FREE Retirement Letter Template & Samples

A retirement letter is written to inform the employer and other interested parties, such as the recruitment department, that an employee is retiring from their respective position in an organization. It is usually used in conjunction with a verbal notice.

A retirement letter is similar to a resignation letter. The only difference is that, unlike a resignation letter meant to inform the employer of your intent to resign, a retirement letter informs them that you are not only leaving the organization but are also seeking to get your retirement benefits.

This article discusses a retirement letter, how to write and deliver it, and examples and templates for drafting it.

You can download the following retirement letter templates for free:

Statistical insight: Due to the COVID-19 pandemic, the retirement rate among baby boomers, also known as the Western demographic group, has risen significantly. In 2020, 29 million boomers retired, an increase of over 3 million compared to the previous year. This trend is expected to continue, with the number of retirees projected to reach 75 million by 2030.

3 Important Considerations Before Writing a Retirement Letter

It is essential that you carefully weigh your options and assess your situation to decide whether you are ready to retire from the organization. It is also important to consider your financial situation, future plans, and savings before writing a retirement letter. 

Additionally, there are three other vital factors to consider before writing a letter. These include:

Researching the company’s retirement policy and benefits

Studying the company’s policy ensures that you have done your due diligence and have all the relevant details regarding your benefits package before submitting your retirement letter.

Informing your employer verbally

Before you write your retirement letter, you should inform your immediate manager or supervisor about your plan to retire from the company. Informing them verbally is important because it allows you to discuss the situation and ensure that you both are on the same page before submitting your written notice. You should also ask them if they have any suggestions regarding anything specific that needs to be included in the letter.

Giving enough notice

You must give your employer enough notice before you retire. It is best to give as much notice as possible, ideally six to twelve months, when leaving a job. This will give your employer time to prepare your files and other important documents. It will also help to finalize your retirement benefits, such as a copy of your medical insurance, pension plan, and other relevant documents. 

When retiring from your position in an organization you have served for a long time, you must write a letter to inform your employer and other interested parties of your forthcoming departure.

Here are ten important steps you should consider when writing a retirement letter:

Include the date of your retirement

When writing the letter, you should start with your retirement date so that it is reflected in the letter. This will be the most critical element because it would show recipients that your employment has concluded on a specific date and time. 

For instance, you could write this section of the letter as follows:

“I hereby wish to inform you that on March 14, 2022, I will be retiring from my position at OPTIMA LABORATORIES, Inc.”

Specify why you decided to retire

This would help your employer and the other interested parties understand your situation and why you decided to retire. Ensure they understand that your decision to retire is something that you have thought about long because it directly impacts them. 

For instance, you could write:

“I hereby wish to inform you that on March 14, 2022, I will be retiring from my position at OPTIMA LABORATORIES, Inc. due to my changing interests in my personal life and career aspirations.”

Express appreciation and gratitude

When writing a retirement letter, it is essential to express your appreciation and gratitude to your employers who have supported and helped you throughout your career. This would also be the best time to thank them for the opportunities they have given you and the resources they provided. 

For example:

“I would like to take this opportunity firstly to thank you for the opportunity you have given me over the past twenty-one years. I would also like to sincerely thank you for your guidance and support, which enabled me to grow into an outstanding human being and a successful professional.”

Include details of your work history at the company

This would give the recipient a clear overview of how long you have been at the company and your significant achievements. You must also include a list of all your accomplishments and contributions to the company so that it is reflected in your letter.

For example:

“I have been at OPTIMA for the last twenty-one years. During my time here, I have risen through the ranks to become an expert in my field. I have contributed immensely to the company and worked on many breakthrough projects that helped shape the company’s future.”

Include an offer to assist with the transition

This typically means that you would assist with finding a replacement for your position or at least be available in case they want any assistance or advice. When leaving a job, it’s important to give as much notice as possible, especially if your role is complex or if you have unfinished projects. You should also consider recommending a coworker as your replacement or suggesting how to assign your unfinished projects to someone familiar with the work.

For instance, this section could be formatted as follows:

“To give OPTIMA LABORATORIES, Inc. the best chance of filling my position, I would like to inform you that I will be available to assist with the transition. Furthermore, if you need any assistance or advice, I would be more than willing to assist you in any way possible. Please feel free to contact me at 555-5555-5555-5.”

Write about your plans

This could include your plans, such as educational pursuits, new employment opportunities, or travel plans. It could also include your plans after retirement, such as traveling and entertainment options. 

For example, you could present this section as follows:

“As I will be retiring from OPTIMA LABORATORIES, Inc. soon, I will be looking to pursue my passion for life and work on the things that interest me. I will want to travel, write books and articles, and consider new interests such as art and meditation.”

Discuss potential proposals if you have

When writing a retirement letter, it is important that you discuss any potential proposals, such as a proposal for early retirement or a part-time work arrangement. It is better to discuss this early in the letter so that your employer and other interested parties would be aware of your situation. 

For example:

“If you would like to offer me an early retirement or a part-time work arrangement to show your appreciation for my service to the company, I would be glad to accept it.”

Include suggestions (advice) for the future

When crafting a retirement letter, it is a good idea to provide recommendations for the future. One such recommendation could be to groom an internal candidate for your replacement and to encourage the growth and development of new talent from within the organization. You could also suggest any positive changes you think would benefit the company.

For example:

“I would also like to offer some suggestions that I believe will be good for OPTIMA LABORATORIES, Inc. in the future. First, I believe you should promote new talent from within the company and have this individual assist your organization. Second, I suggest you make a few positive changes to the company, such as updating IT systems and implementing stricter safety measures.”

Specify your details regarding retirement

Inform your employer of the specific retirement benefits you seek, such as healthcare coverage, pension plans, or retirement savings plans. Also, mention if you have any unused vacation or sick days that you are entitled to. In addition, if you are not receiving your paychecks via direct deposit, specify when and how you will receive your final paycheck. 

Format this section as illustrated below:

“I would like to request a final paycheck and an official severance package as well as all the benefits and insurance plans that are due to me according to company policy.”

When and How to Deliver the Letter

Companies have different policies regarding when and how to deliver a retirement letter. Consider sending the letter early, ideally at least six months before your retirement date. This should give the concerned parties time to help you make any necessary arrangements or changes to their policies and procedures.

It is recommended that you personally deliver your retirement letter to your direct supervisor, as it shows a personal touch rather than sending it through email. Hand-delivering the letter is considered to be more impactful and professional. Additionally, it is important to inform your supervisor and other relevant departments, such as human resources, so that they can begin making arrangements for your benefits. 

To ensure that your letter is as effective as possible, the following are crucial considerations you should make when writing the retirement letter:

Address the letter to the right people

As a retiree, various people need to know your intentions to retire. You must write to the appropriate authorities if you leave with a pension or severance agreement. If you are not taking a severance package, then simply notify your immediate supervisor that you will be retiring and give them your contact information for future reference.

Be clear about your intentions

You need to state why you are leaving and your expectations when you decide to retire. This will ensure that your employers understand your motivations for leaving and can begin to make necessary plans for your departure.

Be gracious

You must be gracious to your employers by showing appreciation and gratitude for all they have done for you. Showing goodwill can go a long way to ensuring future references and recommendations once you depart.

Do constructive criticism

Suppose you have been allowed to do an exit interview with the human resource department or your immediate supervisor. In that case, you should use that time to list any constructive criticism you have for the company and the people you have worked with. This can be used as valuable feedback for both the industry in general and your employer in particular.

Don’t air your grievances

Even if you are unhappy with your job and the company, it is better not to bring up your grievances. Instead, make the appropriate comments to let the company know that you may have any concerns but will be happy to discuss them at a future date.

Use a template

If you are unsure how to write a letter, it is always a good idea to use a template provided by your company or an agency. Most companies have templates on their websites to ensure that employees have uniformity in their communication. If your company doesn’t have one, consider downloading and using our free retirement letter templates.