If 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.
What is a Retirement Resignation Letter?
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.
How is a retirement resignation different from a standard resignation?
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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5 Benefits of a Formal Retirement Letter
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.
- Clear communication. Whether you’re a company president reporting to a Board of Directors or a layperson, it’s always preferable to write a resignation and retirement. It provides formal notice of your intent to leave your company and allows them to replace you.
- Conveys respect. A Georgetown University study of 20,000 employees found that respect ranks as the most important leadership behavior. By submitting a letter in writing, you are demonstrating your leadership and respect for the company and the people you’ve worked with. It shows care and sincerity that you don’t want to leave them in a difficult position.
- Emotional relief. Planning for retirement is something that many people think about for years, as it’s a huge life transition. Notifying your company may offer relief as you finally share the information publicly and no longer have to hold in the news.
- Allows for planning. Providing a retirement letter lets you and the company begin to make plans for the future. It will enable them to start their recruitment process and any paperwork to activate your retirement benefits, process unused vacation, and final compensation.
- Formal notice. Since a resignation letter is part of an employee file, it’s preferable to have a formal resignation document stating all the pertinent details—your full name, current job title, last day of work, and retirement date if it differs from your last day.
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Characteristics of a Retirement Resignation Letter
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.
Pro Tips For Delivering Your Retirement Resignation 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.
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10 Retirement Letter Templates to Customize
Use one of our 10 retirement templates below to help you craft an outstanding and professional retirement letter for various circumstances.
Retirement resignation sample #1—basic template
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[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.
Sincerely,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #2 Retirement as an original team member
[Immediate Supervisor Name]
[Title]
[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.
With gratitude,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #3 Resignation with fond memories
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
With mixed feelings, I am writing to formally give my resignation from [company] as [title].
I have spent most of my career with [company], and it’s been quite a journey. I’ve thoroughly enjoyed coming to work to solve real problems with this incredible team. Our team and our commitment to purposeful work have made this feel more like a passion project.
We’ve been through our challenges, but I never questioned the integrity of our leaders or the careful thought process that drove each decision. I always knew that the health and success of our customers were at the forefront.
I want to thank everyone for the memories and opportunities I have enjoyed. Some of the highlights include: [list several experiences.]
The fond memories of our time together will follow me into my retirement as a world traveler and full-time grandparent. Until then, I am fully committed to assisting in hiring and transitioning to a new [position].
Best regards,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #4 Recommendation to promote a colleague
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
I am writing with mixed feelings to resign from [company] as [position] formally. I will be retiring effective [date]. This was a difficult decision, and I greatly appreciate the time I’ve spent at this company. Your guidance, in particular, has helped me become a skilled [position].
In my [# of years] at [company], beginning as a [first position] to now as the [position], I have been proud of the integrity and accomplishments of this company. My colleagues have always given their very best care to our [clients/customers], and I credit the high quality of our workforce and services for the [company] ‘s growth.
Since taking the role of [position], I have [insert a few metrics about growth/sales/milestones], and I expect this positive trend will continue long after I retire.
I understand that the hiring process for my replacement could take some time, so I want to offer my help through that process.
I would like to recommend [colleague’s name] as an excellent candidate for my role. As you know, [colleague’s name] currently serves as the program director under me and is highly knowledgeable about the systems and products we offer. [Colleague’s name] has over [# of years] in this industry, and I am confident they would do an outstanding job.
I am excited to spend more time exploring the best [favorite type of food] restaurants and traveling with my family. Although I will miss the [company] team, I am excited about these new opportunities.
Sincerely,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #5 Offer services as a consultant
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
I am writing to notify you of my upcoming retirement. My last day at [company] will be [date].
I am deeply grateful for the opportunity to spend the last [# of years] working with [company].
It was a pleasure to contribute to the tremendous work [company] does on behalf of its [clients/customers]. I greatly enjoyed working on these [describe projects] with the [department] team.
Please let me know how I can help facilitate a smooth transition. I would be happy to assist with recruiting and onboarding my replacement.
As [company] continues to expand, please know I am open to consulting opportunities.
Again, thank you for the opportunity to work as part of the [company]. I wish you the very best.
Sincerely,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #6 Early retirement for health reasons
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
I am writing to inform you that I will be retiring from [company], effective [date]. This was a difficult decision, but my health has made a decision for me, and now is the time to say goodbye.
I greatly appreciate the [# of years] I’ve spent at this [company] and specifically working with you. Your mentorship has helped me grow in ways I could have never imagined. Since taking the role of [position], I have [insert a few metrics about growth/sales/milestones], and I expect this positive trend will continue long after I retire. I’m sorry I won’t be here to contribute to those efforts.
Please know that I plan to support the transition to the greatest extent possible, given my condition. I hope to be in a position to do consulting after this part of my treatment is done.
Thank you for all the support you and the [company] family have offered my loved ones and me throughout the years. I wish you the very best.
Sincerely,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #7 Relocation for partner’s job
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s name],
I am writing to let you know of my resignation from [company] as [position] effective [date].
As you know, my family has decided to move to [location], so my [wife/husband/partner] can pursue a fantastic career opportunity. It was a tough decision for us, and I am so grateful for all the years I’ve been able to work for [company].
The people at [company] have deeply impacted me, and the dynamic work culture has allowed me to thrive in this role. I have loved coming to work because [specific example]. Some of the highlights have included [examples].
I am proud of our work and look forward to seeing [company] ‘s success well into the future.
I understand the hiring process may take some time, and I want to offer my help through that process. My last day on site is [date], but I will make myself available after that to support the recruitment.
While looking forward to the new career opportunity my [wife/husband/partner] has, I will miss the work I did with the team here.
Again, thank you for your care and concern over the past [# of years]. I will miss you all.
Sincerely,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
Template #8 Informal Retirement Resignation Email for Team
Dear team,
With mixed feelings, I am writing to inform you of my resignation from [company] effective [date]. It was a tough decision because of you, my amazing coworkers, but it’s time for me to pursue some personal projects and fulfill dreams of [insert activities.]
As I reflected over my [# of years] at [company], these are some of the highlights that stand out: [list]
I want to thank you for the care and concern you have demonstrated toward our [customers/clients] and for each other. I credit you, the team, for the high quality of our services and the [company] ‘s success.
I plan to leave [company] in good shape and support a smooth transition. If you have any questions, please don’t hesitate to call or drop by.
Finally, I would like to invite you to my retirement celebration [insert details].
Thank you for making work rewarding and fun. I will miss you.
Warm regards,
[Signature]
Template #9 Informal email for the whole company
Dear Colleagues,
It is with great joy that I write this letter to share my retirement news. Over the past [# of years], it has been an honor to work at [company]. I truly enjoyed every day and am grateful for all your hard work and dedication, making this a great work environment.
I want to thank each member of my team who welcomed me when I started in [year], as well as those who were here before me and who shared their wisdom. For those that don’t know, my long history with [company], I started in [first position] in [year] and worked my way to [position]. I am so grateful for the opportunities I’ve received.
I will be thinking of all of you as I [insert retirement activities] and wish you well. There is no doubt in my mind that [company] will continue to thrive and grow with you on the team.
Again, thank you for your work. It’s been a pleasure serving you.
Warm regards,
[Signature]
Template #10 Formal letter sample for the management team
[Date]
[Name]
[Street Address]
[City, State, Zip Code]
[Immediate Supervisor Name]
[Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear Management Team,
For the past [# of years], it has been a privilege to work with you and the team at [company]. I’ve learned so much from each of you as we addressed opportunities and challenges along the way. It has brought a great deal of personal satisfaction to be able to help our [clients/customers] over this time.
That said, I wanted to let you know that I’ll be retiring from [company name] at the end of [month]. Working with you has been a privilege and a highlight of my career.
Thanks to each of you for the support and guidance on professional and personal levels.
I wish the best for all of you and hope that [company] will continue to thrive.
Best Regards,
[Signature]
[Typed name]
[Mailing address]
[Personal phone number]
[Personal email address]
How Not to Write a Retirement Resignation Letter
Except for very unusual circumstances, a resignation letter is best done in a formal format–typed and on letterhead.
It should not include any negative or disparaging content and is not the place to air grievances with the company or bash specific individuals. You want to leave on a high note.
Consider this example.
To Whom It May Concern:
After many years at XYZ Company, I’m glad to submit this resignation letter. I’ll let you know the exact date, but it will be sometime in the next three months. I’ll be in touch with details about my retirement plans.
Thanks.
Let’s dive into why this isn’t a great example. It doesn’t include the characteristics of a retirement resignation letter listed above.
- It’s not formal.
- It is not addressed to the direct supervisor.
- It is vague about a retirement date.
- There is no gratitude or warmth in the letter.
- There’s no mention of being willing to help with the transition.
- It’s not very professional.
Here’s another example of what not to do:
To keep you on track with your retirement resignation letter, consider customizing one of the samples above.
Retirement Letter FAQs
Here are the answers to your burning retirement resignation questions.
A retirement letter should be a formal letter on letterhead using standard business writing practices.
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.
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.
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.
3 Simple Takeaways for Your Retirement Resignation Letter
- End well. Finish your career on a high note with a professional letter of resignation. This will demonstrate professional courtesy and nicely wrap up your time at the company.
- Express gratitude. Think about your career and how being a part of this company has impacted you–and tell them. Not only will you feel good about your exit, but your colleagues will also feel a morale boost.
- Plan ahead. Your retirement has likely been years in the making, and you probably don’t want to rush into this last chapter. Give yourself and your company some notice so you and they can start putting the pieces into place for a successful exit.
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