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Retirement Letter — Free Template to Tell Your Employer

A retirement letter gives your employer formal notice of your retirement date and gives you a chance to say thank you for the years you spent there. Answer the questions below and your retirement letter fills itself in as you type.

Your details

No account needed. Your letter updates as you type.

Usually your manager. For a farewell note to the team, write something like Friends and colleagues.

A proud moment, a project, or what you'll miss most. Leave blank for a general line of appreciation.

Finish the sentence, starting with a verb.

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[Your full name]

October 15, 2026

[Who the letter is to]
[Company, school or organization]

Re: Notice of retirement

Dear [Who the letter is to],

I am writing to let you know that I will be retiring from my position as [Your job title] at [Company, school or organization], effective [Your retirement date (last day of work)]. After [Years you've worked there] years with [Company, school or organization], I have decided the time is right to begin the next chapter of my life.

I am proud of the work we have accomplished together, and I am grateful for the colleagues who made these years so rewarding.

Between now and my last day, I will do everything I can to ensure a smooth transition, including documenting my responsibilities and helping prepare my successor.

Thank you for the opportunities, trust and support I have been given here.

With gratitude,

[Your full name]

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One-time payment, secure checkout by Stripe. FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.

Templates for your situation

Each version starts with the right wording for that situation already filled in.

What to do, step by step

  1. Choose your retirement date

    Check your pension or retirement plan, health coverage and any Social Security or Medicare timing before you pick a date. HR can tell you how your last day affects your benefits.

  2. Tell your manager in person

    Share the news with your manager before anyone else at work, then follow up with the letter. It turns a private conversation into a formal record.

  3. Give generous notice

    Retirements are usually planned, so many people give one to three months' notice, or more for senior roles. Check your handbook in case your employer asks for a set amount.

  4. Fill in your letter

    Answer the questions above. Mention your years of service, a highlight or two and how you'll help hand over your work. Keep it warm but short.

  5. Send it to your manager and HR

    Email or hand the letter to your manager, send a copy to HR to start the retirement paperwork, and keep a copy for yourself.

What if your employer asks you to stay on or change your date?

Employers sometimes ask retiring employees to stay a little longer, work part time or come back as a consultant. You don't have to agree. If you do, put the new date and terms in writing, and check with HR how it affects your pension, retirement plan and health coverage.

If you haven't heard back after sending your letter, follow up with HR. They usually need written notice to process retirement benefits, final pay and any payout of unused vacation, and some plans have their own forms and deadlines.

If you change your mind before your date, talk to your manager as soon as possible. Your employer isn't obliged to let you withdraw your notice, especially if they have already hired or promoted someone into your role.

Example retirement letter

A filled-in sample with made-up details, so you can see the finished result.

Linda Okafor

October 5, 2026

Robert Chen
Hollis Manufacturing

Re: Notice of retirement

Dear Robert Chen,

I am writing to let you know that I will be retiring from my position as Accounts Payable Manager at Hollis Manufacturing, effective January 29, 2027. After 27 years with Hollis Manufacturing, I have decided the time is right to begin the next chapter of my life.

Helping move our accounting onto a new system in 2015, and watching so many of the people I trained grow into leaders, have been the proudest moments of my career.

Over the next few months I will document the month-end close process, introduce my successor to our key vendors and make sure nothing falls through the cracks.

In retirement, I plan to spend more time with my grandchildren and travel with my husband.

I would love to stay in touch. You can reach me at linda.okafor@email.com.

Thank you for the opportunities, trust and support I have been given here.

With gratitude,

Linda Okafor

Frequently asked questions

How much notice should I give before retiring?

More than you would for a regular resignation. Many people give one to three months, and senior staff or people in hard-to-fill roles often give six months or more. Teachers and public employees usually time it to the end of a school or fiscal year. Check your handbook and benefits plan for any required notice.

Who should a retirement letter be addressed to?

Address it to your direct manager or supervisor, and send a copy to human resources so they can start your retirement paperwork. In a small business, it may go to the owner. A separate, more personal note to coworkers is a nice touch closer to your last day.

What should I include in a retirement letter?

Your retirement date, your position, how long you've worked there, a sincere thank-you and an offer to help with the transition. A specific memory or accomplishment makes it more personal. Leave out benefit questions; raise those with HR separately.

Is a retirement letter the same as a resignation letter?

They're similar, since both formally end your employment, but a retirement letter usually gives more notice, reflects on a longer career and is warmer in tone. Using the word retirement also signals to HR that retirement benefits, such as a pension or retiree health coverage, may need to be processed.

Can I retire and keep working part time?

Often, yes, if your employer agrees. Some people move to part-time hours, consult or help train their replacement. Be aware that working while drawing a pension or Social Security can affect your benefits in some cases, so ask HR and your plan administrator before agreeing.

FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.