Relieving Letter Format: What to Include & Free Template
A relieving letter confirms that the employee has served their notice and is released from duty on a stated date. It should give the resignation date, last working day, final designation and tenure, and state that dues are settled, signed by an authorised person on letterhead. It is separate from an experience letter, and new employers usually ask for both.
A relieving letter is the document in which an employer confirms that an employee has served their notice and is released from their duties on a stated date. A new employer's background check usually asks for it, so employees want it on time.
What it should state
- ✓The employee's name, employee ID and designation
- ✓The date the resignation was submitted and accepted
- ✓The last working day and the date of relief
- ✓A statement that company property has been returned and dues are settled
- ✓Signature of an authorised person, on company letterhead
A simple template
[Company letterhead]
Date: [date]
To whom it may concern
This is to confirm that [Name], employee ID [ID], held the position of [designation] at [Company] and resigned on [date]. The resignation was accepted and [Name] is relieved from duties with effect from the close of business on [last working day]. All company property has been returned and no dues are outstanding from either side.
We wish [Name] success in future work.
[Name and designation of signatory]
Relieving letter and experience letter
| Relieving letter | Experience letter | |
|---|---|---|
| Confirms | Release from the company | Role held and work done |
| Contents | Resignation date, last day, no dues | Designation, tenure, responsibilities, conduct |
| Who asks for it | New employer, for verification | New employer, for references |
Many companies combine both in one document. Whichever you choose, issue it consistently.
When to issue it
Issue it on or soon after the last working day. Do not wait for the employee to ask. If you are holding it because of a dispute over notice or dues, take legal advice, because withholding a relieving letter can harm the employee's next job and invite complaints.
Common mistakes
- ✓Dates that do not match the resignation or payroll records
- ✓Missing signature or letterhead
- ✓A relieving letter that quietly says the employee was terminated
- ✓Different wording for different employees in the same situation
Automate it
If your HR system holds exit data, it can generate the letter from the last working day and designation on file, so nobody has to draft it or chase a signatory. SleetHR does this from the exit workflow.
Written by
HR Manager, Airwix Technologies (Sleet)
Nihit Dobariya is the HR Manager at Airwix Technologies in Ahmedabad, where he runs HR and payroll for the team behind Sleet. He writes about payroll, PF and ESIC, professional tax, the labour codes and everyday HR practice for Indian employers, and checks each rule against the official notification before it is published.
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