A relieving letter is a formal letter that is issued to an employee at the time of leaving an organization. It is a formal way of communicating to the employee that the resignation has been accepted. A relieving letter is required at the time of joining a new company. It should clearly mention the on board time and that the employee has no dues with the organization.
Getting a relieving letter is the final step when leaving a job as it marks the end of your time at a company. But what is a relieving letter? A relieving letter is an official document given by the employers to an employee on resignation or departure from the company. Let’s take a closer look at what is a relieving letter, its importance, and elements with sample letters and format.
Table of Content:
- What is a Relieving Letter?
- Relieving Letter Format
- Why is Relieving Letter Important?
- How to Write a Relieving Letter?
- Elements of an Employee Relieving Letter
- How to Ask for a Relieving Letter
What is a Relieving Letter?
A relieving letter, also known as a service certificate or experience letter, is a formal document issued by an employer to an employee when they leave the organization.
It serves as acknowledgment that the employee has been relieved of their duties and responsibilities and confirms details like duration of employment, key responsibilities, last working day, pending dues or obligations, and an assurance that the employee is free from any contractual obligations with the company.
Why is a Relieving letter important?
A relieving letter can help you in many ways. Here are a few:
1. Proof of Employment: A relieving letter acts as formal proof of employment as it officially states that an individual was employed by a particular organization. This document is often required when applying for new jobs, loans, or other financial transactions.
2. Details of Experience: Relieving letter also outlines the roles and responsibilities the employee held during their tenure, providing a summary of their professional experience along with details like the employee's name, designation, and the period of employment. This information is crucial when seeking new job opportunities, as it helps prospective employers understand the candidate's background and skill set.
3. Salary Details: The relieving letter may include details about the last salary drawn and any pending dues or settlements. This information is useful for future reference, especially during discussions with new employers or for personal financial planning.
4. Continuity of Service: It formally signifies the end of the employee's service with the organization, indicating that the individual is no longer bound by the terms and conditions of employment. This helps both parties move forward without any legal or contractual obligations.
5. Aids in Visa Process: When individuals move across borders for employment, a relieving letter is often a required document for visa applications. It provides evidence of the applicant's employment history, supporting the visa-granting authorities in assessing the applicant's background.
6. Background Verification: During the hiring process, new employers commonly conduct background checks on potential hires. A relieving letter is a crucial document in this process, as it validates the information provided by the candidate and assures the new employer of the individual's work history and professional conduct.
Relieving letter Format
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How to Write a Relieving Letter?
Writing a relieving letter provides crucial information about the employee's tenure at a company formally and professionally. Here’s how you can write an employee relieving letter?
Step 1: Use Company Letterhead. Begin the letter using the official letterhead of your company. Include the company name, logo, and address for a professional appearance.
Step 2: Include the Date at the top of the letter. This is the date when the letter is being written.
Step 3: Add Employee Details like the full name of the employee, their employee ID or reference number, designation, and department.
Step 4: Mention the resignation details and clarify that the letter is in response to the employee's resignation. Include the date of the resignation letter and acknowledge the receipt of it.
Step 5: Specify the Last Working Day of the employee. Confirm that the employee has completed the notice period, if applicable.
Step 6: Express Appreciation for the employee's contributions and efforts during their tenure with the company. Highlight specific achievements if applicable.
Step 7: Include Details of Dues and Clearance. Mention any pending dues or benefits owed to the employee. Also, specify the process for clearance of company property, if applicable.
Step 8: Provide Contact Information for HRs or any relevant personnel whom the employee can reach out to for further queries or clarifications.
Step 9: Offer Best Wishes to the employee so they do well in their future endeavors. Use positive and courteous language.
Step 10: Sign and Stamp. Conclude the letter with the signature of an authorized signatory from the company. If applicable, affix the company seal or stamp.
Elements of an Employee Relieving Letter
While some elements may vary based on company policies, a standard relieving letter typically includes these elements:
- Employee Information: Full name of the employee, Employee ID or reference number, Designation or job title, Department or team, etc.
- Organization Information: Company name, Company address, Contact details.
- Dates: Last working day and Effective date of relieving.
- Notice Period: Confirmation of completion of the notice period (if applicable).
- Job Responsibilities: Briefly mention the roles and responsibilities during the employment.
- Clearance Status: Confirmation of any pending dues, if applicable.
- Goodwill Message: Positive and courteous language expressing goodwill and best wishes for the future.
- Reason for Departure: (Optional) A brief statement mentioning the reason for the employee's departure.
- Contact Information: Contact details of the HR department or relevant personnel for any future communication or reference checks.
- Authorization: Signature of an authorized signatory from the company, Company seal or stamp (if applicable)
It’s important to note that the specific content and format may vary based on organizational policies and local employment laws, so don’t get worried if some of these elements vary in your letter.
Relieving Letter Sample
[company letter head] Date: 05/10/2023 Sub: Relieving Letter Employee ID: AG2514 Dear Mr. Rohit Sharma, This is to certify that Mr. Rohit Sharma was employed with ABC Company Ltd. from 5th June 2015 to 30th September 2023. He was appointed in the role of Senior Business Analyst and his last drawn salary was Rs. 12,00,000 per annum. During his employment, he displayed exceptional analytical skills and was a dedicated team player. He successfully led various process improvement projects that helped increase departmental productivity by 25%. Mr. Sharma has now resigned from services of ABC Company Ltd. and his last working day was 30th September 2023. As per company policy, he has served the notice period of 2 months. We wish Mr. Sharma the very best for his future career. Please feel free to reach out in case you need any clarification. Authorized Signatory XYZ Head - Human Resources ABC Company Ltd. |
Read How to Write a job Acceptance Letter
How to Ask for a Relieving Letter?
Requesting a relieving letter is a common practice when you are leaving a job and planning to join a new organization. Here is how you can do it in five simple steps:
1. Choose the Right Time
Timing is crucial when making such requests. Choose a time when your immediate supervisor or HR personnel are not too busy. You can schedule a meeting or ask for a moment when they are relatively free. This ensures that your request is not rushed and that the person you are asking has the time to discuss the matter with you.
2. Draft a Polite Request
Write a formal and polite request for the relieving letter. Include your intent to leave the organization and express gratitude for the opportunities and experiences you gained during your tenure. Be clear about your departure date and mention that you would appreciate receiving a relieving letter to complete the exit formalities.
3. Communicate in Person or in Writing
Choose an appropriate mode of communication. If possible, request the relieving letter in person, as it allows for immediate clarification of any questions. If an in-person meeting is not feasible, you can send a formal email or letter. In both cases, maintain a professional tone and clearly articulate your request.
4. Highlight the Importance
Emphasize the importance of the relieving letter in your future endeavors. Mention that it is a standard requirement for the new job or any other professional commitment you may have. This helps your current employer understand the urgency and necessity of providing a relieving letter promptly.
5. Follow Up
After making the request, follow up if you don't receive a response within a reasonable timeframe. Politely inquire about the status of your request and express your understanding of their workload. This step ensures that your request doesn't get overlooked, and it also demonstrates your professionalism and commitment to completing the exit process smoothly.
Remember to tailor your request to the specific culture and norms of your organization, and always maintain a positive and professional tone throughout the communication.
Requesting a relieving letter is a professional and formal communication. Here's a sample template you can use to ask for it:
[Your Name] [Your Address] [City, State, Zip Code] [Your Email Address] [Your Phone Number] [Date]
[Employer's Name] [Company Name] [Company Address] [City, State, Zip Code]
Subject: Request for Relieving Letter
Dear [Employer's Name],
I hope this message finds you well. I am writing to request a relieving letter from [Company Name]. I have thoroughly enjoyed my time working with the company and am grateful for the experiences and opportunities it has provided me.
I have completed all the necessary formalities and handovers, and my last working day with [Company Name] was on [mention the last working day]. In accordance with standard procedures, I would like to request a relieving letter that confirms the completion of my tenure with the company.
The relieving letter is important for my future employment prospects, and I would appreciate it if you could provide it at your earliest convenience. If any more formalities or documentation are required from my end, please tell me, and I will ensure it is promptly provided.
I can be reached at [Your Email Address] or [Your Phone Number] for any further communication or clarification required.
Thank you for yo Sincerely, [Your Full Name] |
Read Appointment Letter Format
Frequently Asked Questions
Is a relieving letter mandatory in India?
While Indian labor laws do not explicitly mandate a relieving letter in every case, many organizations issue it as a standard HR practice. A relieving letter serves as proof that an employee has formally resigned and completed all exit formalities with the company.
Can I get an experience certificate without a relieving letter?
Yes, some companies issue experience certificates separately from relieving letters. However, many organizations provide both documents together as a relieving-cum-experience letter when an employee leaves the company.
What should I do if my company refuses to give a relieving letter?
If a company refuses to issue a relieving letter despite proper resignation and notice period completion, you should first contact the HR department and management. If the issue remains unresolved, you may seek assistance from the appropriate labor authorities or legal advisors.
Is a digital relieving letter valid?
Yes, a digital relieving letter issued by the employer with an authorized electronic signature or official company authentication is generally considered valid. Many organizations now provide employment documents digitally for convenience and record-keeping.
Can I submit a relieving letter after joining a new company?
Yes, some employers allow employees to submit their relieving letter after joining if there is a delay from the previous organization. In such cases, it is advisable to inform the recruiter or HR team in advance and share the document once it becomes available.
