How to Write a Retirement Acceptance Letter

When an organization accepts their employee’s application for retirement, they write a Retirement Acceptance Letter in response. This letter is written as not only an acceptance of the retirement but also to show some honor, dignity and regard to the person acquiring retirement. Besides, it also shows how much the retiring person was important to the organization and how much he/she has contributed for the development of the company. The letter also highlights the remarkable qualities, skills and the character the individual carried throughout his or her tenure. The tone of the letter should be soft and polite, sharing personal working experience with the retiring person. Hence, the letter should make the reader feel honored for being part of the organization.

Instructions

1

Your/ Sender’s Information
The letter begins with sender’s information at the top left. The information includes you full name followed by your designation, company name, address, City & Zip Code, phone number and email address.

(Your / Sender Name)
(Your / Sender Designation)
(Your / Sender Company Name)
(Your / Sender Company’s Address)
(City & Zip Code)
(Your / Sender Phone Number)
(Your / Sender Email Address)
2

Date
Right after your / sender’s information leave one line and write down the date of your Retirement Acceptance Letter.
3

Retiring Person’s Information
Leaving one line space after the date, write down the contact the retiring employee’s contact information. Write his or her name, designation, company name, address, City & Zip Code, phone number, and email address.

(Retiring Employee’s Name)
(Retiring Employee’s Designation)
(Company’s Name)
(Company’s Address)
(City & Zip Code)
(Retiring Employee’s Phone)
(Retiring Employee’s Email Address)
4

Salutation
Now, address the Retiring Employee’s by mentioning Dear Mr. /Ms. /Mrs. followed by their surname.
5

Main Content
Like other formal and acceptance letters, the main content of this letter is also comprised of two paragraphs. The first paragraph of the letter simply highlights acceptance of retirement along with the benefits to be received by the retiring person. The second paragraph acknowledges the contribution of the retiring employee.
6

Closing
Conclude your letter with one or two sentences or courteous statements, honoring the retiring person.
7

Valedictions and Signing
Leave one line again, and add valediction such as Yours Truly, Yours Faithfully etc. now, sign your handwritten signature followed by your typed name.
8

Sample Retirement Acceptance Letter
Michael William
Chief Executive Officer
Shell Gas Corporation
1412 East Bridge Street
Redwood Falls, MN
(507) 644-6888
michael.willaim@shellgascorporation.com

April 04, 2012

Harry James
Chief Engineer,
Shell Gas Corporation
3388 Oakdale Avenue North
Robbinsdale, MN
(763) 522-7878
harry.james@shellgascorporation.com

Dear James,

We have received your retirement letter submitted on 25th March, 2012 in which you have mentioned retirement from the position of Chief Engineer with the Shell Gas Corporation. This letter is to inform you that your retirement has been accepted by the corporation with a heavy heart. However, you will be receiving your salary and other associated benefits till your last date of employment. Besides, you are also entitled to receive number of other services and benefits after retirement.

It is worth-mentioning here that your experience and expertise always helped the company in coping up with critical situations. You have been looking into each and every aspect of Engineering Department for the last 15 years. We all at Shell Gas Corporation thank you from the depth of our hearts for your guidance and cooperation. We appreciate your valuable contribution for the company’s development thus wishing you all the best in future.

Thank you for your dedicated service and we wish you to enjoy a happy retired personal life.

Yours Truly,

Michael William
9

Template Retirement Acceptance Letter

(Your / Sender Name)
(Your / Sender Designation)
(Your / Sender Company Name)
(Your / Sender Company’s Address)
(City & Zip Code)
(Your / Sender Phone Number)
(Your / Sender Email Address)

Date

(Retiring Employee’s Name)
(Retiring Employee’s Designation)
(Company’s Name)
(Company’s Address)
(City & Zip Code)
(Retiring Employee’s Phone)
(Retiring Employee’s Email Address)

Dear (SURNAME OF RETIRING EMPLOYEE)

We have received your retirement letter submitted on (MENTION THE DATE OF SUBMISSION OF RETIREMENT REQUEST) in which you have requested for a retirement from the position of (MENTION THE POSITION OF THE RETIRING EMPLOYEE) with the (MENTION THE NAME OF THE COMPANY). This letter is to inform you that the corporation with a heavy heart has accepted your retirement. However, you will be receiving your salary and other associated benefits until your last date of employment. Besides, you are also entitled to receive number of other services and benefits after retirement.

It is worth mentioning here that, your experience and expertise always helped the company in coping up with critical situations. You have been looking into every aspect of (MENTION THE DEPARTMENT OF THE RETIRING EMPLOYEE) for the last (MENTION THE RETIRING EMPLOYEE’S WORKING YEARS WITH THE COMPANY). We all at (MENTION THE NAME OF THE COMPANY) thank you from the depth of our hearts for your guidance and cooperation. We appreciate your valuable contribution for the company’s development thus wishing you all the best in future.

Thank you for your dedicated service and we wish you to enjoy a happy retired personal life.

Yours Truly,

(YOUR / SENDER HANDWRITTEN SIGNATURE)

(YOUR / SENDER TYPED NAME)