When the time comes where an employee will have to retire from a company, it is required that he or she is to hand over a simple letter to management notifying them about the matter. Once the higher-ups get a hold of the letter, they will also have to notify the employee as to whether they have approved or denied the request to retire.
So let’s say that management has no issues with the employee’s retirement, this would mean that they’ll have to send a response back to the employee in regards to their acceptance. It basically means that they will need to come up with an acceptance of retirement letter and this article is going to teach you how to create one.
Acceptance of Retirement Letter Sample
Staff Acceptance Retirement Letter
How to Create Your Acceptance of Retirement Letter
If you’re the employer in the situation, then you should know just how important it is that you have to make this in the event that you receive a retirement letter from an employee. While there are numerous reasons as to why you should do this, the main point is that you want to tell the employee that the company has no qualms about letting him or her go. To do that, you have to make sure that the letter has all the information that one needs to understand that.
So to help you, here are a couple of steps that should allow you to create a proper acceptance of retirement letter:
1. Write Down the Basic Information of the Employee
Right from the very beginning, you want to make sure that you address the letter to the right person; you don’t want this to end up in the wrong hands now do you? So you’ll have to write down everything from the employee’s first name, his or her address, and job title. You have to check everything as you don’t want any mistakes when it comes to the most basic information about the employee. You may also see retirement resignation letter templates.
2. Write Down Your Basic Information
Now that you’re done providing the retiring employee’s basic information, the next step is for you to provide yours. You want the retiree to know exactly as to who the letter came from because this way he or she will know who to respond or contact in the event that there are issues regarding the retirement process. Much like writing down the retiree’s basic information, just make sure that you write down your complete name, address, and job title into the letter. You may also see sample retirement letter to clients.
3. The Date of When the Letter Was Made
Never forget to write down the date as you’re going to want to archive this letter in the employee’s personnel file once it’s all said and done; you’ll never know when the information might come in handy as there might be a situation where you will need to prove that you have accepted the employee’s retirement on a certain date. Also, the retiring employee can also use this information to prove that you have also accepted his or her retirement on a specific date. So as you’re writing down the date, be sure that you include the month, day, and year to ensure that there is no confusion as to when it was made. You may also see sample retirement letter templates.
4. The First Paragraph
When you start with the body of the sample letter, you immediately want to get straight to the point and tell the employee that you accept his or her resignation. Be sure that you start off with a statement that makes that clear right from the start. Once you do that, you can then proceed to thank the employee for all the things that were contributed during his or her time in the company. This is something that you will definitely want to do as you want to show the retiring employee that you have been carefully observing his or her work, as well as respecting and appreciating what he or she has done for the business.
Then the next thing you’ll want to provide is the date in which the employee has provided in regards to when he or she wishes to retire. If you don’t have any problems with the date then you may just leave it as is and state that you’re fine with the decision. If you think that isn’t really the ideal date (maybe because there are a couple of projects which only that particular employee can complete), then you can state that you would like to further discuss the retirement date. Either way, you’ll need to provide it in the letter. You may also see simple retirement letter templates.
5. The Second Paragraph
The second paragraph is where you should talk about the reasons as to why the employee is retiring. If the employee has provided you with a sufficient enough reason through his or her retirement letter, then you may talk about it through your acceptance letter; just don’t too much into detail about it, keep it brief. If the employee wasn’t exactly clear as to why he or she wishes to retire or if the employee hasn’t given you a reason, then you’ll want to state that you would like to learn about it.
You can state that this can be done via an exit interview with Human Resources or through a meeting with you. Either way, you’ll need this information so that you’ll at least learn as to why the employee is retiring, and you might even learn about other problems that are plaguing the company this way.
When you’re done doing that, you can tell the employee that you will start with the retirement process right away once things are settled, letting him or her know right away that you’re properly prioritizing it. You may also see early retirement letters.
6. The Closing Statement
Now that you’re just about done with saying the things that need to be said, you’ll want to thank the resigning employee one last time for being with the company for as long as he or she has been there. Then, you can provide your contact details into this final section if you would still like to keep in touch with the employee after retirement. Just make it clear that you’re providing the employee with your contact details strictly for professional reasons only as you’ll never know if he or she wishes to keep a business relationship with the company even after retirement (that’s unless the employee talks about the matter in his or her retirement letter).
You don’t exactly have to provide your contact information as it’s only optional. If you are going to do so then just remember that it’s for the sake of business purposes only; remember that this is still a business letter and you should treat this matter seriously and professionally. After all that, the last thing that you’ll have to do is write down your complete name and signature at the bottom of the letter, showing that you have officially approved the employee’s retirement and that the letter came from you directly.
In the event that you’re going to send this letter via email, then you’ll also need to come up with an appropriate subject line. Just like the letter, you want the subject line to get straight to the point. So you can go somewhere along the lines of “Retirement Approval – first name and last name of the employee” or anything similar.
Tips for Creating Your Acceptance of Retirement Letter
Now that you’ve learned what it is that you should make a proper acceptance of retirement letter, the next thing that you’ll need to learn is how to properly make one. This is something that you’re making for an employee that is about to leave the company so you want to leave a good last impression. You may also see retirement letter to colleagues.
So here are a couple of tips to ensure that you create an acceptance of retirement letter that’s as polished as it should be:
1. Keep the Tone as Professional as Possible
Remember that you have to treat this as a business letter as you’re still the person that’s in charge. So even if you and the retiring employee actually share a close and friendly relationship, you must keep the tone of the letter as professional as possible. Although this doesn’t mean that you have to sound professional all throughout, you can still show how you appreciate the employee; just make sure that you do it in a way that doesn’t sound too friendly.
2. Do not Criticize or Say Anything Negative About the Employee
If you’re going to say goodbye to the employee, then this is not the time for you to talk about the problems that he or she has. The only thing that this can lead to is resentment and you don’t want any bad blood forming. Even if you don’t particularly like the retiring employee, you have to make sure that you keep everything civil so that there’s a semblance of respect even when he or she leaves the company. You may also see confirmation of retirement letter to the employee.
3. Proofread the Letter
Make sure that you check for any grammar, spelling, or information errors before you send the letter. Go through it at least twice so that you can spot and fix any mistakes immediately. You may also see retirement appreciation letter templates.
If you would like to learn how to create other types of retirement letters, then all you have to do is go to our site. You’ll be able to find all the articles that you’ll need which contain the information that can help you with the situation that you’re facing. Just make sure that you read them thoroughly so that you can utilize what you’ve gathered to its fullest. You may also see resignation letter examples.