APPENDIX 1 TEMPLATE LETTERS
Please select, copy and paste text into a new Word document as required.
LETTER 1
Dear Name
Age Retirement
From our records we note that you reach the age of 65 on …………, which is the normal retirement age for employees of Lincolnshire County Council and is the date that we are expecting your retirement to begin. Your employment will end on your 65th birthday, however, you may be aware that in line with the Council's retirement policy, you can request to work beyond this date if you wish. The “right to request” refers to the same job and the same terms and conditions.
You may decide to take this opportunity to consider whether you wish to continue in your current position or to look at alternatives such as relief work or volunteering in order to alter the balance of your working and personal lives gradually and prepare for full time retirement. In such circumstances you will be retired and re-engaged on the appropriate new contract. There will need to be a break in service of at least one week before any new contract commences.
If you are a member of the Local Government Pension Scheme (LGPS) you also might consider a flexible retirement pattern of work as an alternative to full retirement. If you are not a member of the LGPS you may request flexible working hours through the Council’s Flexible Working Policy.
I have enclosed a ‘Notification of Retirement’ form which I would be pleased if you would complete and return to me by XXX. This form enables you to state whether you intend to retire at age 65 or if you wish to request to continue to work beyond the age of 65. Careful consideration will be given to any request you make to work beyond this date.
The form should be returned within 3 months of your retirement date. If you do not return the form then you will lose your statutory right to have your request considered and will be retired on ………..
Further information on Pensions is available by contacting Mouchel Pensions Department on 01522 836590.
If you have any queries regarding your retirement or the contents of this letter, please do not hesitate to contact your line manager in the first instance.
Yours sincerely
HR Team
for Head of Service
cc Line Manager, Head of Service
LETTER 1A
Notification of Retirement
Your name:………………………………………………………………………
Job Title:………………………………………………………………………
Service Unit:………………………………………………………………………
Please tick the relevant box below:
I wish to proceed with my intended retirement date at 65
OR
I wish to request (under paragraph 5 of Schedule 6 of the Employment Equality (Age) Regulations 2006) to work beyond the age of 65. I wish to work:
indefinitely*
for a stated period, for example for a further 12 months*
until a certain date, for example until my 66th birthday
* LCC policy is to review after 1 year. In 6 months time you will be contacted again and may request a further extension following the same statutory procedure.
If you would like to add any further details please attach to this form or use the space below:
Employee Signature:………………………………………………………………………
Date:………………………………………………………………………...
Please return this slip to Shirley Devlin, HR Team, Mouchel, Mill House (4th Floor), Brayford Wharf North, Lincoln, LN1 1YT no later than 3 months before your 65th birthday and send a copy to your line manager and Head of Service.
If you do not return the form then you will lose your statutory right to have your request considered and will be retired on ………………………
LETTER 2
LETTER TO LINE MANAGER
Dear …………………….
Age Retirement Procedure
The following employee(s) in your area are due to reach the County Council’s normal retirement age of 65 as indicated below:
Name of Employee / Job Title / Retirement DateThe retirement date is the day of the employee’s 65th birthday.
Under the County Council’s Age Retirement Procedure the employee has the right to request to continue working (in the same job on the same terms and conditions) beyond the retirement date.
I will shortly be writing to the employee to inform them of this right and asking them to indicate whether they wish to make a request.
I will inform you if a request is received and the next steps in the process.
If you have any queries please do not hesitate to contact your HR Adviser (name).
Yours sincerely
HR Team
LETTER 3
Dear Name
Request to work beyond the age of 65
I refer to your request to work beyond the normal retirement age of 65. I would like us to meet to discuss your request in accordance with the Council’s Age Retirement Policy and have made arrangements for this on XXX at XXX am/pm in Meeting Room X/my office. Please contact me as soon as possible if this date is not convenient to you.
You are entitled, if you wish, to be accompanied by a trade union representative or a colleague of your choice. I will be accompanied by XXXX, Head of Service.
Yours sincerely
XXXX
Line Manager
LETTER 4
Dear ______
Continuation of employment after age 65
Further to your meeting on <Insert Date> with XXXX (Line Manager) and XXXX (Head of Service) and following the meeting of the Resourcing Board, I am writing to confirm that your request to continue working beyond age 65 has been approved.
Your employment will be extended for XXX and your new retirement date will be ______. Nearer the date of retirement you will be contacted again by Human Resources to see whether you wish to continue working beyond this date and you may request a further extension following the same statutory procedure.
In the meantime you should note that the continuation of employment is on your existing terms and conditions, which remain unchanged. Should you wish to leave the Council or should the Council wish or have reason to terminate your employment, normal notice periods will apply.
I have copied this letter to your manager for information. If you have any queries regarding this letter you should contact your manager in the first instance.
Yours sincerely
HR Adviser
For Executive Director for (insert area)
cc: Line Manager
LETTER 5
Dear Name
Request to work beyond the age of 65/further extend retirement date of XXX
Further to your meeting on XXX with XXXX (Line Manager) and XXXX (Head of Service) and following the meeting of the Resourcing Board, I write to confirm the decision not to agree to your request to work beyond the age of 65/further extend your retirement date and therefore your retirement date remains unchanged.
The reasons for the decision are:
You have a right of appeal against this decision. If you wish to exercise this right you should do so by writing to (name), HR Adviser, Mouchel, Human Resources, Floor 4, Mill House, Brayford Wharf North, Lincoln LN1 1YT within 10 working days of you receiving this letter. In writing to the HR Adviser you will need to outline your grounds of appeal.
Finally, I would like to extend thanks to you, on behalf of the Council, for your dedicated service and to offer you every good wish for the future.
Yours sincerely
Assistant Director
LETTER 6
Dear Name
Request to work beyond the age of 65/further extend retirement date of XXX– Result of Appeal Meeting
Further to your appeal hearing on XXX regarding your wish to continue working beyond age 65/extended retirement date of XXX, I can confirm that your appeal has been upheld. You will be contacted in due course by Human Resources to confirm your new retirement date.
If you have any queries regarding this letter you should raise these with your own manager in the first instance.
Yours sincerely
HR Adviser to the Appeals Panel
LETTER 7
Dear Name
Request to work beyond the age of 65/further extend retirement date of XXX – Result of Appeal Meeting
I am writing to you to confirm the outcome of the Appeals Sub-Committee Hearing held on xxx. The appeal was against your dismissal on the grounds of retirement.
The Sub - Committee considered very carefully all of the evidence provided by all parties, including, in particular the application of the Council’s Age Retirement Policy and Procedure.
After full consideration, the Sub Committee decided to uphold/dismiss the appeal/and therefore your retirement date remains unchanged.
This letter serves as confirmation of the outcome, in accordance with the County Council’s Appeal procedure.
You have no further right of appeal against this decision within the County Council.
Yours sincerely
XXXX
HR Adviser to the Appeals Panel
LETTER 8
Dear
Following your request to continue working beyond 65/extended your retirement age to XXX, I can confirm that we are unable to accommodate your request in full. However, with your agreement, I would like to propose that you continue working after the intended date of your retirement [for [insert specific length of time, eg one year]/until [insert specific date, eg date of employee’s 66th birthday]].
Your new retirement date will be XXX. If you wish to request a further extension you should do so by completing the attached Notification of Retirement form and returning this to HR no later than 3 months before your new retirement date.
Where the 3 months will be during the extension period, please include the following:
As the timescales involved do not allow us to comply with the Age Retirement Regulations this letter serves to override the procedure and if you have not applied for an extension 14 days prior to your new retirement date you will be retired on XXX.
If you do not wish to take up this alternative proposal, you will be retired on XXX. If this is the case you have a right of appeal against this decision. If you wish to exercise this right you should do so by writing to (name), HR Adviser, Mouchel, Human Resources, Floor 4, Mill House, Brayford Wharf North, Lincoln LN1 1YT within 10 working days of you receiving this letter. In writing to the HR Adviser you will need to outline your grounds of appeal.
Finally, I would like to extend thanks to you, on behalf of the Council, for your dedicated service and to offer you every good wish for the future.
Yours sincerely
Assistant Director