Retirement acknowledgement letter template
This letter acknowledges an employees decision to retire, and provides essential information such as pension arrangements, final payments due and list the company property they are requested to return.
The letter includes the option to insert some kind words of thanks.
- 2 pages / 300 words.
- Last updated 16/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Retirement acknowledgement letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Re: Your retirement
I am writing to acknowledge your decision to retire from your position as [Job Title] with [Company Name]. On behalf of the company, I want to express our deep appreciation for your many years of service and dedication.
Over the years, you have made a significant contribution to our organisation, and we are grateful for the hard work, professionalism, and commitment that you have shown. You have been a valued member of our team, and you will be missed.
As you prepare to enter this new phase of your life, I
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Most of us will retire, and the support that the retiree receives from their employer is essential to help with a smooth transition away from a working life.
A retirement acknowledgement letter is a letter sent by an employer to an employee who has announced their intention to retire. The letter typically acknowledges the employee's decision to retire, thanks them for their years of service, and outlines any benefits or entitlements that the employee may be entitled to upon retirement.
A retirement acknowledgement letter is an important way for an employer to acknowledge an employee's contributions and express appreciation for their years of service. It can help to ensure that the retirement process is handled smoothly and professionally, and that the employee is aware of their entitlements and options upon retirement.
It is usually delivered to the Employee by the Employer / HR.
Compliance
Compliance
This Retirement acknowledgement letter template incorporates relevant UK laws and HR standards, including those listed below:
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Retirement Age: Employers should ensure that they are complying with any retirement age rules that apply to their industry or sector. They should also ensure that any retirement age set by the employer is objectively justified, based on factors such as health and safety or workforce planning.
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Age Discrimination: Employers must avoid discriminating against employees on the basis of age. They must not force employees to retire unless there is a legitimate reason, and must consider requests from employees who wish to continue working beyond the retirement age.
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Notice Periods: Employers should give the employee sufficient notice of their retirement, in accordance with the terms of their employment contract and any statutory requirements.
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Pensions: Employers should ensure that they have fulfilled their obligations regarding the employee's pension, including providing information on any pension options available and the potential impact of retirement on the employee's pension.
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Final Payments: Employers must ensure that they have calculated the employee's final payments accurately, including any outstanding holiday pay, bonuses, or other entitlements.
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Reference: Employers may be asked to provide a reference for the retiring employee, and must ensure that any reference given is accurate and not misleading.
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Exit Interviews: Employers may wish to conduct an exit interview with the retiring employee, to gather feedback on their experience and to identify any areas for improvement.
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Documentation: Employers should keep detailed records of the retirement process, including any discussions or negotiations with the employee and any agreements reached. This documentation may be useful in the event of any disputes or claims.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Retirement acknowledgement letter template, to understand the workflow.
Retirement notification letter
This letter is for employees to notify the company of their wish to retire, the proposed date on which they wish to retire, and any request for a phased wind-down.
Retirement arrangements meeting invitation letter
Our Retirement Arrangements Meeting Invitation Letter template invites employees to discuss retirement plans, providing a supportive and organised approach to the transition.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Retirement acknowledgement letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
