How to write a letter of retirement resignation
Congratulations, it’s time to retire! You’ve reached a huge milestone that marks a monumental shift away from working life.
As you prepare to enjoy this new chapter, the first thing you need to do is take care of the formalities with a well-written resignation letter. This letter is a professional and courteous way to announce your retirement, and is an important document for your employer.
In this article, we explore what to include, how to write one, and some different examples of retirement letters of resignation.
What is a resignation retirement letter?
A resignation retirement letter is a formal notice by an employee to announce their decision to resign and retire from the workforce. Writing a resignation retirement letter is an important step that makes sure your departure is handled professionally, allowing for a smooth handover for everyone involved. It also helps you to maintain positive relationships with your professional network.
This letter typically includes details such as the intended retirement date, expressions of gratitude, and an offer to assist with the handover process.
How to write a retirement resignation letter
A retirement letter of resignation typically involves several elements. Here are some essential steps and tips to ensure clarity and professionalism.
Make a clear announcement
Begin your letter by clearly stating your intention to retire. Mention your current position and use a formal term like ‘retirement’ or ‘resignation due to retirement’. This sets a professional tone and ensures the purpose of your letter is clear from the outset.
For example, you might write, “Please accept this letter as my resignation from [your position] at [company] for retirement. My last day of work will be [date]”.
Include a specific end date
If you leave your end date open, you may find that your retirement gets delayed to suit your organisation’s needs. To avoid this, make sure you include your last day of employment in the resignation letter. This sets a timeline for your employer, letting them know how long they have to recruit a replacement.
Show gratitude and appreciation
Express sincere thanks for the opportunities and experiences you’ve had during your time with the company. Highlight specific areas of your job you’ve enjoyed or colleagues who have had a positive impact on your career. This shows your appreciation and leaves a lasting positive impression.
For example, you might say, “I want to express my gratitude for the opportunities and experiences I’ve gained during my time with the company, particularly from [specific colleague or team]”.
Offer assistance
It’s a nice idea to show your eagerness for a smooth handover by offering to help with training your replacement, documenting processes, or passing over your duties.
You could include a statement like, “During my remaining time here, I'm happy to help with a smooth handover and assist in the process of finding and training my replacement”.
Include personal contact information
Provide your personal contact details, such as your email address and phone number, in your resignation letter. This allows your employer to reach you after you leave if needed. This is a nice gesture that shows you’re happy to help with any follow-up questions.
Take note of timing
Your retirement is something that’s usually planned well in advance, so it’s important that you give your organisation enough time to start their side of the process. Aim to submit your retirement resignation letter two to six months before your retirement date.
Check your employment contract or company handbook for any specific notice period requirements to ensure you follow all the right steps. Providing plenty of notice helps with a smooth process for all parties involved.
Resignation letter for retirement templates
To help create your retirement letter to your employer in Australia, here are some templates to guide you.
Template 1
[Your name]
[Your address]
[City, state, post code]
[Email address]
[Today’s date]
[Employer's name]
[Company name]
[Company address]
[City, state, post code]
Dear [employer's name],
Please accept this letter as my resignation from the position of [your job title] at [company], with my last working day set for [date]. After [number] years with the company, I have decided to retire and embark on the next chapter of my life.
I would like to express my deepest gratitude for the opportunities and experiences I have gained during my time at [company]. I have truly enjoyed being part of such a supportive team. Special thanks to you for your mentorship and support throughout my time here.
To ensure a smooth transition, I’m happy to prepare handover notes and train my successor. Please let me know how I can be of help during this period.
Sincerely,
[Your name]
[Personal contact information]
Template 2
[Your name]
[Your address]
[City, state, postcode]
[Email address]
[Today’s date]
[Employer's name]
[Company name]
[Company address]
[City, state, postcode]
Dear [employer's name],
Please accept this letter as my resignation from the position of [your job title] at [company], effective as of [date of your last day]. After careful consideration, I have decided that it is time to retire and focus on family and personal projects.
I want to extend my heartfelt thanks to you and the entire team at [company] for the incredible support I have experienced over the past [number] years. Working here has been a rewarding journey, and I am grateful for the professional growth and friendships I have developed along the way.
I’m committed to ensuring a seamless transition for you and the team, and happy to help find and train a replacement.
Thank you once again for everything.
Warm regards,
[Your name]
[Personal contact information]
Tips to make your retirement letter thoughtful and professional
Finding the right tone in your retirement resignation letter is important as it reflects your professionalism and allows you to leave on a positive note. A courteous and appreciative tone helps maintain positive relationships and leaves the door open for future interactions.
Before submitting your letter, make sure to proofread it carefully. Check for grammar and spelling errors to ensure your letter is polished and professional.
Finally, select an appropriate method for delivering your resignation letter, such as a formal email or a printed letter handed to your manager in person, around two to six months before your desired retirement date. This gives your employer plenty of time to plan for your departure.
A well-written resignation letter is an essential part of your move into retirement. It communicates your decision clearly, maintains professionalism and helps ensure a smooth handover of your responsibilities. By taking the time to write a polished letter, you ensure your employer has what they need to process your departure and issue official documentation, like an Employment Separation Certificate. Congratulations on reaching this significant milestone!
FAQs
What is the ideal timeframe to submit a retirement resignation letter?
The ideal timeframe to submit a retirement resignation letter is two to six months before your desired retirement date. However, this can vary depending on your industry and your own situation. Ensure that you give your employer plenty of time to plan for your departure, recruit a replacement and ensure a smooth transition.
What information should I include in my resignation letter?
Your resignation letter should include your intention to retire, your current position, your last day of employment, expressions of gratitude, an offer to assist with the handover, and your personal contact information.
How can I express gratitude to my employer in a professional way?
You can express gratitude by thanking your employer for the opportunities and experiences you've had during your time at the company. Mention specific colleagues, projects, or aspects of your job that have been particularly meaningful to you. This shows appreciation and leaves a positive impression.
Should I offer to help train my replacement in my resignation letter?
Yes, offering to help train your replacement demonstrates your professionalism and commitment to the organisation. It shows that you care about the company's success even after you leave.
What tone should I use when writing a retirement resignation letter?
Use a formal, respectful and appreciative tone when writing your retirement resignation letter. This tone reflects your professionalism and helps maintain positive relationships with your employer and colleagues.
Do I need to include my reason for retirement in the letter?
While it’s not necessary to go into detail, you should clearly state that your reason for resigning is retirement. This provides context and clarity for your decision. If you feel comfortable, you can provide more details if you like.
Where should I find out the company's specific resignation policies?
You should refer to your employment contract or company handbook, or speak with your HR department, to understand your company's specific resignation policies. This ensures you comply with any required notice periods and procedures.
Is it necessary to proofread my resignation letter before submitting it?
Yes, it is necessary to proofread your resignation letter before submitting it. Checking for grammar and spelling errors ensures your letter is acccurate and professional.
Can I use a template to write my resignation letter?
Yes, you can use a template to write your resignation letter. Templates provide a useful structure and ensure you include all the necessary elements. Just be sure to personalise the template to your specific situation.
What happens if my desired retirement date falls outside the company’s notice period?
If your desired retirement date falls outside the company’s notice period, you should still communicate your plans as early as possible. In your resignation letter, explain your situation and express your willingness to work with your employer to help train your replacement or hand over duties to other employees.
