How to Write a Retirement Letter

Writing a retirement letter is an important part of leaving your job on the right foot. Giving proper notice is the respectful thing to do, and it is especially important when you are leaving a high-level position. Although you should give your notice in person first, employers tend to appreciate receiving a letter to keep on file. Then, they can forward the letter to their colleagues and have the information at their fingertips.

Your retirement notice is also the perfect time to show your gratitude for your employment. By leaving on a positive note, your team is likely to think favorably of you. This way you can start retirement feeling good. Your letter gives your team a chance to process your decision and prepare for your departure.

Learn more: 4 Signs a Partial Retirement Is Right for You

When writing a retirement letter, include the following information:

• Why you’re leaving: Since your company may have special benefits for retirees, such as a 401(k)plan or a pension, you want to make it clear you are leaving due to retirement. Along with these more technical logistics, sharing that you’re retiring is exciting. Your colleagues will be happy for you, which is a good feeling when it’s time to retire.
• The date of your last day: The general rule is to give two week’s notice when leaving a job. If you are in a senior or executive-level position, consider giving additional notice. You want to set your team up for success and have time to train whoever is taking over your position. When you’re in a high-level position, make sure to set up a clear succession plan so work continues as usual once you leave.
• Reasons you’re grateful: Express why you are thankful to have had this career opportunity. Share a few details about why you’re going to miss this job. Of course, stay upbeat and excited about the change. This should be a happy time in your life.
• How you plan to help: You could include a few sentences about how you plan to help your team transition. If you discussed an alternative retirement, like continuing to work part-time or as a consultant, include that in the letter too.
• Your contact information: If you plan on moving, include your new mailing address so your employer can stay in touch. You could also include your personal email and phone number.

Follow these steps when writing a retirement letter:

1. Review the retirement policy

Before writing your letter, read through your company’s retirement policy. Meet with your human resources department and manager to notify them of your decision. They will give you instructions on how to properly retire from the company. This will likely include writing a formal letter that announces your retirement.

2. Address it to your human resources manager

When writing your letter, address it to the head of your human resources department. Consider also giving your supervisor or manager a copy. You should format your letter as you would any other business letter, with your information in the top left corner followed by your employer’s information. Start your letter with a formal greeting, such as ‘Dear [Name],’

3. Write straightforward body paragraphs

This letter should be short and sweet. There’s no need to go into all of your retirement plans. Instead, share your reason for leaving, the date of your departure, and how you will help your team transition. Also, be sure to express your gratitude.

4. End with a professional closing

Save the more heartfelt or personalized goodbyes for your coworkers. Your retirement letter is simply intended to announce your retirement. Close the letter with a professional sign off, such as ‘Best,’ or ‘Sincerely,’ and then your full name.

Use these retirement letter examples as guides when writing your own:

Example 1

Arthur Randall
124 Rose Court
Madison, WI, 53715
555-689-8787
art.ran@email.com
10/2/20

Claire Hart

Human Resources Manager

ABC Company

555 Lily Lane

Madison, WI, 53189

Dear Ms. Hart,

I am writing to formally announce that I am retiring. My last day at ABC Company will be Friday, November 6, 2020. After working as Senior Account Executive here for 15 years, I am ready for the next chapter in my life. I am deeply grateful for all the opportunities ABC Company gave me and all the connections I made throughout my time here.

Since I have quite a few responsibilities in this role, I am using the next month to properly train Mark Smith to take over my position. I will also be available to help with any other tasks related to this transition.

Sincerely,

Arthur Randall

Example 2

Julie Walls
405 70th St.
Waukesha, WI, 53187
555-442-8972
walls.julie@email.com
11/5/20

Ari Lee

Human Resources Manager

XYZ Company

101 Molly Court

Waukesha, WI, 53187

Dear Mr. Lee

My last day with XYZ Company will be Thursday, December 17, 2020. I am leaving my position as Marketing Director to officially retire. As I move onto this next step in my life, I reflect fondly upon everything this company has done for me. I will think of you all favorably as my partner and I move down to Arizona.

In order to help my team transition smoothly, I will use the next few weeks to delegate my responsibilities. Prior to my decision to leave, we have discussed that Julio Gonzalez will take over as Marketing Manager. By working one-on-one with him until my departure, I am confident that he will be fully ready for his new responsibilities.

I will officially be in my new home on December 30. If you ever need to reach me via mail, my new address is 342 Desert Dr., Phoenix, AZ, 85001.

Best,

Julie Walls