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Retirement arrangements meeting invitation letter

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Our Retirement Arrangements Meeting Invitation Letter template invites employees to discuss retirement plans, providing a supportive and organised approach to the transition.

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5 mins
Word count
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What is a Retirement arrangements meeting invitation letter?

A Retirement arrangements meeting invitation letter is a written invitation sent to employees who are approaching retirement age, inviting them to attend a meeting to discuss their retirement options and benefits.

The letter typically includes the date, time, and location of the meeting, as well as an agenda of the topics that will be covered.

The Retirement arrangements meeting invitation letter is an important communication that helps employees understand their retirement benefits and make informed decisions about their retirement.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably possible after the employee has announced their retirement
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

When issuing a retirement arrangements meeting invitation in the UK, there are no specific employment laws that need to be considered, but it is still important to be mindful of certain general principles.

  1. Non-Discrimination: The invitation should not discriminate against the retiring employee on the basis of age, gender, race, religion, disability, or any other protected characteristic.
  2. Privacy: The invitation should respect the retiring employee's privacy and obtain their consent before sharing any personal information or messages publicly.
  3. Consistency: The invitation should be consistent with the company's policies and practices, and should not create a perception of unfairness or inconsistency among other employees.
  4. Clarity: The invitation should clearly outline the purpose of the meeting, the expected outcomes, and any relevant information that the retiring employee needs to prepare.
  5. Accommodations: The invitation should inquire about any accommodations that the retiring employee may require to attend the meeting, such as accessibility or language support.
  6. Timing and Location: The invitation should provide details of the meeting's timing and location, and ensure that it is scheduled at a mutually convenient time.
  7. Confidentiality: The invitation should remind the retiring employee that the meeting's discussions and outcomes will be treated as confidential, and should not be shared with third parties without their consent.
  8. Documentation: The invitation should be accompanied by any relevant documentation, such as retirement benefit summaries, pension scheme information, and any other relevant policies or procedures.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Retirement arrangements meeting invitation [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

You recently informed us, via [email/letter] dated [date], that you intend to retire on [date]. I'm writing to invite you to a meeting with [name of individual] to discuss your upcoming retirement plans. The meeting will cover the following topics [list the pertinent points and expand on them as needed]:

Your retirement date

We will talk about when you want to retire.

Retirement in stages

You might want to think about this as a possibility. This will enable you to request a change in your working pattern, such as reducing your hours and/or responsibilities before retiring.

Retirement planning information and training

[Company] will provide you with [training sessions/further information] to help you plan for your retirement.

Plans for retirement

We will discuss these briefly and provide information on how to obtain additional information. You should also consider seeking independent financial advice.


We will discuss the arrangements for handing over your work and how the transition can be managed smoothly. [We will also obtain your feedback on how the [role/workload] can be structured in the future, as well as your assistance in training your replacement.]]

We can also go over any other concerns you have about your retirement.

The meeting will take place on [date], at [time], and at [location]. Please confirm your availability to attend. If you are unable to attend on this date, please contact [name of individual] to arrange another date and time.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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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.

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Retirement arrangements meeting invitation letter template
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Retirement arrangements meeting invitation letter
retirement arrangements meeting invitation letter