How to Write a Relieving Letter: Templates and Examples 2024
In the professional world, documents like relieving and experience letters are crucial in validating your past employment. As a college student or fresher stepping into your first job, you might need a greater understanding of these documents, their significance, and how to approach them.
In this article, we will dive deep into what a relieving letter is, its format, how to request one, and how it differs from an experience letter.
What is a Relieving Letter? – Relieving Letter Meaning
A relieving letter is an official document provided by your employer, usually issued by the HR department, at the time of your exit from the company. It serves as proof that you have officially resigned, completed the necessary handover, and been relieved from all duties and responsibilities. A relieving letter is an essential document when transitioning to a new job, as it confirms that you left your previous role on professional terms.
Key features of a relieving letter include:
- Proof of Employment: It verifies that you were employed with the organization for a specific period.
- Clearance of Responsibilities: It confirms that you have handed over all tasks and responsibilities and have no further obligations towards the company.
- Final Settlement: It often states that all dues, including salary, incentives, and other benefits, have been settled.
How to Write a Relieving Letter?
Typically, employees do not write relieving letters; it is the employer who drafts and issues this document. However, knowing the format and contents of a relieving letter can help you understand what to expect.
A standard relieving letter format includes the following components:
- Company’s Letterhead: The letter must be printed on the company’s official letterhead with their logo and contact details.
- Date of Issuance: The date when the letter is issued.
- Employee’s Information: The employee’s full name, designation, and department.
- Subject Line: The title “Relieving Letter” or a similar subject line.
- Body of the Letter:
- A statement confirming that the employee has been relieved of all duties.
- Mention of the employee’s tenure with the company.
- A note of appreciation for the employee’s services.
- Assurance that all dues have been settled.
- Signature of Authorized Person: Usually from the HR manager or a senior member of the company.
Format of Relieving Letter
A relieving letter is typically issued on the last working day or shortly after, marking the official end of your professional relationship with the organization.
Here are two sample formats of Relieving Letters:
Basic template
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[Company Name] [Address] [Contact Information] Date: [DD/MM/YYYY] Ref: [Reference Number] RELIEVING LETTER TO WHOMSOEVER IT MAY CONCERN This is to certify that Mr./Ms. [Full Name] (Employee ID: [Number]) was employed with [Company Name] from [Start Date] to [End Date] as [Designation]. [He/She] has been relieved of [his/her] duties effective [Last Working Day] after completing all necessary formalities and clearing all dues. We wish [him/her] success in all future endeavors. For [Company Name] [Signature] [Authorized Signatory Name] [Designation] |
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Detailed Template
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[Company Letterhead] Date: [DD/MM/YYYY] Ref: HR/RL/[Year]/[Number] RELIEVING LETTER TO WHOMSOEVER IT MAY CONCERN This is to certify that Mr./Ms. [Full Name] (Employee ID: [Number]) was employed with [Company Name] from [Start Date] to [End Date] as [Designation] in the [Department] department. During [his/her] tenure with us, [he/she] has maintained a good record and completed all assigned responsibilities satisfactorily. [He/She] has cleared all dues and completed the necessary handover procedures as per company policy. [He/She] is officially relieved from [his/her] duties effective [Last Working Day] and is free to pursue other opportunities. We appreciate [his/her] contributions to the organization and wish [him/her] success in all future endeavors. For [Company Name] [Signature] [Name] [Designation] [Company Seal] |
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Relieving Letter Format Sample
Let’s look at a sample relieving letter format.
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[Company Letterhead] [Date] [Reference Number] TO WHOMSOEVER IT MAY CONCERN This is to certify that [Employee Name] (Employee ID: [Number]) was employed with [Company Name] from [Join Date] to [Last Working Day] as [Designation] in the [Department] department. During [his/her] tenure with us, [he/she] has cleared all dues and completed the necessary handover procedures. [He/She] is officially relieved from [his/her] duties effective [Last Working Day]. We wish [him/her] the best in [his/her] future endeavors. For [Company Name] [Signature] [Name] [Designation] [Company Seal] |
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How to Ask for a Relieving Letter
There are certain professional protocols to follow when requesting a relieving letter. Here’s a step-by-step guide on how to ask for it:
- Check Company Policy: Before approaching your HR department, check your company’s exit policies to understand the notice period and the process for requesting a relieving letter.
- Complete Resignation Process: Ensure you have submitted a formal resignation and completed your notice period as per company policy.
- Handover Responsibilities: Ensure that all your tasks are handed over to a colleague or manager and that all clearances are done from respective departments.
- Send a Request Email: Once your notice period is over and you have completed all formalities, send a polite request for a relieving letter to the HR department or your manager.
Sample Email Requesting Relieving Letter
Here’s a sample email requesting a relieving letter:
Subject: Request for Relieving Letter – [Your Name] (Employee ID: [Number])
Dear [HR Manager’s Name],
I hope this email finds you well. As per my resignation accepted on [Date], my last working day with [Company Name] will be [Last Working Day].
I have completed the handover of my responsibilities to [Colleague’s Name] and cleared all pending dues. I would appreciate it if you could provide me with my relieving letter on my last working day.
Please let me know if any additional information or documentation is required from my end.
Thank you for your assistance.
Best regards,
[Your Name]
[Employee ID]
[Department]
[Contact Number]
Relieving Letter Format in Word
To make things easier, most companies also provide relieving letters in editable Word format. You can find relieving letter templates in Word format on various job portals or company resources. These templates allow HR professionals to quickly edit and issue the letter without needing to draft a new one from scratch.
When you are an employee requesting a relieving letter, there’s no need to format it yourself, but being familiar with its Word format can make the document review process smoother.
Difference Between a Relieving Letter and an Experience Letter
Many freshers and college students confuse relieving letters with experience letters, but they serve different purposes.
Relieving Letter:
- Issued at the time of resignation: The primary function of a relieving letter is to confirm that you have been relieved from your job and have no further responsibilities with the company.
- Focused on exit process: It mentions the last working date and that the employee has completed all formalities.
Experience Letter:
- Issued upon request or automatically: An experience letter is provided after you leave the company and details the period of employment, your job role, responsibilities, and performance.
- Focused on the employee’s performance: It describes your skills, achievements, and contributions during your time at the company.
While a relieving letter shows that you have left your previous employer on good terms, an experience letter highlights your work experience and can help in securing future job opportunities.
What if the Company Doesn’t Provide a Relieving Letter?
In some cases, companies may delay or refuse to provide a relieving letter. This can be a challenging situation for the employee, especially when a new employer asks for it. Here’s how you can handle this:
- Follow up consistently: Send polite email reminders to HR or your reporting manager, requesting the letter.
- Escalate the issue: If the delay is too long, escalate the issue to higher management.
- Provide alternative documents: If the company refuses, you can provide an experience letter, salary slips, or any communication related to your resignation.
A relieving letter is an essential document that plays a key role in your professional journey. As a college student or fresher, understanding its importance, how to request it, and its format will help you navigate your career transitions smoothly. Ensure you follow all professional protocols during your resignation process and maintain communication with your employer to receive the relieving letter promptly.
Related Reads:
How to Calculate Salary Structure
How to Write a Resume for Freshers?
How to Write a Joining Letter?
How to Write a Thank-you Mail After An Interview?
FAQs on Relieving Letter
Is the relieving letter and experience letter the same?
No, they’re different. A relieving letter officially confirms your employment termination and clearance of dues, while an experience letter details your job responsibilities, duration of employment, and performance during your tenure. Both serve different purposes in professional documentation.
Can I join another company without a relieving letter?
Most companies require a relieving letter as proof of proper employment termination from your previous employer. Without it, joining a new organization can be challenging as it’s essential for background verification and confirms you’re free from prior commitments.
What happens if my employer refuses to give a relieving letter?
If your employer refuses to provide a relieving letter, first escalate to HR formally. Document all communication and requests. You can seek legal assistance through labor courts or employment tribunals if needed, as it’s your professional right.
How long should a company take to issue a relieving letter?
Companies typically issue relieving letters on the last working day or within 1-2 weeks after completing all exit formalities. The timeline may vary by organization, but excessive delays should be addressed with HR department.
Can the relieving letter be backdated?
No, backdating relieving letters is not legally acceptable. The letter should reflect accurate dates of employment termination. Backdating can lead to legal complications and may be considered document falsification by future employers.
What should I do if I lose my relieving letter?
Contact your former employer’s HR department with your employee details requesting a duplicate copy. Submit a formal email explaining the situation. Most companies maintain records and can issue a duplicate with proper verification.
Is a digital/soft copy of the relieving letter valid?
Digital copies of relieving letters are increasingly accepted, especially if they include digital signatures and company letterhead. However, some organizations may require physical copies with original signatures for verification purposes.
What are the mandatory elements in a relieving letter format?
A standard relieving letter format must include company letterhead, issuance date, employee details (name, ID, designation), employment duration, clearance confirmation, and authorized signatory details. Optional elements include reference number and department information, enhancing document authenticity.
How do I format a relieving letter request email?
Format your relieving letter request email with a clear subject line mentioning “Relieving Letter Request – [Name][Employee ID]”. Include your last working day, confirmation of handover completion, and dues clearance. Maintain a professional tone and provide your contact details.
What is the difference between full-format and simple-format relieving letters?
A full-format relieving letter includes detailed information about the role, responsibilities, and project details, while a simple format only states employment duration and relieving confirmation. The full format is preferred for senior positions and specific industries.
Is there a specific word format template for relieving letters?
Most organizations use a standard Word template featuring company letterhead, proper spacing, professional fonts (Arial/Times New Roman, 11-12 point), and standard margins (1 inch). The format should follow formal business letter guidelines.
How should dates be formatted in a relieving letter?
Use a consistent date format throughout the letter, preferably DD/MM/YYYY or Month DD, YYYY. Employment duration dates should be clearly stated with joining and relieving dates. Avoid abbreviations to maintain a professional appearance.
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