There comes a time where an employee may either wish to stop working after providing many years of service to a specific company. However, one cannot just quit right away as that person will need to present their employers with a letter that gives notice of their retirement.
With it, employers will understand why the employee would like to or has to retire, as well as determining when that will. This article is going to teach you all that you need to know in order for you to come up with a retirement letter.
Elements of a Good Retirement Letter
Before you start making a retirement letter, you should know that there are a couple of basic elements that you must never forget to include. They’re essential due to the fact that without them, the letter will not be able to present the information that an employer will need to accept one’s retirement. This means that you must make sure that you know what they are so that there’s less problems regarding the retirement process.
So with that in mind, here are the basic elements of any good retirement letter.
- Heading: This is where you need to present information on who you’re sending the letter to, as well as the date in which the letter was made. Be sure to include the complete name of the person that you’re addressing the letter to, that person’s job title, and the location in which the letter has to be sent. Be sure that you’re able to include all of the details. Also, when writing the date, include the month, day, and year so that there won’t be any questions regarding when it was made.
- Purpose: It’s here where you’ll need to point out the reason as to why you’ve made the letter, as well as the reason for your retirement. Make sure to give a thorough explanation as employers will always want to know the reason as to why any of their employees would like to leave.
- Name and Signature: Then you will need to provide your complete name and signature. Remember that you should write down your first name, last name, and middle initial so that the won’t be any concerns regarding who the letter came from. You must also include your signature and place it at the top of your name as that can be used to verify as to whether or not you were responsible for the letter’s creation.
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How to Make a Retirement Letter
Now that you know what should go into a retirement letter, the next thing that you’re going to have to do is to learn how to make one. There are a still a couple of things that you are going to have to consider to ensure that the letter you decide to make is able to properly show why you wish to retire, as well as when you wish to do it.
So with that in mind, here are the steps that will help you come up with a proper retirement letter:
1. Come Up With a Proper Greeting
The first thing that you’ll want to do is to come up with an appropriate greeting to the person that you wish to present your retirement letter. The tone that you go with your greeting will set the entire tone of the letter. Since this is a business-related letter, you’ll want to keep the tone formal and professional at all times. Anything else will not be taken seriously and that could mean problems for your retirement.
So start by knowing who you’re supposed to be addressing the letter to. Then you proceed by writing “Dear Mr/Mrs…” and then that person’s last name. If you’re particularly close with the person that you’re sending the letter to, then you may go straight into that person’s first name without including Mr or Mrs. However, it’s still best that you stick with the formal greeting.
2. Provide the Details of Your Retirement
Once you’re done with the greeting, the next thing that you’re going to have to do is to point out the details regarding your retirement. The first thing that you’ll want to do is to directly tell the recipient that you plan on retiring. Remember that you must do this in a professional manner, so keep the tone of the letter formal.
Then you will need to provide the reason as to why you’re retiring. Is it because of old age? Or maybe a recent personal problem has come up that forces you to leave work? In any case, be sure to explain your reason thoroughly so that there won’t be any concerns regarding why you’ve sent the letter.
And lastly, provide the date in which you would like to retire. Typically, you’ll want to notify your employer at least 60 days before the date of your actual retirement. That way, they will be able to find a replacement and prepare everything to ensure that the hole you leave in the company will be filled in properly. Make sure to include the month, day, and year so that your employers will know exactly when you plan to retire.
3. Statement of Thanks
Lastly, you’ll want to provide one last statement which shows how much you’ve appreciated working for the company. You want to keep a good relationship with your employer as that will make your retirement process go much smoother. If you don’t have any particularly fond memories with the company, perhaps you may even have a bad relationship with your employer, it’s still best that you keep things civil and thank them anyway. Try to be as genuine as possible when showing your appreciation by thanking them for the opportunity.
Tips for Making a Retirement Letter
- Follow the proper format: When it comes to letters such as this, you should know that there’s a proper format that you’re going to have to follow. Te reason as to why is because doing so will ensure that your letter looks clean and presentable. If you have on idea as to what format you should follow, then you can check out the many different samples that you can find online.
- Always proofread and edit: Before you send the letter over to your employer, it’s very important that you’re able to proofread and edit your work. You should always check if there’s any mistakes pertaining to grammar and spelling. Also, you have to make sure that whatever information you’ve written down is a 100% accurate. So what you’ll need to do is to go through your letter at least twice, just so you can spot and immediately fix any mistakes that you could have possibly made.
- Don’t forget to thank your employer: Again, it’s important to remember that you must always thank your employer for the opportunity to work for the company. Keeping close ties will always come in handy as you’ll never know when a situation calls where you might need something from the company after your retirement.
Types of Retirement Letters
If you’re going to make a retirement letter, then you should know that there are a bunch of types that you can make. Learning what they are should give you an idea as to which one is suitable for the situation that you’re in. So here are a few examples:
- Simple Retirement Letter
- Retirement Resignation Letter
If you would like to learn more about retirement letters as well as the different types, then you simply need to go through our site to get the information that you need.
Retirement Letter Sizes
The standard size of any retirement letter would be that of an A4 or US. For those of you who would like specific measurements, then that would be 8.5 by 11 inches. Take note that this is the standard size for just about any business-related document, meaning that it’s best that you stick to it. Anything larger or smaller will most likely be frowned upon by employers, making them believe that you’re not serious when it comes to your retirement.
Retirement Letter FAQs
How Can I Make My Retirement Letter?
The easiest way to make one is by downloading, installing, and opening a Word application software. It has all of the tools that you’re going to need to make a proper retirement letter. The most common one being used to this day would be Microsoft Word as it’s very easy to use and it has everything that you’ll need.
Is There an Easy Way to Make a Retirement Letter?
Yes, you simply need to download a retirement letter template, start your Word application, and open the template so that you can customize it to whatever you want it to contain. You can make use of the templates available in this article should you wish to do so.
Although it’s never going to be easy coming up with a retirement letter, you’re going to have to do it if you want to be able to retire in peace. So make use of the information in this article to guarantee that you’re able to make a proper letter.