In professional life, relieving letters, experience letters, and pay slips are vital documents to authenticate your journey with an organization. If you are an absolute fresher or newly stepped into the profession, you might not have great knowledge about these documents and why they are important. Hence, in this article, we will cover the relieving letter, its importance, its format, how to request it from your employer, and how it differs from an experience letter.
Let’s begin with understanding what is a relieving letter.
What’s a Relieving Letter?
A relieving letter is an official document issued by a company to confirm the employee’s termination from the organization. Employees might have to ask their employers for a relieving letter while putting in their resignation. To issue a relieving letter, the HR department of an organization must draft an official letter after the termination of the notice period. This letter will state that the employee has been relieved from duties and responsibilities by the previous employer to comply with all the exit procedures. Once the relieving letter reaches the employee, it indicates that he/she is no longer duty-bound to serve the company further.
Most employers will run background checks on applicants with documentation submitted by the candidate. For the verification, the organization verifies the details like duration of the work, designation, settlements, and so forth. Hence, a relieving letter, experience letter, and other documents must be given by the employee to the organization.
Relieving Letter Importance
The candidate is changing jobs as a personal choice for career advancement and growth. Though candidates need to gather all official documents before quitting the organization at hand, this is important because these documents are needed during the application and joining processes with new companies.
The very documents that must be collected are acceptance of the resignation letter, copies of the resignation letter, recommendation letter, experience certificate, full and final settlement certificate, offer letters, appraisal and promotion letters, and salary slips for the past six months. All those file copies hold much importance, mentioned hereunder in the details of relieving letters:Â
- Documentation: These letters serve as documented proof of the employee’s experience in the company. For employees, the relieving letter represents legal proof that they are no longer with the company and that they have served their tenure. Collect promotion and appreciation letters with this.
- Highlights employee behavior: These letters show that the employee has left the company respectfully and with amicable relations with his or her respective employer.
- Future employment requirement: Certain employers may even require that you produce a relieving letter as part of employment requirements. Some may not ask for one, but some, nevertheless, may not offer you the job without a relieving letter; others will require appointment acceptance letters or resignation email communications because it may take weeks for prospective employees to receive relieving letters.
- Clear confirmation: It contains the date of its issuance along with the last working day so that the future employer knows the exact date of leaving the previous company.
- Final Settlement: It ensures that all arrears are cleared before leaving, thereby assuring all financial issues will henceforth be addressed.
- Compliance Assurance: The relieving letter guarantees that the employee operates under the safeguard of the organization’s norms and values.Â
How to Write a Relieving Letter Word format?
Following is a stepwise approach for obtaining a comprehensive and decent relieving letter:
- Introduction: Start the document with an introduction of respect to the withdrawing ex-employee. Proceed to thank them for the contribution made during their working tenure and acknowledge their resignation to take on a better opportunity elsewhere.
- Statement of Termination: Mention their last working day according to termination date-.Â
- Reason for separation: The member must be honest about the circumstances of his/her departure.
- Mention achievement: Recognize all contributions and achievements made by the employee within the organization. Cite projects or campaigns, objectives met, or any major achievement to add a note of being appreciative.
- Gratitude: Thank the employee for his/her commitment to the organization, the work, and the endeavors undertaken. Acknowledge and appreciate the impact of such efforts on the organization.
- Clearance status: Comment that the employee completed the settlement of all his or her dues and bills, liabilities, or commitments including financial settlement, and return of all assets provided to the employee, to finalization.
- Extend wishes: The wishes for future success. Send good wishes for future growth and success.
- Closing: “Yours sincerely” or “Best regards.” End the document with the name and designation of the authorized signatory and the date.Â
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Relieving Letter Format Sample
[Date]
[Employee Name] [Employee Address] [City, State ZIP Code]
Dear [Employee Name],
We are writing to confirm that your employment with [Company Name] has been terminated effective [Termination Date].
We would like to take this opportunity to express our appreciation for your contribution to the company and wish you all the best in your future endeavors.
Please note that you will be paid for all outstanding dues including salary, benefits, and reimbursements as per the company policy.
We extend our heartfelt appreciation for your hard work and commitment during your time with us. We wish you all the best in your future endeavors and trust that you will excel in your next role.
We request you to return all company property, including but not limited to, laptops, mobile phones, access cards, etc. before the last working day.
Please acknowledge receipt of this letter by signing and returning the enclosed copy to us. For any further information or verification, please feel free to contact our HR department at [HR Contact Information, phone number, email].
Thank you.
Sincerely,
[Your Name] [Your Title] [Company Name]
Relieving Letter format PDF
The relieving letter format is the same as the PDF. The difference between the two is the format of the document. While the first could be in Word or doc, the latter is in PDF format. The PDF format is easy to share, is typically supported by every device and browser, and hence is the most accepted form. To convert the relieving letter into a PDF, use any online converter tool, upload the documents, and wait for the conversion. Now download the relieving letter in PDF format.
Difference Between Relieving letter vs Experience letter
The difference between a relieving letter and an experience letter is that a relieving letter is a document that states that the company has accepted the resignation of the employee, notes the final working day, and mentions that the employee has no dues left with the organization. However, an experience letter states that the employee has worked with the organization for a defined tenure (mentioning the first and last working day).
While both documents are given to the employee while leaving the organization, and both confirm the employee’s association with the company, they are slightly different. On one side, the relieving letter confirms that the employee has no obligation or responsibilities to the organization and that everything including finances is settled between the employee and the company. On the other hand, an experience letter is proof of the employee’s designation and tenure of association with the company. Besides, the relieving letter is authorized on the employee’s resignation while the experience letter is provided on leaving or after leaving the employment.
Tips And Best Practices For Writing A Relieving Letter
- Use the company letterhead
- Mention the employee’s full name, designation, department, last working day, and other crucial details.
- State the reason for the employee’s resignation (e.g., resignation, termination).
- Clearly state if there are any outstanding payments or documents.
- A brief mention of acknowledgment and appreciation for the employee’s work can be added, if applicable.
- Don’t forget to retain a copy of the relieving letter for your records.
How to Request a Relieving Letter- Sample Email
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]
FAQs
1) What is a relieving letter?
Ans:- A relieving letter is an official document provided by an employer to an employee on submitting the resignation or termination, in case. The HR department of the company issues a relieving letter to the departing employee accepting the resignation or terminating an employee, writing his/her job role, and last working day, and settling the dues and freeing them of their liabilities to the company.Â
2) Is a relieving letter compulsory?
Ans:- Yes, in most companies, a relieving letter is compulsory as it is a vital source of employee employment verification. Besides, a relieving letter is also important for personal reasons as it can be a useful document to prove your association with the company in future instances.
3) What is the difference between a relieving letter and an experience letter?
Ans:- A relieving letter is an official document that confirms your employment termination and clearance of dues, and liabilities and is provided on resignation. On the contrary, an experience letter states your job role, tenure (first and last working day), and performance. It is given on leaving the company or after you leave the company.Â
4) Can a company not give a relieving letter?
Ans:- In some cases, companies refuse to provide the employee with a relieving letter. It could be due to company policy, or mostly, due to the employee’s poor performance, termination, or leaving the company on bad terms, and job abandonment.Â
5) How to ask HR for a relieving letter?
Ans:- To ask HR for a relieving letter, you can simply send an email or even a written request to your manager, mentioning your last working day and asking for the issuance of the letter to formalize your departure. Ask for the document after your last working day or after the completion of your notice period.
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