Planning to retire? A short, professional retirement letter gives your employer formal notice, confirms your last day and starts a smooth handover. Below you’ll find free UK retirement letter templates you can copy and adapt, plus what to include, how much notice to give and the questions people ask most.
Quick answer
A retirement letter is formal written notice that you intend to retire. In the UK it works like a resignation letter: you give at least the notice in your contract, state your last working day, and send it to your manager (copying HR if you have one).
What to include in a retirement letter
- The date and your employer’s name and address
- A clear statement that you are retiring
- Your intended last working day
- A brief thank you for your time with the organisation
- An offer to help with the handover or train a replacement
- Any practical points, such as remaining holiday or pension contact details
- Your signature and contact details
Free retirement letter templates (UK)
Copy the template that fits your situation, then replace the details in square brackets.
1. Standard retirement letter
[Your name] [Your address] [Date] [Manager’s name] [Job title] [Company name] [Company address] Dear [Manager’s name], Notice of retirement Please accept this letter as formal notice that I will be retiring from my position as [job title] at [company name]. In line with my contract, my last working day will be [date]. I would like to thank you and the team for the support and opportunities I have had during my [number] years with the company. It has been a privilege to be part of the organisation. I am happy to help make the handover as smooth as possible, including training a replacement and documenting my current work. Please let me know if you need anything further from me, including any information needed for my pension or final pay. Yours sincerely, [Your name]
2. Short retirement letter or email
Subject: Notice of retirement – [Your name] Dear [Manager’s name], I am writing to give formal notice that I will retire from my role as [job title]. My last working day will be [date]. Thank you for your support during my time at [company name]. I will do everything I can to ensure a smooth handover. Kind regards, [Your name]
3. Early retirement letter
Dear [Manager’s name], I am writing to let you know that I have decided to take early retirement. Please accept this letter as formal notice. My last working day will be [date], in line with my notice period. This was not an easy decision, and I am grateful for everything I have learned at [company name]. I would welcome a conversation about how best to hand over my responsibilities before I leave. Yours sincerely, [Your name]
4. Flexible or phased retirement request
Dear [Manager’s name], I am planning to retire on [date]. Before then, I would like to request a phased retirement, reducing my working pattern to [days or hours] from [date]. I believe this would allow time to hand over my work and train a colleague, while giving the team continuity. I am happy to discuss how this could work for the business. I understand this is a request rather than a right, and I would be grateful for your consideration. Yours sincerely, [Your name]
5. Thank-you retirement letter to colleagues
Dear all, As many of you know, I will be retiring on [date]. I wanted to say a heartfelt thank you for your friendship, support and good humour over the years. Working with you has been the best part of my time at [company name]. Please do stay in touch at [personal email]. With best wishes, [Your name]
How much notice should you give?
Check your contract of employment first, as this sets your notice period. If your contract says nothing, the legal minimum an employee must give after one month’s service is one week. In practice, many people give two to three months’ notice of retirement so that their employer can plan recruitment and handover.
| Situation | What to do |
|---|---|
| Your contract sets a notice period | Give at least that notice in writing. |
| No notice period in your contract | Give at least one week’s notice, though more is courteous. |
| Senior or specialist role | Consider giving several months, to help with succession planning. |
| Want to reduce hours first | Make a flexible working request before your retirement date. |
There is no default retirement age in the UK, so you choose when to retire. State Pension age is rising from 66 to 67 between 2026 and 2028, so check your State Pension age on GOV.UK and speak to your pension provider before you set your date.
Do’s and don’ts
Do
- Speak to your manager before sending the letter, if you can
- Keep a copy of your letter and the date you sent it
- Check your remaining holiday and how it will be paid
- Ask HR or your pension provider about the next steps
Don’t
- Give less notice than your contract requires
- Include complaints or criticism in the letter
- Announce your retirement to colleagues before telling your manager
For employers: received a retirement letter?
A retirement letter starts a process that needs handling carefully and fairly. Employers should:
- Acknowledge the letter in writing and confirm the leaving date
- Calculate final pay, including any accrued holiday
- Plan the handover and recruitment for the role
- Consider any request for flexible or phased retirement fairly
- Avoid assumptions or comments about age, which can lead to discrimination claims
- Never pressure an employee to retire, as there is no default retirement age
Clearpath UK helps employers handle retirement, succession planning and leavers properly, from acknowledgement letters to exit interviews.
Get HR support →Frequently asked questions
Is a retirement letter the same as a resignation letter?
In practice, yes. A retirement letter is a form of resignation, so it ends your employment once your notice period is over. The difference is the reason you give.
Can my employer make me retire?
No, not simply because of your age. The default retirement age was abolished in 2011. An employer can only set a compulsory retirement age in rare cases where it can be objectively justified.
Can I change my mind after sending a retirement letter?
Once your notice has been accepted, your employer does not have to let you withdraw it. If you change your mind, speak to your manager as soon as possible.
Should I send my retirement letter by email or post?
Either is fine, as long as it is in writing. Many people email the letter to their manager and HR and keep a copy.
Will I be paid for unused holiday when I retire?
Yes. When you leave, you should be paid for any statutory holiday you have built up but not taken. Check your contract for any extra holiday rules.
General guidance only, based on the law in England, Scotland and Wales. It is not legal advice for your situation.
