Free Samples: Letter of Intent to Retire

Key Takeaways

  • Purpose: A letter of intent to retire formally notifies your government employer of your decision to retire.
  • Timing: Send your letter approximately 3-6 months before your planned retirement date.
  • Content: Include your name, position, department, planned retirement date, and a brief statement of your intent to retire.
  • Tone: Keep the tone professional and appreciative of the opportunities provided by your government service.
  • Template: Use our provided template as a starting point and personalize it to reflect your career and contributions.
  • Follow-Up: After submitting your letter, follow up with your HR department to begin the retirement process.

Retiring from government service is a major life transition that requires careful preparation and clear communication. Writing a letter of intent to retire is an important step in this process. This article will guide you through creating a respectful and professional retirement letter, including a customizable template to simplify the process.

Understanding the Importance of a Retirement Letter





A retirement letter serves as your formal notification to your employer of your intention to retire. It is not only a professional courtesy but also a necessary document to initiate your retirement process within the government’s HR systems.

Step 1: Starting Your Letter

Begin your letter by addressing it to your immediate supervisor or the HR department, depending on your agency’s protocol.

Example:

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Today’s Date]

[Supervisor’s Name]
[Your Department/Agency]
[Address of Your Department/Agency]
[City, State, Zip Code]

Step 2: Writing the Body of the Letter

The first paragraph should state your intent to retire, your position, and your planned retirement date.

Example:

Photo of a cozy office environment with warm lighting. A woman of African descent writing a retirement letter

Dear [Supervisor’s Name],

I am writing to formally announce my intention to retire from my position as [Your Position] with [Your Department/Agency], effective [Your Planned Retirement Date].

Step 3: Expressing Gratitude

The next section should express gratitude for the opportunities you’ve had during your service.

Example:

I would like to express my sincere gratitude for the opportunities for growth and development that [Your Department/Agency] has provided me during my [Number of Years] years of service.

Step 4: Offering Assistance for the Transition

Offer to assist in the transition process, which may include training a replacement or wrapping up projects.

Example:

I am committed to assisting in the transition process to ensure a seamless changeover. I am willing to work with my successor to provide guidance and support during this period.

Step 5: Closing Your Letter

Conclude your letter with a professional closing.

Example:

Thank you once again for the opportunity to serve [Your Department/Agency]. I am looking forward to the next chapter in my life and the new challenges it brings.

Sincerely,
[Your Name]

Template for Letter of Intent to Retire

Below is a template to help you get started. Remember to customize it to fit your situation.

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Today’s Date]

[Supervisor’s Name]
[Your Department/Agency]
[Address of Your Department/Agency]
[City, State, Zip Code]

Dear [Supervisor’s Name],

I am writing to formally announce my intention to retire from my position as [Your Position] with [Your Department/Agency], effective [Your Planned Retirement Date].

I would like to express my sincere gratitude for the opportunities for growth and development that [Your Department/Agency] has provided me during my [Number of Years] years of service.

As I prepare to transition into retirement, I am committed to assisting in any way to ensure a smooth and efficient turnover. I am available to discuss the best ways I can help during this transition period.

Thank you once again for the opportunity to serve [Your Department/Agency]. I am looking forward to the next chapter in my life and the new challenges it brings.

Sincerely,
[Your Name]

Best Practices for Writing Your Retirement Letter

  • Professionalism: Maintain a professional tone throughout the letter.
  • Appreciation: Acknowledge the opportunities and experiences you have gained.
  • Clarity: Clearly state your retirement date and intentions.
  • Support: Offer your support to train your replacement or to finish pending tasks.
  • Contact Information: Include your contact information for follow-up questions.

Tips for a Smooth Retirement Transition

  • Plan Ahead: Give your employer ample notice, ideally 3-6 months before your retirement date.
  • Consult HR: Meet with your HR representative to understand the retirement benefits and processes.
  • Follow Up: After submitting your letter, schedule a meeting to discuss the next steps.
  • Keep Copies: Keep a copy of the letter for your personal records.