Free Sample: Retirement Letter to Clients

Today, people may retire at 50 or 80 since many companies don’t have clear retirement policies. Some people who retire may start a second career or even work part-time somewhere else. 

The retiree may have informed his or her employer or human resource department, but they may also want to personally inform any clients with whom they have developed a good working relationship.

Clearly State The Date Of Retirement

When a person is planning to retire and he or she would like to inform their clients that they will not be working with them in the future, they need to write a formal retirement letter even if they have discussed the situation in person or over the phone. 

The letter will clearly state the date the retirement will start, express the desire to help with the transition and thank them for a positive working relationship. 

Timing is important in a retirement letter. It is not wise to send the letter too early as it may undermine the retiree’s authority for the remainder of his or her time in the company.

Clients need to feel confident that they are well taken care of by the company, so they need a guarantee of a smooth transition from one contact to another.

Reason The Person Is Retiring

The letter may contain the reason the person is retiring, but this is not essential because they may have reached retirement age. 

It may mention the person who will replace the retiree in the working relationship with the client. It can also give some personal information, but should maintain a professional tone.

First Paragraph

The first paragraph should state the purpose of the letter. It should give the fact that the sender is retiring and the date it is effective.

Second Paragraph

The second paragraph may express gratitude for the good working relationship the retiree had with a client. The retiree may add that he or she appreciated the professionalism of the client. 

The third paragraph may contain the reason the person is retiring, or it may just state that they are looking forward to leisure time and give some details about their future plans.

For example, he or she can say I am looking forward to hiking the Pacific Crest Trail or I plan to spend my time on a Caribbean beach. If possible, the retiree can introduce the person who will replace him or her in the business relationship.

If an in-person introduction is not possible, the retiree can give the phone number and email address of the replacement. The letter may close with an expression of the desire to help in any way to make the transition smooth for the client.

Maintain Relationship With Clients

If the retiree is planning to have what is called a second-act career, it may be to his or her advantage to maintain the relationship with their clients. If this is the case, the letter should not be a final good-by, but should leave the door open for further communication.

For example, the retiree may say he or she is looking forward to new challenges in the future and that their retirement from this job is just another step in the journey of life. This clearly sends the message that the retirement is not the end of their working life.

Below is a sample retirement letter to a client. Since it is a formal business letter is should be written in business-letter style and sent by certified mail to the retiree’s client. If there is more than one client the retiree wants to inform, he or she should write a personal letter to each one.

Sample Retirement Letter To Clients

Your Name
Your Address
City, State, Zip Code

May 23, 2022

Name of Client
Name of Company
Address of Company
City, State, Zip Code

RE: To inform of my impending retirement from Name of Company

Dear Name of Client:

This letter is to inform you that I plan to retire from my position of Sales Representative from Name of Company on DATE. I would like to take this opportunity to tell you how much I enjoyed our business relationship.

You were always very friendly as well as professional to me and I appreciate it very much. I worked hard to make your relationship with Name of Company as smooth and easy as possible.

At our next meeting, I will introduce you to my replacement, Name of Replacement, and would like to ensure you that she will be vigilant to make the transition smooth.

I can be reached at Phone Number or at Email Address if you have any questions. Please let me know if there is anything I can do to facilitate the transition.


Your Name

Frequently Asked Questions (FAQs)

1. What should I include in my retirement letter to clients?

Answer: Your retirement letter to clients should include the following information:

  • An announcement of your retirement
  • An expression of gratitude to your clients for their business and support
  • Information on how your clients will be affected by your retirement and what steps will be taken to ensure continuity of service
  • Contact information for your replacement or the person who will be handling your clients’ needs moving forward
  • A sincere thank you for their understanding and support.

2. How should I deliver my retirement letter to clients?

Answer: The best way to deliver your retirement letter to clients is to send it via mail or email. If possible, it’s also a good idea to follow up with a phone call to ensure that your clients have received the letter and to answer any questions they may have.

3. How far in advance should I send my retirement letter to clients?

Answer: It’s best to send your retirement letter to clients as far in advance as possible, so they have enough time to adjust and make arrangements for their future needs. Typically, 4-6 months before your retirement date is a good time to send the letter.

4. Should I include my personal contact information in my retirement letter?

Answer: It’s a good idea to include your personal contact information in your retirement letter, so your clients can reach out to you if they have any questions or concerns after your retirement.

5. Can I offer my clients a special deal or incentive for their continued business?

Answer: Yes, you can offer your clients a special deal or incentive for their continued business, it’s a nice gesture and will help them to ease the transition.

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