Who should resignation letter be addressed to
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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?
When writing a resignation letter, one of the most common questions employees have been who the resignation letter should be addressed to. Addressing it correctly sets a professional tone and ensures your resignation is formally acknowledged.
1. Address Your Immediate Reporting Manager
In most cases, your resignation letter should be addressed to your direct supervisor or reporting manager. This person oversees your daily work and is usually the first authority to receive your resignation notice. Using their name shows professionalism and clarity.
Example:
Dear Ms. Williams,
I am writing to formally resign from my position…
Example 1 (Formal):
Dear Mr. Verma,
Please accept this letter as formal notice of my resignation from the position of Marketing Executive. As per my resignation notice period, my last working day will be 30 March 2026.
Example 2 (Email Format):
Dear Ms. Johnson,
I am writing to formally submit my resignation letter. I appreciate your guidance and support during my tenure.
2. How shall we address the HR manager for resignation letter
If your company policy requires formal communication with HR, you may address the resignation letter to the HR Manager or Human Resources Department, especially in larger organizations. In some cases, employees send the resignation email to both the manager and HR.
Example:
Dear Human Resources Team,
Example 1:
Dear HR Manager,
This email serves as my formal resignation letter from the role of Customer Support Associate. Please let me know the next steps for the resignation process.
Example 2:
Dear Human Resources Team,
I am resigning from my position effective as per the company resignation policy and notice period.
3. How shall we address the department head or employer
For senior positions, academic roles, or government jobs, the resignation letter is often addressed to the department head, principal, director, or employer. This is common in formal resignation letters and printed resignation formats.
Example 1 (Corporate / Senior Role):
Dear Director,
Please accept this letter as formal notice of my resignation from the position of Senior Project Manager.
Example 2 (Academic Role):
Dear Principal,
I respectfully submit my resignation letter from the post of Assistant Professor, effective as per institutional norms.
Use “To Whom It May Concern” Only When Necessary
Using “To Whom It May Concern” in a resignation letter is acceptable only if you are unsure of the recipient’s name. However, personalized addressing is always preferred for a professional resignation letter.
Example 1:
To Whom It May Concern,
This letter is to formally notify you of my resignation from the position of Sales Executive. My last working day will be as per the resignation notice period.
Example 2:
To Whom It May Concern,
Please consider this as my official resignation letter. I will ensure a smooth handover of my responsibilities.
Key Tip
Resignation Letter When Unsure of Exact Designation
Example:
Dear Reporting Authority,
I am writing to formally resign from my current position. I am grateful for the opportunities provided during my employment.
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How to Know for Sure Who to Address
Before submitting your resignation letter, it is important to make sure you are addressing it to the correct person. This avoids confusion and helps your resignation process go smoothly. Here are three easy and reliable ways to confirm the right recipient.
1. Check Your Employment Contract
Your employment contract or appointment letter often clearly mentions the resignation procedure. It may specify who the resignation letter should be addressed to, such as your reporting manager, department head, or the HR department. Checking this document first can save time and prevent mistakes.
2. Refer to HR Policy Documents
Most companies have internal HR policy documents or employee handbooks. These documents usually include a section related to resignation, notice period, or termination process. Look for keywords like “resignation process” or “exit formalities” to find guidance on where and to whom the resignation letter should be submitted.
3. Ask Discreetly If You’re Unsure
If the information is not clear, it is perfectly acceptable to ask discreetly. You can speak to a trusted HR representative or a senior colleague who is familiar with company procedures. A polite and confidential question helps you avoid sending your resignation letter to the wrong person.
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]...
Frequently Asked Questions (FAQs)
1. Who should a resignation letter be addressed to?
A resignation letter should usually be addressed to your immediate reporting manager. In some organizations, it may also be addressed to the HR manager or department head, depending on company policy.
2. Can I address my resignation letter to HR instead of my manager?
Yes, you can address your resignation letter to HR if company guidelines require it. However, it is best practice to inform your manager first and then include HR in the resignation email.
3. Is it okay to address a resignation letter to both manager and HR?
Yes, addressing the resignation letter to your manager and CC’ing HR is very common. This ensures both parties are officially informed and helps speed up the resignation process.
4. Can I use “To Whom It May Concern” in a resignation letter?
You may use “To Whom It May Concern” only if you do not know the name or designation of the recipient. However, using a specific name or role is always more professional.
5. What if I address my resignation letter to the wrong person?
Addressing a resignation letter to the wrong person may delay approval or create confusion. If this happens, you should send a corrected resignation email to the appropriate authority as soon as possible.
6. Should the resignation letter be addressed differently in emails and printed letters?
The addressing format remains the same for both resignation emails and printed resignation letters. The only difference is the mode of delivery, not the recipient.
7. How can I confirm the correct recipient for my resignation letter?
You can confirm the right recipient by checking your employment contract, referring to HR policy documents, or asking HR or a trusted colleague discreetly.
