When the time comes when an employee has to leave the workplace due to retirement, then he or she will need to notify his or her employer about it first. And when the employer receives a sample letter which discussed the employee’s want to retire, then the employer has the choice to either approve or disapprove the retirement.
In the event that there are no issues and that the employee has shown he or she is worthy of retirement, then the employer will need to send a letter to the employee which confirms the acceptance of retirement. This kind of letter is what you would call a retirement confirmation letter and this article is going to teach you how to create one.
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Sample Retirement Confirmation Letter
Staff Confirmation Retirement Letter
What Information Should be in the Retirement Letter
Remember that when the time comes where an employee is going to have to retire and that you’ve already accepted that, you’ll want the employee to know as soon as possible that you have accepted and confirmed his or her retirement. So if you’re going to make the letter, you’ll want to make sure that it has all the information necessary to tell the employee that you have indeed read his or her letter and that his or her request for retirement has been accepted. You may also see retirement notification letters.
So here are the things that you will need to include in order to create a proper retirement confirmation letter:
1. The Basic Information of the Employee
If you’re going to send this letter to the right person, then you’ll need to put in all the details which point to the employee that’s actually retiring. You don’t want this letter to end up in the wrong hands and you also want to ensure that it’s addressed to the person of who you intend to send it to. This means that you’ll need to provide the employee’s complete name and his or her office address into the letter. You may also see retirement letter to the employer.
Also, you’ll want to place the employee’s job title as well as what department he or she is from; the reason as to why you’ll have to provide those two pieces of information is because you want to make sure that there’s no room for confusion as to who the letter should be given to. You may also see early retirement letters.
2. Your Basic Information
If you’re the employer in the situation, then you’ll want to ensure that once the employee receives the confirmation letter, he or she will know who it’s from. Similar to when you have to write down the resigning employee’s basic information, you’ll need to put on our own. So that’s everything from your complete name and your office address, and don’t forget to put in your job title and the department that you’re from. You may also see retirement appreciation letters.
3. The First Paragraph
When you’re starting out your letter, you want to straight to the point as early as the first paragraph. So from the very beginning, you want to state that you have indeed received and read through the employee’s retirement letter and that you have accepted and confirmed that the employee will retire. As you’re writing this section down, you’ll want to provide the date as to when the employee is going to retire so that there won’t be any room for any misunderstandings. Also, be sure to put in the position title that the employee is going to be leaving behind upon retirement.
Once you’ve done that, you want to show the employee that you appreciate the years of service that he or she has provided the company. This is something that you’ll definitely want to do as it’s a show of respect to someone that has given the company years of work, and plus it’s to show that you and the company are thankful for what he or she has done. Never forget to have this in the first paragraph. You may also see resignation letter templates.
4. The Second Paragraph
This is the next section of the letter where you may want to talk about the reason as to why the employee is retiring from the company. If the employee has already provided you with one via his or her retirement letter, then you’ll need to provide a statement which tells the employee that you understand the reason perfectly. If you have yet to learn the reason as to why the employee is leaving, then you’ll want to ask him or her to provide a reason for the retirement. You may also see retirement farewell letters.
One way to go about this is if you tell the retiring employee via the letter that he or she may go to the Human Resources department in which he or she will undergo an interview regarding why or she is retiring; this also another good way for you to learn what problems the company has so that you can fix them to prevent other employees from leaving. You may also see funny resignation letters.
Once that’s done, you may then tell the employee that the retirement process is already underway and that you will be informing other authorities within the workplace about his or her upcoming retirement. You may also see congratulations on retirement letter.
5. Closing Statement
Once it’s all said and done, you want to take the last opportunity to thank the employee once again for everything that he or she has done for the company. In this section, you may also want to provide your contact details in the event that you would still like to communicate with the employee even after he or she has already retired from the company. Remember that you don’t necessarily have to do this, but it’s still a nice gesture to show that you value the relationship with someone who has done nothing but provides exceptional output. You may also see retirement letter to a coworker.
Lastly, you’ll want to provide your complete name and signature at the very bottom of the letter, basically showing that it did indeed come from you and that this letter is official. You may also see retirement letter for a teacher.
Tips on Making Your Confirmation Retirement Letter
Now that you have already learned about what it is you need to put into the letter, the next thing that you’ll need to do is guarantee that you’re able to make one that’s polished to the point where your employee will greatly appreciate what you’ve written. You may also see retirement letter to the employer.
So here are the steps that can help you make that kind of letter:
1. Be Sure to Keep the Tone as Professional as Possible
You must remember that making a confirmation letter of one’s retirement is different when it’s coming from an employer. You don’t have the option of using friendly language even if you really want to. You need to treat this as a formal business letter where you must keep the tone of the letter professional at all times. So try not to use any colorful language as you need to keep things respectful.
But that doesn’t necessarily mean that you cannot praise the employee for what he or she has done or that you can’t thank the employee for the years of service, it just means that you should only do it in a way that makes the employee understands that you still have authority in the workplace. You may also see simple retirement letter templates.
2. Do Not Say Anything Negative
This is not the kind of letter where you will be sharing any of your negative thoughts towards the retiring employee or sharing whatever criticisms you may want to share about how he or she has done whatever it is that the company has required. You do not want to end up in a situation where you introduce bad blood between you and someone that’s about to retire, especially if that person has been a very valuable asset to the business. You may also see farewell retirement letters.
So even if the employee hasn’t exactly been the best, and may have even been somewhat of a problem despite the years of service, you should prevent your emotions from running wild and focus on saying a proper goodbye. If you find it very difficult, then you can always go with any generic goodbye message to an employee that’s departing your company. Because it’s always better to not say anything that you may just regret in the long run. You may also see samples of retirement letters.
3. Try to Get the Employee to Maintain a Relationship With the Company
Let’s say that you see in the letter that the employee still wishes to continue a working relationship with the company, albeit in his or her own pace. If you think that it’s a viable option, then you can always accept the employee into continuing a working relationship, the only thing that you’ll need to do is a state just what kind of relationship you and the company are still willing to maintain and the terms. You may also see sample retirement resignation letters.
If the employee has said nothing of the sort in the letter, yet you still want to maintain a semi-working relationship with him or her, then you can simply state in the letter that the employee has a choice as to whether or not he or she would like to continue working for the company even after retirement. Just make it clear that the employee no longer has to work full-time, and that he or she may do simple part-time work. You may also see retirement letter to clients.
In the event that you would like to learn more in regards to creating a confirmation of retirement letter or if you would like to learn about other types of letters you can make, then all you have to do is go through our site. We have all the articles that have the information that can help you with whatever it is you may need. Just be sure that you read up on whatever you have been able to gather to properly utilize them. You may also see retirement resignation letter templates.