Retirement Letter to Employer. Ready to retire from your job? You’ve worked hard for years, saved wisely, and now you’re ready to move into retirement, whatever that means for you.
Maybe you have travel plans, are going to explore a new venture, or spend time with family. It’s time to write your retirement letter.
It’s important to start your retirement on the right note. One way to do this is to let your boss know about your retirement plans in a thoughtful and professional way, which includes writing a specific type of resignation letter informing the company of your retirement.
What is a Retirement Letter?
A retirement letter is a formal written correspondence that informs your employer of your intention to retire. This is similar to a letter of resignation, which lets your employer know that you’re quitting your job.
The primary distinction with a retirement notice letter is that you are not only leaving the company but also seeking retirement benefits.
A retirement letter is typically used in conjunction with a verbal notice to your immediate supervisor. You may want to schedule a meeting to discuss your plans to retire before submitting your retirement letter.
This letter will go in your employee file alongside other important documents, such as your job contract and performance reviews. Give an official notice.
What is the Purpose of a Retirement Letter?
In most cases, when you are retiring from a position, your manager and HR department are already well aware of your upcoming plans. Retirement letter example.
Typically, a retirement plan is put in place months in advance, and retiring is seen as a normal part of transitioning out of a full-time career.
However, even if you’ve been planning your retirement, a letter still serves a valuable purpose. This letter acts as a documentation of your retirement, which is important for your company to have on hand.
Your letter will be added to your employee file and stored with other important information, such as your start date, compensation, benefits information, and performance notes.
Handing in a retirement letter helps you end on a good note with your employer and ensures that they have all the necessary paperwork before you leave.
Tips for Giving Notice of Your Retirement
Here are tips to consider before giving notice of your retirement:
1. While you are beginning a new phase in your life, remember that you are leaving behind a job you were well qualified for, with years of experience to share. Simple retirement letter.
2. Resigning due to retirement will leave an empty position that may not be so easy to fill. You should be sure to discuss your plans in person with your supervisor before you send a letter. It’s also a good idea to give them ample notice.
3. Familiarize yourself with the company’s retirement policies and package. The more information you have about the process, the smoother the whole discussion will go.
4 . Make sure you provide enough notice of your departure. While you probably don’t want to tell the management about your plans for retirement too many months in advance, you should give them enough time to find a replacement for you.
5. Offer to help during the transition. Your experience can be valuable in training your replacement. After all, this person will have big shoes to fill.
6. Discuss options for part-time or consulting work. If you’d like to continue your association with the company on a limited basis, bring it up with your manager. Many companies use experienced consultants as needed.
7. Stay positive. Thank the management for your experience with the company, and resist the temptation to bring up anything negative. There’s no reason to air any grievances at this point.
8. Follow up with a formal letter or email to put your plans in writing. While you need to have a face-to-face discussion first, you must also give written notice to your supervisor and HR department.
What to Include?
Though not strictly necessary, it may be helpful to suggest modifications to work duties, or other provisions to transition period more comfortable. Retirement resignation letter.
Since this letter announces a resignation that will close out a career, the author has a license to be more expressive than might otherwise be standard – especially if the tenure has been long at the company.
As a formal written notification, the resignation letter should include:
- The intended final date of work
- Any provisions for the transition, if relevant
Tips for Handling the Retirement Process Professionally
Hopefully, when you retire, you’ll be leaving your company on a positive note. After years of employment, you have built quality relationships with coworkers, achieved milestones, and grown both professionally and personally.
However, there are times when retirement feels like your final escape. Perhaps you did not enjoy your time with your company, or maybe you are simply feeling a bit burnt out.
Regardless of your personal feelings about your company, manager, or coworkers, it is always wise to handle your retirement process professionally. The following are all tips that can help ensure that you leave with your head held high:
1. Don’t blindside your boss. The odds are good that you have planned for your retirement years in advance. Make sure that you communicate throughout the time leading up to your retirement, allowing your boss ample time to find a replacement for your position.
2. Don’t air your grievances with coworkers. Susan may have gotten on your last nerve for the past ten years. Bob may have constantly put you down in project meetings.
Whatever the case, don’t use your last few weeks with the company to air your complaints.
3. While you might not cross professional paths again, you never know when you might wind up crossing paths with current coworkers on a personal level. It is better to leave your complaints behind and focus on your future ahead.
4. Keep criticism constructive. If you have the chance to do an exit interview with HR, you will often be given the opportunity to provide any feedback you have about the company, your boss, and your team.
5. This is a great time to discuss any issues you had to help create a better workplace for the next person in your role.
6. Make sure that you keep your criticism constructive, focusing on how HR can build a quality future for their employees.
7. Look for the positives. It is easy to spend the last weeks at your job counting down the seconds until you finally get to retire. However, be careful that you don’t miss out on all the positives of your job.
8. Take time to appreciate the people you have forged relationships with and the unique experiences your role has offered.
9. Return all company property. Make sure that as you clear out your desk, you hand in all company property, such as laptops, mobile devices, badges, and documents.
Tips for Writing a Retirement Letter to Your Employer
When writing a retirement letter to your employer, these things should be considered.
1. You’ve told your boss you plan to retire, so this letter should be your formal notice.
2. You can write the letter as business correspondence or an email, but either way, it should be grammatically correct, free of abbreviations and typos, and checked for perfection.
3. Give a date. Early in the letter, give a specific date for your retirement. This will help both you and your employer avoid putting off your retirement.
4. Mention your successes at the company. You might consider concisely reviewing the value you added to the company over the years in your letter. At the very least, include the number of years you worked for the company to remind your boss of your many contributions.
5. Express gratitude. A retirement letter is an ideal place to thank your boss for a great employment experience. If you’re unhappy with your job for any reason, don’t mention it. Just like your in-person conversation, your tone in the letter should be professional and cordial.
6. Offer your services. You might want to continue working in some small way after your retirement. For example, you might be willing to do freelance, occasional, or part-time work.
7. These options should be discussed with your boss in person first, and you’ll just be reiterating them in a formal way.
8. Send the letter to Human Resources. This will help you to avoid any problems with receiving your benefits as you transition to retirement.
9. Provide contact information. If you are moving, provide your boss with a new mailing address. And give your personal email address so he or she can keep in touch.
Why You Should Write a Resignation Letter When You Quit Your Job
While you may be excited to start your next job, you have to resign from your current one first.
It may seem like an outdated idea—especially in a day when informal forms of communication are everywhere but submitting a letter of resignation is still recommended.
Even if an in-person meeting or a phone call has already taken place, says Erica Alioto, global head of people for the cloud-based writing assistant Grammarly.
“The letter not only serves as formal documentation, but it also helps keep HR organized when they need to reference details like last day of employment, offers to assist in the transition, and personal contact information.”
She says. “HR can use the formal resignation letter as a guiding star during what can feel like a hectic process.”
When to Send a Resignation Letter
The time to turn in a resignation letter is immediately after speaking with your manager. “No matter when the last day of employment is, employers will be put in a reactionary position as they try to fill a vacating role,” says Alioto.
“Helping them through this process by communicating empathetically and in a timely manner is essential.”
Share the letter of resignation with HR, your managers, and anyone else who would be directly involved with the transition. Whenever possible, providing two weeks’ notice ahead of your departure date will give your employer time and breathing room to prepare next steps.
What Your Resignation Letter Should Say?
Although the specific contents of your job resignation letter can be tailored to your job and company, there are a few basic elements that should always be included.
Roque suggested including the following elements:
1. Your end date. Provide your official end date, ideally at least two weeks in advance.
2. Help with the transition. Express your commitment to ensuring a smooth and easy transition, including availability to discuss your workload and status updates with your manager or successor.
3. Gratitude for the opportunity. Find something nice to say, regardless of any differences you may have with a colleague or how toxic the job may have become.
4. Request for instructions (optional). If you aren’t yet aware of the exit protocol at your company, request specific instructions about final work commitments and such.
5. Some companies may ask you to leave immediately, while others may have you very involved in a transition over the two-week period, or they may ask you to work from home and see HR to return your laptop on your last official day.
6. Alex Twersky, co-founder of Resume Deli, added that offering to assist in training a replacement, preparing the team for your departure and expressing gratitude are important elements of a job resignation letter.
7. “Conjure up … the best time at your job and have that image top of mind when you write your resignation letter,” said Twersky. “Let your boss think they were great, even if they weren’t. [You might] get a good recommendation out of it.”
Key takeaway: Your resignation letter should include your end date, gratitude for the employment opportunity, commitment to a smooth transition, and a request for exit protocol instructions (if applicable).
What Your Resignation Letter Shouldn’t Say?
Just as important as knowing what to say in a resignation letter is knowing what not to say. Many employees make the mistake of including too many personal details and emotional statements in their official letters.
When you are writing an official resignation letter, omit the following details:
1. Why you are leaving. Although you may feel the need to explain your reason for leaving, this is not necessary to include in your resignation letter.
2. Rice said you may believe that the new employer has a better product, service, working environment, salary or benefits package, but these are not things to state in your resignation letter.
3. Keep your language professional and positive.
4. What you hated about the job.A resignation letter is not the place to air your grievances or speak poorly of your soon-to-be former company or co-workers. Roque said to let go of anger before submitting the letter.
5. She also suggested having someone else review your letter before submission to ensure it is appropriately polite and succinct.
6. Emotional statements. Twersky stressed the importance of using a calm, professional tone in your letter. An aggressive or otherwise emotional letter will only come back to hurt you.
7. Twersky said that even if you are overworked and resentful, don’t quit angry. Avoid using phrases like “I feel” or “I think,” unless they are followed up by positive statements.
8. When writing your letter, try not to burn any bridges, as you may need help from these individuals in the future.
“Your employers may be providing you with a reference, or if you are staying in the same field, you may still network in the same circles or want to return in the future,” said Rice.
“It is always good to keep in touch with your old colleagues, and with social networks like LinkedIn, it may be hard to avoid them.”
9. These are also good tips to keep in mind when you inform your supervisor or manager that you are leaving. Short and simple is fine; you don’t to explain your reasons if you don’t want to.
Just stay polite, respectful and professional throughout the discussion.
Key takeaway: A resignation letter should not include your reason for leaving, what you disliked about the job or grievances.
Benefits of Providing a Resignation Letter
Since some companies require employees to turn in a formal notice when they resign, it is important to check your employee handbook before saying your goodbyes.
Although a company may not have official requirements in place that obligate you to submit a formal resignation letter, it is always best practice to do so.
At the very least, handing in a formal and professional resignation letter makes you look good. It sets the tone for your departure as professional and courteous, reducing the possibility of hard feelings or uncertainty.
It also gives you the chance to officially thank your employer and offer to assist with the transition process, if needed.
A formal resignation letter also serves as a paper trail. Some companies may require a specific amount of notice (two weeks is standard), and your resignation letter can serve as physical proof that you provided ample notice.
If there are legal problems, like the disbursement of your final paycheck or the last day of employee benefits, you can look to your resignation letter as support for your case.
Key takeaway: A resignation letter is not always required, but it can make you look professional and courteous in your departure. It can also serve as physical proof of notice.
How to Create a Retirement Letter
Follow these steps to craft an effective retirement letter with all the essential details:
- Address the right people.
- Specify the date of your retirement.
- Express appreciation for your experience.
- Offer to assist with the transition.
- Discuss consulting if you’re interested.
- Detail your needs regarding retirement.
1. Address the right people
Address your retirement letter to your supervisor. Send the primary copy to this person and copy human resources. The HR department will handle your health care coverage, pension and 401(k), so it’s important to include them in this notification.
2. Specify the date of your retirement
Include the date of your retirement near the top of the letter so this essential information is easy to find. Give your employer at least two weeks’ notice. rRtirement letter to employer
Employees with a long tenure at the company typically give a month’s notice or more. You may discuss the best date for your retirement when you meet with your supervisor to discuss your plans. In this case, your retirement letter simply restates the agreed-upon date.
3. Express appreciation for your experience in retirement letter to the employer
Thank your employer for the opportunity to work with them and mention your gratitude for the experiences you’ve had in the company. Provide specific examples of people or projects that were meaningful to you.
4. Offer to assist with the transition
Offer to help hire or train your replacement if needed. This is especially important if your role is complex or you’re leaving major projects unfinished.retirement letter to employer
You might recommend a coworker as your replacement or suggest handing certain projects off to others who are familiar with the work.
5. Discuss consulting if you’re nterested. retirement letter to employer
If you would like to work as a consultant or freelancer during your retirement, let your employer know. This could ensure that you are one of the first people considered if your employer needs this type of service.
6. Detail your needs regarding retirement
Specify the benefits you’re seeking in retirement. Let your employer know what you need from them regarding healthcare, retirement plans or your pension.
Mention if you have any unused vacation or sick days for which you’re entitled compensation. If you are not paid through direct deposit, you may also specify when and how you’ll get your last paycheck.
Email Versus a Written Letter
Letters of resignation can be sent as emails or printed out and delivered to your managers and to the HR department, says Alioto. Retirement letter to employer
“With many people working remotely right now, an email is likely the fastest and most reliable way to deliver the letter,” she says.
“One advantage of hand-delivering the letter is knowing it was received on time, rather than potentially getting lost in an inbox.” Retirement letter to employer. Retirement letter to employer
When delivering your resignation letter to the HR department, Alioto suggests asking them for their preferred delivery method in the spirit of cooperation and empathy.
But don’t skip the meeting or phone call and rely on the letter alone. “Regardless of the medium, it is important that the resignation letter is not the only communication with employers,” says Alioto.
“It can get easily overlooked if not paired with more personal communication.” Retirement letter to employer
Retirement Letter Template and Samples
Here is a retirement letter template and some examples to refer to as you write your own letter. If you send your letter via email, omit the employer’s contact information and include yours with your name at the end.
Retirement Letter Template
Here is a retirement letter template:
- “Retirement – First and Last Name.”
- Your Name
- Your Address
- Your City, State, Zip Code
- Your Phone Number
- Your Email Address
- Employer Contact Information
- City, State, Zip Code
- Dear Mr./Ms. Last Name:
- First Paragraph
- Advise your employer that you will be retiring and give the effective date.
- Middle Paragraph
- Thank your employer for the opportunities provided during your tenure with the company.
- Final Paragraph
- Offer to provide assistance during the transition.
- Complimentary Close
- Respectfully yours,
- Your Signature (hard copy only)
- Your Typed Name
Sample Retirement Letter
87 Felix Ave.
Charleston, SC 29401
Dear Ms. Baker:
I write this letter to announce my formal retirement from Hatch Library as reference librarian, effective February 15.
I would like to thank you for all the great opportunities you have given me as an employee at Hatch Library. I have enjoyed working with and learning from my colleagues for the past 20 years and am ready to move on to the next phase of my life.
Please let me know if I can be of any assistance during this transition.
What to Say in the Letter
When writing your letter, stay focused, keeping it to one page and only including essential information.
Use a formal and personal greeting, such as “Dear [recipient’s name],” instead of something informal, like “Hey,” or impersonal, such as “To whom it may concern.”
The first sentence should explain your intent to leave your role. Use plain direct language and give an exact departure date, so the company can plan accordingly.
Remember, a written document is a representation of you, and it may be kept in a file for others to see. In addition to being professional, take time to make sure yours is free of spelling and grammatical errors.
Within the body of the letter, Alioto suggests offering to assist in the transition. It’s considered courteous to thank the company for the opportunity to work there unless your reason for leaving involves a hostile workplace. Offer help.
In that case, your gratitude may come off as inauthentic. The underlying tone should always be professional.
“Don’t think of the resignation letter as a no-strings-attached opportunity to vent and complain,” says Alioto. “Rather, keep the letter professional and formal, maintaining an empathetic tone throughout.”
Then wrap up the letter with personal contact information and a formal closing, such as “Sincerely.” In a formal letter, your contact information goes under your name in the upper-left corner, while in an email it can go at the bottom under your signature.
“Resigning can be challenging, especially when breaking the news to managers and teammates who have become mentors and peers,” says Alioto. Retirement letter to employer.
“A formal letter of resignation is an important part of the process because it clearly lays out all the factual details during a time when emotions can run high.”
Frequently Asked Questions