When the time to retire approaches, you will need to advise your employer with a letter. This needs to be done regardless of whether you have advised them verbally, it is considered a professional courtesy.
The letter needs to be direct and properly formatted for it to serve its purpose.
It should be concisely written, leaving no room for misunderstanding or ambiguity.
The formality of the letter, however, can vary depending on the relationship that you have with your boss or supervisor. As each retiree retires under different circumstances, you will need to tailor your letter to your own individual needs.
Try and keep your letter positive. This is not a time to voice any irritations or grievances you have had over the years, or bring up past issues. Be mindful and respectful of other people’s feelings when constructing your letter.
Concentrate on the good experiences you have gained, this is an excellent time to thank your employer, supervisors and work colleagues.
The most important points are when you will retire, thanking immediate workmates, and stressing that you will remain to help during the transition. You may wish to write separate letters to certain individuals announcing your retirement and thanking them. You may wish to recall one or two mutual experiences that you shared.
Beyond that, a retirement letter can assume several additional forms.
All letters should include:
1. Your name
2. Date of retirement
3. Corporate employer ID number
4. Years of service
5. Official date of retirement
6. Whether to continue with medical, dental and other retirement benefit contributions.
7. A forwarding address
Start your letter with your details followed by those of the employer.
Divide your letter into paragraphs focusing on specific information.
For example in paragraph one, inform your employer of your intention to retire.
The middle paragraph can be used to thank your employer for their role in your career and the opportunities they have provided you with. Some employees in their retirement letters offer the company assistance after the retirement date in training their successor to make the transition easier. If you wish to do this it can be offered in the conclusion, plus details of any assets returned by you.
This can be followed by a complimentary close.
Be sure to keep a copy for yourself. The retirement letter is typically handed in 4 to 6 weeks before the actual retirement date to give the company ample time to prepare.
Many retirees continue working in a part time capacity as a contractor, so consider this as a potential avenue for post retirement income.
The following is a base template that could be customised to your own needs. It is designed to give you an idea of what could be written and give you an idea of how the tone of your letter should sound. This can be adapted to reflect your work life and time at your company.
Dear Mr. /Ms. Last Name:
This is to inform you that I intend to retire from the company's service with effect from 15th July, 2007 after serving the company for 30 years and 5 months. I wish to take this opportunity to extend my gratitude to you for your cooperation, understanding and support during my stay here. I would also like to express my appreciation to my colleagues for their support and friendship throughout my stay here.
I would like to continue contributing to the benefits plan and insurance coverage in my retirement. In the meanwhile I would be glad to offer my services if any required during the transition period till the date of departure. I have relinquished all the assets provided to me by the company including the car and other items mentioned in the list attached to this letter. The receipt of these items has been duly acknowledged by officials of the concerned department. I would be grateful to you if you could enter my new forwarding address in your records for any future correspondence with me.
(Your name and signature)