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See what to include & the best way to format and structure your letter
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If you’ve made the decision to retire, you’ve probably started thinking about the best way to inform your employer. A retirement resignation letter is an official notification that gives your employer time to find a replacement and ensure a smooth transition. A professional resignation letter can also help you leave a good impression on your colleagues as you move out of the workforce. We’ve created a quick guide to help you structure your retirement letter, including tips on what information to cover so you can start the next phase of your life on the right foot.
What to Include in a Retirement Resignation Letter
- Keep your letter clear and concise, making sure to match the tone of your company’s culture.
- Address it to your boss and include the date, your planned last day at work, and if you are available and willing to help in the transition.
- Mention any of your major achievements, express appreciation for opportunities, and briefly mention your retirement plans.
Steps
Section 1 of 7:
Structuring a Retirement Resignation Letter
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Header Include your name and address followed by the current date in the letter’s heading. Place this information at the top of the page (if you’re using a full-block letter format, type the header on the top left side of the page, or move it to the top right if you're using a modified-block letter format).- Hit "Return" so there’s an empty line between your address and the date.
- The date should be the date you plan on delivering the letter to your supervisor.
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Recipient address Address the letter to your boss (or other appropriate recipient, based on your company's policy) and include their business mailing address. List a specific department if you work for a larger organization. This section is not necessary if you’re sending an email. [1] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to sourceAdvertisement -
Salutation Greet your recipient with a professional salutation. The most common salutation for a business acquaintance is “Dear.” Since you likely know the recipient personally, it’s acceptable to use their first name as long as that’s how you address them at work.- Use your recipient’s professional title and last name if that’s how you refer to them at work. For example, if you work for a veterinarian and call them Dr. Bennett, use that in your salutation.
- Punctuate your salutation with a colon.
- For example, use a format like “Dear Dr. Bennett:” for a supervisor with a professional title or “Dear George:” for a more personal salutation.
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Body The body of your letter will likely include several paragraphs and makes up the bulk of your letter. Write clearly and concisely throughout to maintain a professional tone (you can send more personal sentiments in a card or personal letter, if you prefer). Here is the information you should include:- After the salutation, leave a blank line and then clearly state you are retiring from your position at your company with the date of your final day. [2] X Trustworthy Source University of North Carolina Writing Center UNC's on-campus and online instructional service that provides assistance to students, faculty, and others during the writing process Go to source This is the most important information in the entire letter.
- For example, “I am writing to inform you that I’m retiring from my role as marketing manager at ABC Agency effective December 5, 2025.”
- Use additional paragraphs to include some details about your retirement. Briefly mention your immediate retirement plans and express appreciation for the opportunities your employer has given you over the years.
- Briefly discuss your time with your employer and highlight any of your significant career achievements.
- If you plan to participate in the transition or training of your replacement, mention it in the body toward the end of the letter.
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Closing & identification End the letter with a professional closing and identification. Use a phrase like "Sincerely," "Best regards," or "Best wishes" for your closing (also referred to as a complimentary close). Include your name and contact information in the identification.- Place your closing phrase two lines below the end of the letter’s body. Capitalize the first letter and follow it with a comma (for example, "Best wishes,").
- Include your first and last name and contact information in the identification section. For example, "Best regards, Sarah Johnston, sjohnston@gmail.com, 999-999-9999.
- Leave 4 lines between the closing and identification for your signature.
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Signature Sign your name in the space between the closing and identification. Use blue or black ink for the most professional look. [3] X Research source Use your full first and last names. This is the most professional and formal way to sign a letter.
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Section 3 of 7:
Tips for Writing Effective Retirement Letters
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Match your tone to the company culture. Use a slightly more relaxed tone if your employer has a more laid-back culture. If the company culture is more traditional, use a friendly but still formal tone. Life and career coach Shannon O’Brien advises, “Resignation letters are the final impression that you leave, and you want to not burn any bridges and leave on a good note. So keep it positive, keep it brief.”- Choose a conservative font style like Arial or Times New Roman to set a more professional tone visually. [4] X Research source
- Use only black fonts in 12pt to make your letter easier to read.
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Keep your letter clear and to the point. Focus on relevant details and be careful not to wander off-topic. While a brief mention of your retirement plans is appropriate, avoid giving too many details. A quick overview like, “I’m planning to spend time with family,” or “I will spend some time traveling” is sufficient. -
Proofread and edit your letter. Once you’re finished writing your letter, read it over carefully to find any grammatical or spelling errors that can make you appear unprofessional. Remember, this letter is an official notice to the company of your plans for retirement. It will most likely be part of your employment file.- Ask a friend or colleague for feedback on your letter to help you find errors you may have missed. They can also offer feedback if you’re unsure of the tone.
- If you ask a colleague, choose someone you don’t work with. Many employers prefer to be contacted about your retirement plans before you share them with your co-workers.
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Deliver the letter to your boss in person. Set a meeting with your supervisor to discuss your retirement plan. Have your retirement resignation prepared in advance so you can give them a copy. [5] X Research source- Bring a second copy that you or your supervisor can give to the HR department.
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References
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
- ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
- ↑ https://techoutreach.extension.msstate.edu/sites/techoutreach.extension.msstate.edu/files/technology-tips/block-format.pdf
- ↑ https://www.scienceofpeople.com/how-to-write-a-retirement-letter/
- ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
- ↑ https://smartasset.com/retirement/how-to-write-a-retirement-letter
- ↑ https://www.zippia.com/advice/retirement-resignation-letter/#retirement-resignation-letter-faq
- ↑ https://fairygodboss.com/career-topics/retirement-letter-tips
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