Learn how to write your retirement resignation letter with templates and samples to give your employer before leaving your job.
October 24, 2023 Table of ContentsIf you’re ready to retire, giving formal notice to your employer in writing is important to ease the transition. Our templates and samples give you the resources you need to master your departure professionally and on a high note.
A retirement resignation letter is an official document to provide formal notification about leaving a job to retire and begin collecting any retirement benefits. Generally, this happens in conjunction with a meeting with a supervisor or manager in which the employee verbally resigns and discusses a transition plan.
Employees may also have a general conversation about making plans to retire with their direct supervisor long before they turn in the letter with a retirement date. This allows them to plan for the best time for retirement within the fiscal and planning cycles.
The primary difference between a letter of resignation and a letter of retirement is that an employee is alerting the company of their plans to stop working and collect retirement benefits, which may be through an employer-sponsored pension.
Depending on the company policy and position, the organization may request a longer notice to provide overlap and training for a new employee, and providing ample notice is considered a professional courtesy.
Sometimes the retiree has had a long tenure in the organization, and the company wants to recognize the retiree’s accomplishments and contributions. If the company chooses to plan a retirement party or gathering, this notice starts that process.
Third, people who have been with companies for a long time have developed close relationships with coworkers who may be like family. It makes sense to let colleagues know more about the plans for the future.
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Data from ExpertMarket showed 86% of employees and executives cite the lack of effective collaboration and communication as the main causes of workplace failures. By submitting a formal retirement letter, you can eliminate confusion about this transition period for you and your employer.
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Professional retirement letters include these elements:
It’s formal. Use a traditional business letter format with the date, address block, salutation, body, and closing. Be sure to include personal contact information under your signature if you’d prefer the separation paperwork to go to your home rather than your office.
Address the letter to your direct supervisor. They should be the first person in your company to know your plans.
It specifies your retirement date. As a manager or senior employee working for a US-based company, you probably want to offer at least three to six months’ notice before your expected retirement date. You may provide less notice if you hold a more junior position, although offering more wouldn’t be unheard of. It’s helpful to reference your company’s resignation and retirement policies to understand how much notice is required.
It offers gratitude for your experience. Mention some positive experiences you have had at the company, the skills developed, lessons learned, or favorite memories.
It expresses your willingness to help. Finding your replacement may be challenging, and offering your support to the company during this time of transition will be appreciated.
It’s professional. A resignation letter is part of your employee file, so you want to remain professional and courteous, and its contents could follow you if you decide to return to the workforce.
Putting it all together, here are our tips for delivering your letter.
Prepare your letter before the meeting with your boss. Check your grammar and spelling to ensure it is correct.
Give your supervisor a hard copy when you meet to deliver the news that you are retiring. This sets the tone for a respectful and courteous transition.
Send the letter to the appropriate person or department. Address it to your director supervisor and send a copy to the Human Resources department, if you have one, or to the person who handles personnel matters.
In most cases, once they receive this letter, your retirement paperwork will be processed so your benefits and insurance transition without delay. If you haven’t heard anything after several days, feel free to follow up to confirm the appropriate person received it.
Use one of our 10 retirement templates below to help you craft an outstanding and professional retirement letter for various circumstances.
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
This letter serves as a notice of my retirement on [date]. I have enjoyed my [# of years] with [company] and appreciate the opportunities I’ve had to help our [clients/customers].
Because I recognize it will take some time to train my replacement, I am willing to make myself available through [date] if you think it would be beneficial.
Thank you for the opportunity to learn and grow with an incredible team and company.
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
[Immediate Supervisor Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
I am writing to let you know that I will be retiring from [company name] on [date]. Though I’m sad to go, I look forward to [retirement plans. Be specific.]
When you decided to open [company], I was thrilled to join you in this endeavor. It’s been amazing to watch the company flourish. I sincerely thank you for the opportunity to be part of this growth. My fondest memories include [insert 2-3 sentences with highlights].
As we prepare for my upcoming departure, I want to do whatever I can to make the transition easier, including drafting a position description, reviewing candidate resumes, and supporting the onboarding.
I’m confident whoever you select to fill my role will do an excellent job continuing the good work we started.
As I head into this next phase, I also request that my retirement benefits be processed as soon as possible. They will help fund our upcoming adventures and launch us into a wonderful retirement.
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
To keep you on track with your retirement resignation letter, consider customizing one of the samples above.
Here are the answers to your burning retirement resignation questions.
How formal should a retirement letter be?A retirement letter should be a formal letter on letterhead using standard business writing practices.
How long should a retirement letter be?Your resignation letter doesn’t need to be longer than a few paragraphs. But if you have had a lengthy tenure with your organization and want to detail the highlights and influential people, you may include those details. Try to stick to one or two pages.
Who should a retirement letter be addressed to?Your retirement letter should be addressed to your direct supervisor, whether a manager, the CEO or a Board of Directors. A copy of the letter should be mailed to the HR department, if your organization has one, or to whoever is in charge of the personnel process.
Should a retirement letter include a return date for company property?Typically, once you submit your letter, the HR department or your direct supervisor details your transition. This may include the return of company property and the transfer of documents and generally follows the written company policy. There’s no need for you to figure out those details in advance and include them in your letter.
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