Writing a retirement letter is a good idea when you are planning to retire, as the details of your retirement should be documented. The company will likely already know that you are leaving, as you will probably have already discussed it with human resources and your department manager. It’s important that an employer is aware of your pending retirement prior to the fact, so that they can fill your vacant job position and inform you of pensions, insurance coverage and other matters. While writing a retirement letter may sound a bit intimidating, it’s actually quite easy. The tips and guidelines below will help.
1. Keep it as brief as possible. When writing your retirement letter, keep all of the details brief and concise. Include only information pertaining to the topic.
2. Jot down a few notes. Before you begin, write down a few things such as the date you began working with the company, if and when you were promoted within the company, your employee ID number, your position, etc. Also write down the date you plan to retire.
3. Be pleasant and professional. A retirement letter is not the place to vent any frustrations you had with the company while under their employ. Write in a tone that is professional yet pleasant.
4. Proofread your work. In any business situation, it is essential that you review your work for spelling or grammar errors. Make certain all of the details are correct, then edit if necessary.
Sample retirement letter
City, State, Zip
Company or organization name
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name,
Your introductory paragraph should inform the company that you are planning to retire. Explain that you are retiring from (your position) with (name of company) effective (date).
In the main body of your retirement letter, include any details such as when you began working with the company, your employee ID number, positions held, etc. Also in this area, include details regarding continued coverage of medical or dental benefits that have been previously discussed with the human resources department.
You will also want to include a forwarding address or contact information in the body of your retirement letter especially if you plan to move in the near future. Many former employees receive correspondence regarding insurance coverage, pension and other areas after retirement. This also protects you legally should the HR department fail to change your information in the employee database.
In closing, express your gratitude to the company for the chance to work for them. You can include any information here that you like about how you enjoyed your job, will miss the company and your co-workers, etc.
Sign your name above the typed signature. To make your retirement letter professional in appearance, use simple easy-to-read fonts and white or cream colored stationery. As you can see, writing a retirement letter is not that difficult. Use the tips and guidelines above, and your letter will leave a good impression on your employer, while stating all of the pertinent details.