GUIDELINES
- This letter announces the retirement of an employee. Besides giving the news and providing useful information about the retirement, it also builds goodwill among the concerned people. Include the achievements and significant contributions of the individual who is retiring.
- Name the person who is retiring. State the retirement date.
- Give an overview of the individual's employment history. Highlight specific contributions and achievements.
- If it's suitable, announce any event that will glorify this person's retirement.
- Wish him/her all the best for the future.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
It is with sadness and fondness that we wish our Natalie Thompson a happy retirement. She will be retiring from her duty as the head of our Human Resource Department effective February 19. Natalie has been invaluable in the operations of our company for the past few decades by including hundreds of new members to our company's family. Her expertise in the field of human resources have not only allowed us to have a more productive and efficient business, but it has also allowed us to expand and better our company, making us one of the leaders in the industry today.
To show Natalie our appreciation, we shall be holding a party for her at the Le Grande Restaurant on the evening of May 3rd at exactly 8:00 p.m. Everyone is invited to attend this party that will show our dearest Natalie just how much we care about her.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example letter announcing an employee's retirement.
Further things to consider when writing announcement letters to employees
Announcement Letters
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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