So it is finally time to retire after having worked for many years. Many things to look forward to such as free time and less stress. But before leaving the current job, an employee should always write a retirement letter. Though not necessary, this is common practice and courtesy from the employee to the employer.
Give Ample Time
Before writing the letter, there are several things to note. To give ample time for the company to make adjustments for the future vacancy, it is proper to submit the letter several weeks in advance. Usually six weeks notice gives the company time to plan and adjust.
There may be several people who should receive the letter, but the immediate supervisor should receive the original. There may be others that should receive a personal letter, copies can be sent to any other individuals as appropriate.
Before writing the main letter itself, it must be properly addressed. The retiree’s information goes first: name, address, telephone number, email address and lastly the date on which the letter is submitted. Other information to be placed before the date may include employee number and position. Leaving several lines of space, the main letter can then be written.
A retirement letter must include several key pieces of information. The first paragraph should always be used to state the fact that the employee is retiring and to state the effective date of retirement.
The second paragraph almost invariably should be used to show appreciation for the company, its supervisors and all colleagues. Though it is quite possible that there were some or many unfavorable experiences, make certain to write positively about all individuals mentioned.
To continue the letter, the third paragraph normally states that as an employee in the company, the retiree is willing and eager to help the company adjust to the change. This means offering to help in any way possible, which includes helping with the next employee’s training.
By assuring the company of his or her willingness to make the transition as smooth as possible, the employers will feel satisfied and have an easier time with the change.
These first three paragraphs are certainly required, but optional paragraphs can be used to state other information or intents. If the retiree has interest in working part-time or otherwise as an outside contractor, the fourth paragraph should be used to express this intent.
A last paragraph can be used to summarize positive regards for fellow coworkers and other individuals in the company.
Writing a retirement letter does not need to be a complicated task. The letter is meant to be a written notice to the employer, though of course verbal notice should be given as well. Follow the guidelines above and get ready for retirement.