When to use this letter
- You've decided on a retirement date and told your manager.
- Your employer or benefits plan needs written notice to start the paperwork.
- You'd like to offer a longer or phased transition.
Formal retirement letter
Clear and traditional, for any workplace.
Version 1 of 3
[Your Name]
[Email] · [Phone]
[Month Day, Year]
[Manager's Name][Manager's Title], [Company Name]
Dear [Manager's Name],
Please accept this letter as formal notice of my retirement from my position as [Job Title] at [Company Name]. My last day of work will be [Month Day, Year].
It has been a privilege to work here, and I'm grateful for the colleagues and the opportunities I've had along the way.
I'm committed to a smooth transition and will work with you and HR on handing over my responsibilities and completing my retirement paperwork.
Thank you for your support over the years.
Sincerely,
[Your Name]
Warm retirement letter
For a manager and team you've been close to.
Version 2 of 3
[Your Name]
[Email] · [Phone]
[Month Day, Year]
[Manager's Name][Manager's Title], [Company Name]
Dear [Manager's First Name],
After a lot of thought, I've decided it's time to retire. My last day as [Job Title] will be [Month Day, Year].
Working at [Company Name] has been one of the best parts of my career. I'll miss the people most of all, and I'm proud of what we've built together, especially [project or achievement].
I'd love to help make this an easy handover — whether that's training my successor, documenting how things work or anything else that would help the team.
With gratitude,
[Your Name]
Retirement letter with a longer transition
When you're giving extra notice or offering to help afterward.
Version 3 of 3
[Your Name]
[Email] · [Phone]
[Month Day, Year]
[Manager's Name][Manager's Title], [Company Name]
Dear [Manager's Name],
I'm writing to let you know that I plan to retire from my position as [Job Title], with my last day on [Month Day, Year]. I'm giving this notice early so we have time to plan.
Between now and then, I'd like to help hire and train my replacement and document [key processes or accounts]. If it would be useful, I'm open to discussing [part-time or consulting help] after my last day.
Thank you for many rewarding years at [Company Name].
Sincerely,
[Your Name]
Tips
- Give as much notice as you comfortably can. Retirements are usually planned, and extra time helps your employer hire and train a successor.
- Talk to HR early about the paperwork for any pension, retirement plan or health coverage. Ask what dates or forms they need from you.
- Only offer post-retirement help you want to give, and agree the terms separately.
- Mention one thing you're proud of. It makes the letter personal without making it long.
Notice and the law
In most US jobs two weeks' notice is a custom rather than a legal requirement, but a contract, union agreement, company policy or state law can set different rules — for notice, for final pay and for unused vacation. The resignation letter guide explains US notice norms, with sources.
Not legal advice. This page is general information for US employees, not legal advice. Notice rules can come from your contract, a union agreement, company policy or state law — if you're unsure, check those or ask an employment attorney.