Retirement letter example to notify your employer

Retiring from your career is a monumental moment. You may have worked with the same company for decades or held similar roles for years, building up to this rewarding milestone.

While retiring is a fairly straightforward process and one that your boss has probably been aware is coming, it is still important to end on a professional note.

In this guide, we’ll walk you through the writing of a retirement letter to notify your employer of your upcoming departure in a professional way and give you a retirement letter example you can use as your model.

A businesswoman is the center of a retirement party, with a cake in front of her and surrounded by colleagues and party balloons.
Any excuse for a party, right?

What Is the purpose of a retirement letter?

In most cases, when you are retiring from a position, your manager and HR department is already well aware of your upcoming plans. Typically, a retirement plan is put in place months in advance, and retiring is seen as a normal part of transitioning out of a full-time career.

However, even if you’ve been planning your retirement, a letter still serves a valuable purpose. This letter acts as documentation of your retirement, which is important for your company to have on hand. Your letter will be added to your employee file and stored with other important information, such as your start date, compensation, benefits information, and performance notes.

Handing in a retirement letter helps you end on a good note with your employer and ensures that they have all the necessary paperwork before you leave.

Sample retirement letter

When writing a retirement letter, it can be helpful to know where to start. Use the following sample as a quick guide to what you should include in your letter. Be sure to personalize your retirement letter to reflect the details of your situation.

Frederick Crane
2012 Front Lane
Greeley, CO 80634
April 20, 2022

Carolyn Ranae
Director of Sales
ABC Paper
3455 Mill Way
Greeley, CO 80634

Dear Carolyn:

I’m writing to inform you that my final day of work at ABC Paper will be May 1, 2022. At that time, I plan to retire.

While I look forward to this next chapter of my life, I want to thank you and the entire team at ABC Paper for the opportunities you have provided me with over the years. I have enjoyed working on your team and will miss you all in my retirement.

As I transition out of my role, I am happy to assist you in any way possible to make the transfer seamless for your new hire. I will be working diligently until my retirement date to complete all ongoing projects and to hand over all key information to the team.

Thank you again for the chance to be a part of the outstanding team at ABC Paper. I wish you and the team all the best in the days ahead.

If you need any additional information, please don’t hesitate to contact me. I’ll be meeting with HR to finalize my retirement plans and can provide any necessary details at such time.



Frederick Crane

What to include in your retirement letter

The example above does a good job of showcasing how to write your retirement letter, but it can also be helpful to break the letter down into key parts. Make sure you include all of the following when writing your letter:

  • Your contact information: This should be placed at the top of your letter, adhering to standard business letter practices.
  • The date: Following your contact information, include the date of the day you submit your letter.
  • The name of your manager, company, and business address: Following the date, add the information of your manager and business.
  • A professional greeting: “Dear,” followed by your boss’s name with a colon is an acceptable business standard.
  • A statement of intent: The first line of your letter should state your intention to retire, including your final day of employment with the company.
  • A thank you: Retirement is exciting, but take the time to say thank you to your previous boss and company for the opportunities you had.
  • Your assistance: Offering to help transition any projects to a new hire or to pass on knowledge can be a way to help end your career on a positive note.
  • A closing: You can include a line about providing further information and then finish your letter with a professional closing, such as “Sincerely,”.

When formatting your retirement letter, stick to a clean, simple design. Use an easy-to-read font and ensure your message is concise. This document serves as an official notice of your retirement and should reflect this level of professionalism.

Tips for handling the retirement process professionally

Hopefully, when you retire, you’ll be leaving your company on a positive note. After years of employment, you have built quality relationships with coworkers, achieved milestones, and grown both professionally and personally.

However, there are times when retirement feels like your final escape. Perhaps you did not enjoy your time with your company, or maybe you are simply feeling a bit burnt out.

Regardless of your personal feelings about your company, manager, or coworkers, it is always wise to handle your retirement process professionally. The following are all tips that can help ensure that you leave with your head held high:

  • Don’t blindside your boss. The odds are good that you have planned for your retirement years in advance. Make sure that you communicate throughout the time leading up to your retirement, allowing your boss ample time to find a replacement for your position.
  • Don’t air your grievances with coworkers. Susan may have gotten on your last nerve for the past ten years. Bob may have constantly put you down in project meetings. Whatever the case, don’t use your last few weeks with the company to air your complaints. While you might not cross professional paths again, you never know when you might wind up crossing paths with current coworkers on a personal level. It is better to leave your complaints behind and focus on your future ahead.
  • Keep criticism constructive. If you have the chance to do an exit interview with HR, you will often be given the opportunity to provide any feedback you have about the company, your boss, and your team. This is a great time to discuss any issues you had to help create a better workplace for the next person in your role. Make sure that you keep your criticism constructive, focusing on how HR can build a quality future for their employees.
  • Look for the positives. It is easy to spend the last weeks at your job counting down the seconds until you finally get to retire. However, be careful that you don’t miss out on all the positives of your job. Take time to appreciate the people you have forged relationships with and the unique experiences your role has offered.
  • Return all company property. Make sure that as you clear out your desk, you hand in all company property, such as laptops, mobile devices, badges, and documents.

Woman or man standing on rock looking across the sea as the sun sets.
The end of one era means the start of another.

With your retirement letter typed up and your final date of work set, all that’s left is for you to soak up your last few days of work and get ready for a new chapter of your life.