Who should resignation letter be addressed to

One of the most overlooked parts of writing a professional resignation letter is knowing exactly who to address it to. Addressing your resignation letter to the wrong person—or using the wrong tone—can come across as careless or even disrespectful. Whether you're leaving on great terms or under difficult circumstances, this small detail matters.

Let’s break down exactly who to address your resignation letter to, why it matters, and how to handle different workplace situations.

Who Should You Address Your Resignation Letter To?

1. Your Direct Supervisor or Manager

In most cases, your resignation letter should be addressed to your immediate manager. They’re the person directly responsible for you and likely the one who will initiate the offboarding process.

Example:

Dear [Manager’s Name],



I am writing to formally resign from my position…

2. HR Department (in certain companies)

Some organizations prefer that you send your resignation to the HR department, especially in structured corporate environments. However, even then, it’s still recommended to CC your manager or submit a copy to them directly.

Tip: Check your employee handbook or HR policy.

3. Both Manager and HR (Best Practice)

To be safe, many professionals submit the letter to their manager and CC the HR representative. This ensures clear communication and proper documentation.

4. Senior Leadership (only when applicable)

If you're in a high-level role (e.g., department head, director, or VP), your letter may need to be addressed to senior leadership or even the CEO, depending on company hierarchy.

How to Know for Sure Who to Address

Here are 3 quick ways to confirm the right recipient:

• Check your employment contract – It may include the procedure.
• Refer to HR policy documents – Look under “resignation” or “termination process.”
• Ask discreetly – If unsure, ask a trusted HR person or colleague.

Format Example of a Properly Addressed Resignation Letter

To: John Smith, Senior Project Manager
CC: Priya Patel, HR Manager



Dear John,



Please accept this letter as my formal resignation from the role of Project Coordinator at [Company Name]...

FAQs

What happens if I address the resignation letter to the wrong person?

If it’s a minor mistake, HR will usually redirect it. But ideally, send it to the correct manager to avoid confusion and maintain professionalism.

Should I include HR in every resignation letter?

Not always, but it’s a smart move—especially in mid-to-large companies. It helps with documentation and smooth processing.

Can I resign via email without addressing a formal letter?

You can, but a written resignation letter (even as an attachment) is more professional and keeps your communication clear and documented.

Who do I address the letter to if I work in a startup?

In smaller or flat-structured companies, it may go directly to the founder, CEO, or whoever acts as your supervisor.