Retirement is an eventual and inevitable stage of employment. Since it is the permanent exit from your role at your workplace, you must communicate your intention to retire to your boss. This is done through a retirement letter. The letter is an official notification of your resolution to resign from your occupation permanently.
The retirement process comes with certain formalities, such as filing the retirement notice in your employee file and processing retirement benefits if applicable. The retirement letter is thus essential documentation in your employment journey that employers will want to keep. In addition, employers keep the letters as documentation of the events that preceded your retirement. This information can be crucial should a lawsuit be raised against your termination at the company. It proves that you resigned from the job of your own volition.
To understand how to craft a retirement letter, this article will provide a straightforward guide, Retirement Letter templates, and several tips when coming up with a letter that professionally marks the end of your employment journey.
Download Free Templates
Given below are the retirement letter templates:
What is a Retirement Letter?
A retirement letter is a correspondence that formally communicates your intention to retire from your job and requests your retirement benefits from your employer.
The letter is preferably submitted with 6 to 12 months’ notice. This notice period is essential to give the employer ample time to seek a replacement and process necessary documentation and benefits. The letter typically succeeds a verbal notice of retirement to your direct supervisor. Once submitted, it goes into your employee file with your employment contract and performance assessments. In more than one way, it resembles a resignation letter, with the only discrepancy being that it seeks your retirement benefits.
Format of the Resignation Letter
Formatting is a vital step when preparing a retirement letter. The letter is a formal document and thus ought to be professionally formatted. Therefore, the layout, font, and size are similar to a typical business letter.
Here are the formatting guidelines that should be observed in your notice of retirement:
Header
A header ought to be placed at the top of your letter. A standard header that indicates the sender’s and recipient’s details should be provided. Information to be provided in the header includes each party’s name, contact information, address, and date. A formal salutation to the recipient must also be inserted.
Introduction
The letter should have a strong introduction that indicates the purpose of the letter and your final day of work (official retirement date). The introduction should be concise and direct.
Body
The body of the retirement letter is where the main contents of your retirement letter are detailed. This section is meant to highlight your appreciation for your employer and the noteworthy experiences you witnessed during your time at the company.
Conclusion
A conclusion with an appreciation statement is included to bring closure to your letter. You can also reiterate your appreciation for the opportunity and other remarks you would like to convey to the recipient. Also, include a farewell message and wish the company well going forward.
Information to Include in a Retirement Letter
The specifics of your retirement letter will vary from case to case. However, you can include any information that furthers your mission and effectively communicates your intention to resign from your post.
Basic information that ought to be included in a standard notice of retirement includes:
Address the letter to the right people
It is best practice to address your letter to the person responsible for the retirement process. In addition, the letter should be addressed to your supervisor and any other relevant parties, such as the HR manager. Sending a copy to HR is necessary, for they are in charge of processing your pension, 401(k), and health coverage.
Specify your retirement date
The retirement letter must specify a retirement date. This is the day you will hand over your position to your successor. You can state your intention by specifying the date, month, and year of your intended last day of work. This should be the date you agreed to at the meeting with your supervisor.
The date should give the employer at least two weeks’ notice but if you’ve worked in the organization for a considerable period, consider giving a month’s notice. A specific date enables your employer to escalate the process and ensure all necessary documentation is submitted in time.
Detail your history
A couple of paragraphs in your letter summarize your contributions to the workplace. This is a chance for you to show off your lessons and achievements by providing details regarding your projects and successes. In addition, you can articulate your reasons for leaving the company and what made you resign. A simple synopsis of your time with the company goes a long way in showing how important the job was to you.
Express gratitude for the time you worked there
It would be best if you never lost the opportunity to appreciate your employer and colleagues. A thank you message is necessary when offering your resignation from a job. Make sure to highlight specific examples of experiences and projects that impacted you greatly.
Offer to assist with the transition
It is important to offer assistance with the transition process. This can be in the form of training the incoming replacement, preparing the role for your successor, or any other assistance that would make it easier for your replacement to fill the position. You can also recommend a colleague familiar with your duties as they would be best suited to take over the role. You should consider this more if you hold a complex position or there are ongoing projects at the time of retirement.
Detail your needs
In addition, you may indicate any immediate action that needs to be taken by the company, such as processing benefits. Also, inform them of any documentation you may need for your healthcare, pension, and retirement plans. You can request compensation if there are unpaid dues regarding paid vacation days, sick days, or bonuses. If you are entitled to the last paycheck, you can indicate when and how you intend to collect it.
Share future plans
You can mention your plans in your retirement letter. This section does not have to be detailed. Instead, mention what you’ll be doing with your time, whether pursuing your hobbies, traveling, spending time with your family, volunteering, etc.
Closing remarks
Finally, you should conclude the letter with some closing remarks. Be sure to leave a cordial note highlighting your gratitude and appreciation for the job opportunity and their cooperation during the retirement process.
Retirement Letter Template
Your Name
Address
City, State Zip Code
Date]
Supervisor Name
Company Name
Address
City, State Zip Code
Dear Mr./Ms. XYZ,
This is a formal notification of my intent to retire from [Company Name] on (date). I’ve been a committed employee of this organization for (a long time), and I want to thank you for the distinct opportunities afforded me during my employment.
Throughout my tenure with this company, I have been able to (list several achievements/accomplishments).
As I approach my retirement date, I feel it is in the company’s best interest to inform you of my retirement plans. In addition, I’ll be available to assist with transition by (ways to help with transition).
I look forward to receiving (applicable retirement benefits). In addition, I intend to pursue plans).
Thank you for considering this matter.
Truly yours,
Your Name
Signature
Retirement Letter Samples
Given below are two samples of retirement letter:
Sample 1
Miles Jackson
44 Hamptons Drive
Manhattan, NY 9938
30 January 2022
James Clarke
Managing Director
Bistro Realtors
222 Melbourne Street
New York City, NY 9938
Dear Mr. Clarke,
After a long career at the company, I have decided to retire on 23 June 2022.
Thank you for the excellent opportunity to work with my colleagues and co-workers. I have truly enjoyed my time here, but I am ready for a life of leisure.
The last recent years of my career have been gratifying. Looking back on it, I can see all the lessons and experiences that shaped me into who I am today. These memories are of great importance and will always be with me. I would love to continue working and contributing, but I feel my skills might not be utilized anymore.
Thank you for working with me, my colleagues, and my co-workers over the past few years. And as a sign of respect to you and my colleagues, I am offering my assistance with the transition. In addition, I’m available to train and consult on any projects I’ve been involved in.
I am accepting this retirement offer with great pleasure. I want to request a notice of approval for retirement benefits and pension. I’m owed paid vacation amounting to $1300, which I’d like to collect before my last day of employment.
Given a choice between continuing with my career or retiring, I choose to retire and enjoy life, travel, and spend time with my family. I have truly enjoyed my time there, and I will miss you all.
Sincerely,
Miles Jackson
Sample 2
David Williams
33 Brisbane Avenue
Roswell, NM 3049
5 January 2022
Singh Patel
Manager
Tonic Marketing Company
Creswell Street
Roswell, NM 3049
Dear Mr. Patel,
After careful consideration, I’d like to announce my intention to retire from Tonic Marketing Company effective 20 August 2022. Thank you for allowing me to work at this great company.
It has been an exciting journey with highs and pitfalls but a great learning experience. While I have adored every step of my career and working at this organization, I’m looking forward to my retirement. I’m eternally grateful for everything I’ve learned and achieved as a Sales Coordinator. The support and mentorship from management and colleagues have been immense.
I’ll be committed to assisting you in finding a suitable replacement as my final day of employment closes in. I’ll be available to mentor my successor in any way possible. I’d like to begin the clearance process to receive my pension and retirement release package. I’ll be forwarding any required documentation as soon as possible.
After resigning from my post, I aim to spend time with my beloved family and grandchildren. After that, I’ll take golf, go fishing, travel, and explore the world.
Thank you for supporting my decision and offering assistance where needed.
Sincerely,
David Williams
Tips for You
To ensure you provide the most professional, clear, and concise information in your retirement letter, you should pay attention to a few fundamental aspects:
Stick to the right tone
It is crucial to ensure that the tone of your letter remains professional and polite. You want to be firm and respectful at the same time. Sometimes your employer may try to persuade you to stay, but if you’re sure you want to retire, be assertive in your tone. On the other hand, do not be harsh or impolite at any point; courtesy is highly regarded in any job market.
Proofread
Read through your letter multiple times. It is advisable to have a third party read over it too. This is to make sure there are no mistakes and that you have expressed yourself in the best possible way. You can also utilize a spell or grammar checker as an added measure. Ensure you have correctly spelled the recipient’s name and capitalized the company name. Mistakes can reflect poorly on your professionalism, leaving you with the wrong impression.
Choose the proper delivery method
There are different methods of delivery for your retirement letter. Your employer will likely communicate their preferred method of delivery. Use this method. You can also send the letter electronically to ensure a permanent record. Ensure to “CC” your supervisor and HR.
Potential Options Following Retirement
You can propose numerous ways to remain in the workplace other than indefinite retirement. For example, you can suggest a phase-out retirement where you work part-time and gradually leave your duties towards retirement. Also, you can suggest taking up occasional work. However, before writing the letter, these propositions should be discussed with your supervisor and HR representative. Therefore, the options included in the letter should be those already agreed-on.
Always agree on a retirement date and indicate it in the letter. Your employer may refrain from looking for a replacement without a specified end date as you are still available. Also, if you agree to work part-time, stick to the agreement and avoid working full-time.
In addition, avoid committing to an option that can lead you to work full-time. Also, don’t commit to a work schedule that may interfere with your retirement pursuits. You can pursue different options after retirement but don’t forget to protect your hard-earned retirement.
Bottom Line
As you’re nearing retirement, you need to reflect on the impact you have had on others, the contribution you have made, and the noteworthy experiences you’ve had at work. This information should help you write an effective retirement letter. A retirement letter is a form of business correspondence that an employee writes to their employer, whose purpose is to formally inform the employer that they will be retiring from the company. Like any other business correspondence, this letter should be formal and professional.
When you decide to retire from your post, ensure that you communicate this to everyone involved with due notice. All you need is to deliver the letter at the right time not to disappoint the employer and your colleagues. Giving appropriate notice of your intention signifies courtesy and proper professional behavior. Make sure to submit a copy of your letter directly to the HR department for record-keeping purposes.