How to Write a Formal & Professional Retirement Resignation Letter

Download the article See what to include and the best way to format and structure your letter

This article was co-authored by Shannon O’Brien, MA, EdM, and wikiHow staff writer Aimee Payne, MFA. Shannon O’Brien is the founder and principal advisor of Whole U. (a career and life strategy consulting firm based in Boston, MA). Through consulting, workshops and e-learning, Whole U. empowers people to pursue their life’s work and live balanced, purposeful lives. Yelp reviewers ranked Shannon the #1 Career Coach and #1 Life Coach in Boston, MA. She has been featured on Boston.com, Boldfacers and UR Business Network. She holds a master’s degree in technology, innovation and education from Harvard University. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of all facts cited and confirming the authority of its sources.

If you’ve made the decision to retire, you’ve probably started thinking about how best to inform your employer. A retirement resignation letter is a formal notice that gives your employer time to find a replacement and ensure a smooth transition. A workplace resignation letter can also help you make a good impression on your colleagues as you leave the workforce. We’ve created a quick guide to help you structure your retirement letter, including advice on what information to cover so you can start the next phase of your life off on the right foot.

• Keep your letter clear and concise, making sure it matches the tone of your company’s culture.
• Address it to your boss and include the date, planned last day on the job, and whether you are available and willing to help with the transition.
• List some of your major accomplishments, express gratitude for the opportunities, and briefly mention your retirement plans.

1. 

   Letterhead Include your name and address followed by the current date in the letterhead. Place this information at the top of the page (if you’re using all-caps, type the header at the top left of the page, or move it to the top-right corner if you’re using a modified block typeface).

   • Press “Return” so that there is a blank line between your address and the date.
   • The date should be the date you plan to deliver the letter to your supervisor.

2. Recipient’s address Address the letter to your boss (or other appropriate recipient, based on your company policy) and include his business mailing address. Specify a specific department if you work for a larger organization. This section is not required if you are sending an email.[1]

3. Greeting Greet your recipient with a professional greeting. The most common greeting for a business acquaintance is “Dear”. Since you probably know the recipient personally, it is acceptable to use their first name as long as you address them at work.

   • Use the professional name and surname of the recipient if you call them that at work. For example, if you work for a veterinarian and your name is Dr. Bennett, use that in your greeting.
   • Mark your greeting with a colon.
   • For example, use a format like “Dear Dr. Bennett:” for a supervisor with a professional title, or “Dear George:” for a more personal greeting.

4. Body The body of your letter will likely contain several paragraphs and is the bulk of your letter. Write clearly and concisely to maintain a professional tone (you can send more personal sentiments in a card or personal letter, if you prefer). Here’s the information you should include:

   • Leave a blank line after the salutation, then clearly state that you are resigning from your position with the company with the date of your last day of work.[2]
     This is the most important information in the entire letter.
   • For example, “I am writing to inform you that I am stepping down from my role as head of marketing at ABC on December 5, 2025.”
   • Use additional paragraphs to include some details about your pension. Briefly mention your current retirement plans and express your gratitude for the opportunities your employer has provided you over the years.
   • Briefly discuss the time you spent with your employer and highlight your significant career achievements.
   • If you plan to participate in the transition or training of your replacement, mention this in the body at the end of the letter.

5. Closure and identification Finish the letter with a professional ending and identification. Use a phrase like “Sincerely,” “Sincerely,” or “Best wishes” to close (also called a free close). Include your name and contact information in the identification.

   • Place your closing sentence two lines below the end of the body of the letter. Capitalize the first letter followed by a comma (for example, “Best wishes”).
   • Include your first and last name and contact information in the identification section. For example, “Sincerely, Sarah Johnston, [email protected], 999-999-9999.
   • Leave 4 lines between closing and identification for your signature.

6. Signature Sign your name in the space between closing and identification. Use blue or black ink for the most professional look.[3]
   Use your full name and surname. This is the most professional and formal way to sign a letter.

1. 

   Match your tone with the company culture. Use a slightly more relaxed tone if your employer has a more relaxed culture. If the company culture is more traditional, use a friendly but still formal tone. Life and career coach Shannon O’Brien advises, “Resignation letters are the final impression you make, and you don’t want to burn bridges and leave on a good note. So let it be positive, let it be short.”

   • Choose a conservative font style like Arial or Times New Roman to visually set a more professional tone.[4]
   • Use only black fonts in 12pt to make your letter easier to read.

2. Make your letter clear and to the point. Focus on relevant details and be careful not to go off topic. While a brief mention of your retirement plans is appropriate, avoid providing too many details. A quick overview like, “I’m planning to spend time with my family” or “I’m going to spend some time traveling” is enough.

3. Proofread and edit your letter. After you finish writing your letter, proofread it carefully to find any grammatical or spelling mistakes that could make you appear unprofessional. Remember, this letter is a formal notification to the company about your retirement plans. It will most likely be part of your employment record.

   • Ask a friend or colleague for feedback on your letter to help you spot mistakes you may have missed. They can also offer feedback if you are unsure of the tone.
   • If you’re asking a colleague, choose someone you don’t work with. Many employers prefer to be contacted about your retirement plans before you share them with your co-workers.

4. Deliver the letter to your boss in person. Make an appointment with your supervisor to discuss your retirement plan. Prepare your retirement resignation in advance so you can give them a copy.[5]

   • Bring another copy that you or your supervisor can give to HR.

Categories: How to
Source: HIS Education