GUIDELINES FOR PREPARING VALEDICTORY LETTERS
EFFECTIVE: 30 JANUARY 2017
VERSION: 4
2
CONTENTS
1
BACKGROUND ....................................................................................................... 3
2
PROCESS ............................................................................................................... 4
2.1
STAFF MEMBER (NOT A PRINCIPAL) IN A SCHOOL WITH UP TO 20
YEARS OF SERVICE. .................................................................................... 4
2.2
STAFF MEMBER (NOT A PRINCIPAL) IN A SCHOOL WITH 20 OR
MORE YEARS OF SERVICE. ........................................................................ 4
2.3
PRINCIPAL OF NON INDEPENDENT PUBLIC SCHOOL WITH UP TO
20 YEARS OF SERVICE. ............................................................................... 5
2.4
PRINCIPAL OF NON INDEPENDENT PUBLIC SCHOOL WITH 20 OR
MORE YEARS OF SERVICE ......................................................................... 5
2.5
PRINCIPAL OF AN INDEPENDENT PUBLIC SCHOOL WITH UP TO 20
YEARS OF SERVICE. .................................................................................... 6
2.6
PRINCIPAL OF AN INDEPENDENT PUBLIC SCHOOL WITH 20 OR
MORE YEARS OF SERVICE ......................................................................... 7
2.7
STAFF IN CENTRAL, METROPOLITAN AND REGIONAL OFFICES
WITH UP TO 20 YEARS OF SERVICE. ......................................................... 8
2.8
STAFF IN CENTRAL, METROPOLITAN AND REGIONAL OFFICES
WITH 20 OR MORE YEARS OF SERVICE .................................................... 8
3
CENTRAL OFFICE AND REGION PERSONNEL & PAYROLL
EMAIL ADDRESSES ............................................................................................... 9
4
CONTACT INFORMATION ...................................................................................... 9
5
SUMMARY OF APPENDICES ................................................................................. 9
APPENDIX A
RETIREMENT/RESIGNATION/EXIT INFORMATION FORM................10
APPENDIX B
LETTER CONTENT – USE WITH APPENDIX C....................................11
APPENDIX C
TEMPLATE LETTER .............................................................................12
APPENDIX D
SAMPLE PARAGRAPHS (TEACHING STAFF AND SCHOOL
ADMINISTRATORS) – USE WITH APPENDIX C ..................................13
APPENDIX E
SAMPLE PARAGRAPHS (NON-TEACHING STAFF) – USE WITH
APPENDIX C .........................................................................................14
3
1
BACKGROUND
Valedictory letters are prepared by line managers for all staff who retire, resign and
exit from the Department of Education (the Department).
Valedictory letters recognise each staff member’s contribution to the Department
during their career. The letters are important as they embody the Department’s
official acknowledgement of service.
Valedictory letters should be personalised and represent the individual contribution
of the staff member no matter their length of service.
Staff who retire or resign while on secondment are still regarded as Department
staff and should receive appropriate acknowledgement.
Confidentiality should be maintained by officers preparing valedictory letters to
ensure that staff have confidence in the uniqueness of their letters.
For some termination categories, valedictory letters are inappropriate and should
not be issued (for example, misconduct, abandonment, summary dismissal, and
dismissal with notice for misconduct or unsatisfactory performance).
In addition to valedictory letters from line managers, the Director General sends a
letter, certificate and specially minted silver medallion to each staff member who
retires, resigns or exits after 20 or more years of service. This service includes
maternity leave, normal leave and leave without pay.
In the event of the death of a staff member, reference to the Condolence Letter
Guidelines should be made and appropriate action determined. For example if
this staff member has 20 or more years of service, a valedictory letter, certificate
and medallion can be sent to their next of kin.
All valedictory letters for principals of Independent Public Schools are from the
Director General as direct line manager.
4
2
PROCESS
2.1
STAFF MEMBER (NOT A PRINCIPAL) IN A SCHOOL WITH UP TO 20
YEARS OF SERVICE (RECEIVES ONE LETTER)
Principal:

asks the staff member to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;
2.2



asks the staff member to check their Statement of Service for accuracy;

writes and signs the letter; and

posts or presents the letter to the staff member (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
completes the Retirement/Resignation/Exit Information Form in Appendix A;
considers the letter content (Appendix B), template letter (Appendix C) and
sample paragraphs (Appendices D and E );
STAFF MEMBER (NOT A PRINCIPAL) IN A SCHOOL WITH 20 OR MORE
YEARS OF SERVICE (RECEIVES TWO LETTERS)
Principal:

asks the staff member to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;


asks the staff member to check their Statement of Service for accuracy; and
completes the Retirement/Resignation/Exit Information Form in Appendix A
and emails the form and Statement of Service to Corporate Communications
& Marketing;
Corporate Communications and Marketing:



ALSO
drafts a letter from the Director General using the Appendix A;
provides the letter and certificate to the Director General for signing; and
posts the signed letter (and certificate plus medallion) directly to the staff
member or posts them to the nominated person (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
Principal:

writes and signs the letter [using the information in the Appendix A form and
the Statement of Service, considers the letter content (Appendix B), template
letter (Appendix C) and sample paragraphs (Appendices D and E)]; and

posts or presents the letter to the staff member (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
5
2.3
PRINCIPAL OF A NON INDEPENDENT PUBLIC SCHOOL WITH UP TO 20
YEARS OF SERVICE (RECEIVES ONE LETTER)
Manager corporate services or school officer:

asks the principal to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;


asks the principal to check their Statement of Service for accuracy;

forwards the Appendix A form and Statement of Service to the Regional
Executive Director.
completes the Retirement/Resignation/Exit Information Form in Appendix A; and
Regional executive director:
2.4

writes and signs the letter [using the information in the Appendix A form and
the Statement of Service, considers the letter content (Appendix B), template
letter (Appendix C) and sample paragraphs (Appendix D)]; and

posts or presents the letter to the principal (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
PRINCIPAL OF A NON INDEPENDENT PUBLIC SCHOOL WITH 20 OR MORE
YEARS OF SERVICE (RECEIVES TWO LETTERS)
Regional executive director:

asks the principal to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;


asks the principal to check their Statement of Service for accuracy; and
completes the Retirement/Resignation/Exit Information Form in Appendix A
and emails the form and Statement of Service to Corporate Communications
& Marketing;
Corporate Communications and Marketing:



ALSO
drafts a letter from the Director General using the Appendix A;
provides the letter and certificate to the Director General for signing; and
posts the signed letter (and certificate plus medallion) directly to the principal
or posts them to the nominated person (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
Regional executive director:

writes and signs the letter [using the information in the Appendix A form and
the Statement of Service, considers the letter content (Appendix B), template
letter (Appendix C) and sample paragraphs (Appendix D)]; and

posts or presents the letter to the principal (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
6
2.5
PRINCIPAL OF AN INDEPENDENT PUBLIC SCHOOL WITH UP TO 20
YEARS OF SERVICE (RECEIVES ONE LETTER)
Manager corporate services or school officer

asks the principal to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;

asks the principal to check their Statement of Service for accuracy;

completes the Retirement/Resignation Exit Information Form in Appendix A;
and

forwards the Appendix A form and Statement of Service to the Regional
Executive Director
Regional executive director:

using the information in the Appendix A form and the Statement of Service,
considers the letter content (Appendix B), template letter (Appendix C) and
sample paragraphs (Appendix D);

drafts a letter for the Director General’s signature; and

emails the letter from the Director General to Corporate Communications
and Marketing with the completed Retirement/Resignation/Exit Information
Form in Appendix A and Statement of Service.
Corporate Communications and Marketing:

considers the draft and finalises the letter from the Director General;

provides the letter to the Director General for signing; and

posts the signed letter directly to the principal or posts it to the nominated
person (as indicated in the Retirement/Resignation/Exit Information Form in
Appendix A).
7
2.6
PRINCIPAL OF AN INDEPENDENT PUBLIC SCHOOL WITH 20 OR
MORE YEARS OF SERVICE (RECEIVES ONE LETTER)
Manager corporate services or school officer:

asks the principal to request their own Statement of Service using the
Personnel & Payroll email address for the school’s region (see Step 3) to
ascertain their length of service;

asks the principal to check their Statement of Service for accuracy;

completes the Retirement/Resignation Exit Information Form in Appendix A;
and

forwards the Appendix A form and Statement of Service to the Regional
Executive Director
Regional Executive Director:

using the information in the Appendix A form and the Statement of Service,
considers the letter content (Appendix B), template letter (Appendix C) and
sample paragraphs (Appendix D);

drafts a letter for the Director General’s signature; and

emails the letter from the Director General to Corporate Communications
and Marketing with the completed Retirement/Resignation/Exit Information
Form in Appendix A and Statement of Service.
Corporate Communications and Marketing:

considers the draft and finalises the letter from the Director General;

provides the letter and a certificate to the Director General for signing; and

posts the signed letter (plus certificate and medallion) directly to the principal
or posts them to the nominated person (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
8
2.7
STAFF IN CENTRAL, METROPOLITAN AND REGIONAL OFFICES WITH
UP TO 20 YEARS OF SERVICE (RECEIVES ONE LETTER)
Director or executive director:
2.8

asks the staff member to request their own Statement of Service using the
Personnel & Payroll email address for central office or the region (see Step
3) to ascertain their length of service;

asks the staff member to check their own Statement of Service for accuracy;

completes the Retirement/Resignation/Exit Information Form in Appendix A;

considers the letter content (Appendix B), template letter (Appendix C) and
sample paragraphs (Appendix E);

writes and signs the letter; and

posts or presents the letter to the staff member (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
STAFF IN CENTRAL, METROPOLITAN AND REGIONAL OFFICES WITH
20 OR MORE YEARS OF SERVICE (RECEIVES TWO LETTERS)
Director or executive director:

asks the staff member to request their own Statement of Service using the
Personnel & Payroll email address for central office or the region (see Step
3) to ascertain their length of service;

asks the staff member to check their own Statement of Service for accuracy;
and

completes the Retirement/Resignation/Exit Information Form in Appendix A
and emails the form and Statement of Service to Corporate Communications
and Marketing;
Corporate Communications and Marketing:
ALSO

drafts a letter from the Director General;

provides the letter and a certificate to the Director General for signing; and

posts the signed letter (plus certificate and medallion) directly to the staff
member or posts them to the nominated person (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
Director or executive director:

writes and signs the letter [using the information in the Appendix A form and
the Statement of Service, considers the letter content (Appendix B), template
letter (Appendix C) and sample paragraphs (Appendix E)]; and

posts or presents the letter to the staff member (as indicated in the
Retirement/Resignation/Exit Information Form in Appendix A).
9
3
CENTRAL OFFICE AND REGION PESONNEL & PAYROLL
EMAIL ADDRESSES
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
4
CONTACT INFORMATION
Corporate Communications and Marketing
Level 2, 151 Royal Street
East Perth WA 6004
T: 9264 5233
E: [email protected]
5
SUMMARY OF APPENDICES
APPENDIX A
RETIREMENT/RESIGNATION/EXIT INFORMATION FORM
APPENDIX B
LETTER CONTENT – USE WITH APPENDIX C
APPENDIX C
TEMPLATE LETTER
APPENDIX D
SAMPLE PARAGRAPHS (TEACHING STAFF AND SCHOOL
ADMINISTRATORS) – USE WITH APPENDIX C
APPENDIX E
SAMPLE PARAGRAPHS (NON-TEACHING STAFF) – USE WITH
APPENDIX C
10
APPENDIX A
RETIREMENT/RESIGNATION/EXIT INFORMATION FORM
RETIRING/RESIGNING/EXITING EMPLOYEE DETAILS
To be completed by the retiring/resigning/exiting employee’s line manager.
Title (Mr/Miss/Ms/Mrs/Dr), first name, surname
Employee ID
Home address (with postcode)
Contact telephone numbers (home, work, mobile)
Current position title and level
Name of current location
Number of years in current location/position
Total years of service with Department
Is the current school an Independent Public School?
 Yes  No
Please tick one of the following
 Retiring
 Resigning
 Exiting (including
redundancy)
Official date of retirement/resignation/exit
Function date (if applicable)
Statement of Service is attached (staff member requests their own  Yes (required)
Statement of Service from Personnel & Payroll)
Name and contact details of line manager (principal/regional
executive director/executive director/director/manager)
Letter for staff with up to 20 years of service
Prepare the valedictory letter and forward it with this form to the appropriate signatory
(principal/regional executive director/executive director/director/manager). After being signed,
please indicate whether the letter should be (please tick one):
 posted to the retiring/resigning/exiting employee by the signatory; or
 returned to the principal/regional executive director/executive director/director/manager
for presentation (as below):
Name:
Address:
Letter for staff with 20 or more years of service
Email this form and statement of service to [email protected]. If
required please request a read receipt. Corporate Communications and Marketing prepares a
letter for the Director General’s signature. Please indicate whether the letter, certificate and
medallion should be (please tick one):
 posted to the retiring/resigning/exiting employee; or
 returned to the principal/regional executive director/executive director/director/manager
for presentation (as below):
Name:
Address:
Office
use
11
APPENDIX B
LETTER CONTENT
A valedictory letter is usually no longer than one A4 page.
The focus of the valedictory letter is on the staff member’s significant achievements,
contributions, competencies and skills.
When drafting the three or four paragraphs do write about:
their skills and expertise
their contribution to Western Australia’s public education system
special memories and career highlights
any awards received.
When drafting the three or four paragraphs do not write about:
the history of their career
their educational background
the list of locations where they worked.
For example:
If the staff member is a teacher the letter could include:
details of how they engaged parents in the education of their children
impact in a particular area of the curriculum
involvement of the community in the school to add value to students
role in mentoring new teachers.
If the staff member is a school leader the letter could include:
how they contributed to building the reputation of the school
how they empowered staff
their wider contribution to public education policy and direction
their contribution to state/national/international committees and professional associations.
If the staff member is a public service officer the letter could include:
contribution to projects or the branch
reputation among other staff
wider contribution to public education policy and direction.
If the staff member is a school support officer the letter could include:
contribution to the school
how they helped students and teachers
qualities they demonstrated in their work.
12
APPENDIX C
TEMPLATE LETTER
NAME
ADDRESS
SUBURB [3 spaces] WA [3 spaces] POSTCODE
Dear NAME
I would like to take this opportunity, on your retirement/resignation/leaving <AS
APPLICABLE>, to thank you most sincerely for your service to the education of students in
Western Australian public schools.
During your <ENTER YEARS> year career with the Department of Education, you….
<THREE OR FOUR PARAGRAPHS SPECIFICALLY ABOUT THE PERSON AND HOW
THEY CONTRIBUTED TO SCHOOLS/STUDENTS/COLLEAGUES/WORK AREAS;
REPUTATION AND IMPACT ON SCHOOLS/STUDENTS/ COLLEAGUES/WORK AREAS;
OUTSTANDING ACCOMPLISHMENTS AND AWARDS (SEE APPENDICES B, D AND E).
You have made a significant contribution to public education and I offer my best wishes for
your retirement/new position/future plans <AS APPLICABLE>.
Yours sincerely
NAME
TITLE
Date
13
APPENDIX D
SAMPLE PARAGRAPHS (TEACHING STAFF AND SCHOOL
ADMINISTRATORS)
Note: It is not intended that these paragraphs be copied, however they may assist in framing
an individualised letter which reflects the skills, expertise and contribution of the retiring,
resigning or exiting member of staff.
1.
You built an enviable reputation as an excellent teacher and continued to teach classes on a
regular basis while leading large and successful primary schools. You took a particular interest in
sport and environmental studies, and encouraged students to become familiar with and conserve
local flora and fauna.
2.
You mentored and supported many young teachers in isolated schools who were able to turn to
you for assistance in their professional lives and in adjusting to life far from their homes and
families.
3.
You always strove to attain the vision of the schools in which you worked and led by example. You
set high standards and ensured staff were empowered to work towards the common goal of
achieving the highest standards of education for all students.
4.
Your teaching career took you to many corners of the State from Cranbrook, Gnowangerup and
Wandering, Fitzroy Crossing, Karratha and South Hedland. I understand you and your family lived
in 16 different communities over 26 years of country service.
5.
Under your leadership, XXX School built a strong and positive reputation. You motivated and
inspired confidence in everyone, always holding the school’s best interests at heart.
6.
You played a vital role in supporting staff and actively mentored new teachers. Your team
approach ensured all staff took an active part in the decision-making processes at the school.
7.
You provided a secure, safe and nurturing environment for students, and encouraged parents to be
partners in the education of their children. Your strong belief in children setting personal goals in
their quest for self improvement and excellence was reflected in the many great achievements of
your students.
14
APPENDIX E
SAMPLE PARAGRAPHS (NON-TEACHING STAFF)
Note: It is not intended that these paragraphs be copied, however they may assist in framing
an individualised letter which reflects the skills, expertise and contribution of the retiring,
resigning or exiting member of staff.
1.
You were a respected and popular staff member who filled many roles including those of mentor,
confidante and a good friend to many in the educational environment.
2.
You were held in high esteem by teachers, parents and students for your dedication and
enthusiasm, as well as the commitment you showed to students. Teachers appreciated your
sense of responsibility and caring attitude to students in their classes.
3.
Throughout your career you witnessed many educational and administrative changes. Your
commitment to the ever changing and challenging role of registrar was vital and helped the school
effectively manage its finances and staffing. You were also a valued link between the school and
local community.
4.
Your work as a cleaner was distinguished by your commitment to supporting students and staff.
You gave your time generously and were an integral part of the schools in which you worked.
5.
Throughout your career you showed particular skills in implementing strategic initiatives and in
your commitment to bring people together to work towards common goals. You also demonstrated
a capacity to negotiate numerous complex and difficult issues with sensitivity.
6.
Your contribution to the Department of Education’s Corporate Executive was one of collaboration
and considered deliberation. Your leadership and integrity, combined with your participation and
colleagueship, were highly valued.
7.
Staff admired your professionalism and leadership, and valued your openness, accessibility and
interest in their individual work. You set clear strategic directions and brought teams together to
meet goals and objectives.
8.
You were an extremely effective leader who gained the admiration of your staff. By respecting
their abilities and skills you gave them the opportunity to embrace change and develop initiatives to
improve outcomes for students. The advice you provided to those at the highest level was timely,
accurate and much appreciated.
9.
You were a great asset to the school, and, provided support, expertise and experience to many
registrars, principals and teachers with whom you worked. Your friendly and helpful manner
contributed to the smooth running of the office, as well as to the success of the school team.