Submitting a letter of resignation is a formal procedure requiring professionalism from start to finish. The document’s presentation and delivery reflect directly on your final professional conduct. Correctly labeling the envelope ensures the letter reaches the intended party discreetly and maintains necessary confidentiality during this sensitive transition.
Determining the Primary Recipient
The first step is identifying the appropriate recipient. In nearly all cases, the primary recipient of your resignation letter should be your immediate supervisor or direct manager. This acknowledges the direct reporting relationship and chain of command.
Ensure the recipient’s full name and current official title are accurate before addressing the envelope. Some company protocols may require an identical letter be sent directly to Human Resources (HR) for formal record-keeping. If this is the case, prepare a second, distinctly addressed envelope for the appropriate HR representative.
Essential Information to Include
Once the recipient is confirmed, the envelope labeling must clearly communicate the destination. The recipient’s full name should be written or printed prominently in the center of the envelope. Directly underneath the name, include their official corporate title and the department they manage.
Directly above the recipient’s name, or in the upper left corner, clearly mark the word “Confidential” or “Private.” This signals to anyone handling the envelope that its contents are restricted to the named individual. Using a bold font or a distinct color, such as red, enhances its visibility.
Avoid using specific subject lines like “Resignation Documentation” or “Notice of Leaving” on the outside. The “Confidential” designation provides sufficient context for the sensitive nature of the enclosed material without broadcasting the specific action. Maintaining this ambiguity protects your privacy during the delivery process.
The sender’s information must also be included, though less prominently. Write your name on the back flap of the envelope, or place it in the bottom left corner of the front face. This confirms the origin of the correspondence and aids the recipient in identifying the sender before opening the sealed document.
Final Presentation and Delivery
The presentation of the document should align with its formal nature. Always use a clean, standard business envelope, such as white or manila, avoiding company branding or logos. Ensure the recipient’s details are either handwritten legibly or printed onto a professional address label.
After placing the signed letter inside, securely seal the envelope using the adhesive strip. The preferred delivery method is to hand-deliver the sealed envelope directly to the manager. This is best performed at a pre-scheduled, private meeting rather than leaving it on a desk or sending it through inter-office mail.
Delivering the document in person ensures immediate receipt and minimizes the chance of the sensitive information being mishandled or delayed. This final act of professional courtesy reinforces the integrity of your transition. A direct hand-off completes the formal process with discretion.