ensuring you hire the best while staying compliant with LHDN regulations.

Post your job ads today & simplify your hiring process!

Read More:

• What Time is Lunch in Malaysia? Rules & How to Determine
• EPF Voluntary Contribution in Malaysia: How It Works & Benefits
• STR 2025 (Sumbangan Tunai Rahmah): Eligibility, Payment Dates & How to Apply
• CP22 Form: Deadline, Free Download Form, How to Fill
• CP204: Deadline, Calculation, & Free Download Form
• How to Use ByrHASiL for Online Tax Payments in Malaysia
• PCB Deduction in Malaysia: Calculation, Rates & Employer Guide
• What is the 182 Days Rule in Malaysia? Tax Residency Explained
• Labour Law Malaysia Salary Payment For Employers
• Best Answers for 'Why Should We Hire You' – A Guide for Employers
• 12 Employment Types You Need to Know: A Guide for Employers
• What is Precarious Employment? Risks, Challenges, and Solution
• New EPF Retirement Savings: Helping Employers Support Financial Well-Being for Employees
• Higher Pensioners in 2024, Government Set to Finalize Pension Rates
• Lack of Diversity in Candidate Pool: Why It Matters and How to Improve It
• Overtime Pay in Malaysia: Legal Requirement and Calculation