When resigning to multiple people, address the letter to the person who formally receives resignations—often your manager—and name the other relevant recipients in a “Cc” line or in the email’s recipient fields. If several people share responsibility for receiving your notice, use a professional group greeting and clearly state who the letter is for.
Who should receive a resignation letter?
Start by checking your workplace’s normal resignation process. Your manager is often the primary recipient because they supervise your work, but an employee handbook, contract, or HR contact may specify another person or a particular submission method. Follow any stated process and keep a copy for your records.
Send or copy the letter to other people only when they have a practical reason to receive it. That may include a department head, an HR representative, or a second manager who shares supervisory responsibility. Avoid sending it broadly to coworkers or people who do not need to handle your departure. A resignation letter is a formal notice, not necessarily a farewell announcement.
- One direct manager: Address the letter to that manager; copy HR if required or appropriate.
- Two co-managers: Address both by name if they jointly supervise you, or identify one as the primary recipient and copy the other.
- Manager and HR: Usually address the manager and list HR as a copy recipient, unless workplace instructions say to submit it directly to HR.
- No clear manager: Ask HR or the appropriate administrator who should receive formal notice.
How to format names and recipients
For a printed letter, put the primary recipient’s name and title in the inside address. If more than one person is an equal recipient, list their names and titles on separate lines. You can add “Cc: Name, Title” below the signature to show that another person received a copy. In an email, put the primary recipient in “To” and other necessary recipients in “Cc.” Use “Bcc” sparingly; it can surprise recipients and is rarely needed for a straightforward resignation.
Use each person’s preferred professional name and correct title. If you are unsure whether to use a first name, “Ms.,” “Mr.,” or another form of address, use the format used in your normal workplace correspondence. Do not guess at honorifics. A neutral greeting such as “Dear Jordan Lee and Taylor Morgan” is appropriate when addressing two people directly.
For a group whose members are not individually known, a neutral greeting such as “Dear Management Team” can work. Be specific in the address or opening sentence about who is receiving the notice. “To Whom It May Concern” is usually less useful when you know the relevant manager or department.
What to include in the letter
The letter should make the resignation and its timing easy to understand. State that you are resigning, identify your position, and give your intended last working day. If your workplace requires a particular notice period or delivery method, check those requirements rather than assuming a general rule applies. If you cannot confirm the correct date, ask the appropriate workplace contact before sending the final notice.
Keep the explanation brief. You may thank the recipients or offer reasonable help with the transition, but you do not have to provide a detailed account of your reasons in the letter. Avoid including confidential information, accusations, or comments about coworkers that are not needed to give formal notice.
- Your name and the date you send the letter
- The recipient’s name, title, and organization, if using a formal letter
- A clear statement of resignation and your position
- Your intended final working day
- A brief, courteous closing and your contact details if useful
- A “Cc” line or email copy to other necessary recipients
Template for a resignation letter to multiple people
Date: ____________________
To: ____________________
Title: ____________________
Additional recipient(s), if applicable: ____________________
Dear ____________________ and ____________________,
Please accept this letter as formal notice of my resignation from my position as ____________________ at ____________________. My intended last working day is ____________________.
Thank you for the opportunity to work with the team. I will do what I reasonably can to support the transition before my departure.
Sincerely,
____________________
Contact information: ____________________
Cc, if applicable: ____________________
Sample (fictional): Jordan Rivera dates the letter April 3, addresses it to co-managers Casey Nguyen and Morgan Ellis, and writes: “Please accept this letter as formal notice of my resignation from my position as studio coordinator. My intended last working day is April 17. Thank you for the opportunity to work with the team. I will help organize current project notes before I leave.” Jordan signs the letter and copies the HR representative because workplace procedure asks for HR to receive a copy.
Common mistakes and how to avoid them
A frequent mistake is addressing everyone who might be interested rather than the people responsible for receiving notice. That can expose private employment information unnecessarily and make it unclear who is expected to act. Keep the recipient list limited to relevant decision-makers and required administrative contacts.
Another mistake is using a vague final date, such as “two weeks from now,” instead of writing the actual calendar date. A clear date avoids confusion, especially when recipients read the letter later. Also distinguish between a letter’s date and your last working day: they are separate details.
Do not assume that copying someone makes them the primary recipient. If the organization requires notice to go to a particular manager or HR contact, send it to that person in the required way. If you have an unusual employment arrangement or a dispute about notice requirements, ask a qualified professional for guidance.
Email or printed letter?
Email is convenient when it is an accepted way to give notice, and it makes the recipient list visible. Use a clear subject such as “Resignation Notice – Jordan Rivera,” put the primary recipient in “To,” and copy only those who need the notice. Attach a signed letter only if your workplace requests one or you prefer to provide a formal document.
A printed letter can be appropriate where workplace procedure calls for one or where a physical record is useful. Address it to the primary recipient and hand-deliver or send it through the required channel. Whether you use email or paper, retain a copy and, when appropriate, a record of when it was sent or received.
Frequently Asked Questions
Should I address my resignation letter to my manager or HR?
Address it to the person or department your workplace identifies as the formal recipient. If no process is stated, the manager is often the primary recipient, with HR copied when relevant.
Can I address a resignation letter to two managers?
Yes. If both managers supervise you or jointly handle the resignation, name both in the address and greeting. If one is the main recipient, address the letter to that person and copy the other.
Should I put multiple people in “To” or “Cc”?
Use “To” for the primary recipient or recipients expected to receive and act on the notice. Use “Cc” for people who need a copy but are not the main addressee.
Can I use “Dear Team” in a resignation letter?
You can use a group greeting when the letter is genuinely addressed to a team, but identify the responsible manager or department as a recipient. A specific name is clearer when you know who handles formal notice.
Do I need to explain why I am resigning?
No detailed explanation is usually necessary in the letter. A short, courteous statement is enough; focus on the resignation and your intended last working day.