Use a retirement letter to formally notify your employer, state your proposed final working day, and start the handover and benefits process. Adapt the sample below, then confirm your notice period and date against your contract, workplace policies, and local rules before sending it.
Retirement letter sample
Replace the bracketed details and adjust the tone to suit your relationship with your manager. The proposed date should reflect your required notice period; ask your employer to confirm it.
[Date]
[Manager’s name]
[Company name]
Subject: Notice of retirement — [proposed final working date]
Dear [Manager’s name],
Please accept this letter as formal notice that I am retiring from my position as [job title] with [company name]. My proposed final working day is [date], subject to the notice requirements in my employment agreement and company policy.
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I am grateful for the opportunities and support I have received during my [number]-year tenure. I will work with you to document current projects, transfer responsibilities, and support an orderly handover before my final day.
Please let me know the steps I should follow with Human Resources regarding final pay, benefits, insurance, unused leave, and retirement-plan distributions or rollovers. Please confirm that the proposed retirement date meets the company’s requirements.
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Thank you for your guidance and for the opportunity to contribute to [company name].
Sincerely,
[Your full name]
[Job title]
[Contact information]
What to include and check before sending
- Make the decision clear. State that you are retiring and identify your role and employer.
- Give a proposed final working date. Check your employment agreement, handbook, any collective agreement, and applicable local rules for the required notice period. The Acas resignation template recommends stating the notice and final day; it was last updated 15 November 2024: Acas resignation letter template.
- Ask for date confirmation. If you are unsure how notice is calculated, present the date as proposed and ask the employer to correct or confirm it.
- Offer a defined handover. Name practical steps such as documenting projects and transferring responsibilities. Do not promise work beyond the agreed final date.
- Keep a copy and request acknowledgment. Save the letter and any response for your records.
How to send your retirement notice
Use the channel your employer requires, such as a signed letter, email, or HR portal. If there is no specified method, send it to your manager and follow any internal process for notifying HR. Keep the message concise and retain a copy of what you sent.
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A brief email can use the same notice sentence and proposed date from the sample. For example: “Please accept this email as formal notice that I am retiring from my position as [job title]. My proposed final working day is [date], subject to the notice requirements in my employment agreement and company policy.”
Keep benefits and plan paperwork separate
Your retirement notice is not a request to calculate your pension or 401(k) benefits. Ask HR or the plan administrator for the separate information and forms covering benefit options, payment timing, applications, and any rollover choices. The IRS explains that departing plan participants receive information about available benefits and how to apply; its 90–180-day notice guidance concerns disclosures by plan administrators after an employee leaves, not a universal employee notice period: IRS retirement-plan notices.
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Federal employees: use the agency retirement process
Federal employees should follow their agency’s retirement-application process rather than assume an ordinary employer letter is sufficient. The Office of Personnel Management states: “A completed and signed retirement application is equivalent to a letter of resignation.” See OPM’s FERS information and confirm the required steps with your agency.
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