The standard letters below are taken from the ACAS guidance booklet:

 

Letter 1  Informing employee of their retirement date

Note to employer: You must inform the employee no more than
one year but no later than six months before their retirement date what
the intended retirement date is and that they have a right to request not
to be retired. Failure to inform the employee of the date and their right
may mean that the dismissal is unfair. This letter should only be used if
you are complying with the above time limits. If you do not, you are
under an obligation to consider a request made by the employee at
any time before retirement takes effect. You can get additional
guidance on retirement from Acas.
Dear: Staff Number:
Date:
1 I am writing to inform you that your retirement date will be [insert
date] and that you have a right to request not to be retired.
1a I will give careful consideration to any request you may make to
work beyond this date and will inform you if I cannot let you. I
am not required by law to give a reason.
2 Your request not to be retired must be returned to [insert name]
no later than three months before the date stated in
paragraph 1. Failure to do so will mean that you lose your
statutory right to have your request considered and you will be
retired on the retirement date above.
Name: Signature:
Date:

 

Letter 2 Informing Employee of a meeting to discuss a request not to retire
Note to employer: The meeting to discuss the request should be held
within a reasonable period after the request has been received.
The employee has a right to be accompanied at the meeting.
The companion can be:
• chosen by the employee
• a worker employed by you or the organisation.
The companion can:
• address the meeting but not answer questions on behalf
of the employee
• confer with the employee during the meeting.
Dear: Staff Number:
Date:
I am writing to inform you that after receiving your request not to be
retired that there will be a meeting to discuss your request.
The meeting will be held on [insert date] at [insert time] at
[insert location].
You have a right to be accompanied at the meeting by a fellow
worker or a trade union representative. Your companion may be
someone that you have chosen, but they must work for [insert name
of organisation]. Your companion can address the meeting but not
answer questions on your behalf although you may confer with your
companion during the meeting.
After the meeting if it is decided to continue your employment
beyond the intended retirement date of [insert date] you will receive
written notification reflecting these agreed changes to your contract.
If no agreement is reached you will receive further notification
confirming your intended retirement date and informing you of your
right to appeal.
Name: Signature:
Date:

 

Letter 3 Confirming retirement on intended date

Note to employer: If after the meeting to discuss the employee’s
request not to be retired, you decided that you still wish to retire the
employee, you must inform them as soon as is reasonably practicable.
You must also inform them that they have a right to appeal
Dear: Staff Number:
Date:
I am writing to inform you that after our meeting held on [insert date]
to discuss your request not to be retired, that [insert organisation]
still intends to retire you on [insert intended retirement date].
You have a right to appeal this decision. If you wish to appeal you
must inform [insert name] as soon as is reasonable. Failure to do
so may mean that you lose the right to an appeal meeting and
[insert organisation’s name] may consider your appeal without
holding a meeting but they will consider any previous
representations that you have made.
Name: Signature:
Date:

 

Letter 4 Notification of result of appeal concerning retirement date

Note to employer: You must hold the appeal meeting to discuss the
employee’s appeal not to be retired as soon as is reasonably
practicable. If it is not reasonably practicable to hold an appeal
meeting within a period that is reasonable you may consider the
appeal without holding a meeting as long as you consider any
representations that the employee has made.
Dear: Staff Number:
Date:
I am writing to inform you that after our meeting held on [insert date]
to discuss your appeal not to be retired, that [insert organisation] still
intends to retire you on [insert intended retirement date].
Name: Signature:
Date:

 

 

Letter 5  Confirming new retirement date

Note to employer: You should use this letter if you accept the
employee’s request or appeal.
Dear: Staff Number:
Date:
I am writing to inform you that following our meeting to consider your
request not to be retired/appeal meeting [delete as appropriate]
[insert organisation] has agreed that your new intended retirement
date shall be [insert date].
As agreed at the meeting to discuss your request not to be retired/
appeal meeting [delete as appropriate] your new working pattern
will be as follows. [Delete this paragraph if no new working pattern
is agreed].
Name: Signature:
Date: