Related Guide
Relieving letter is a type of official document provided to an employee on resignation confirming that he/she has been relieved of duty. Relieving letters are often requested by the new employer to ensure that the employee completed his/her notice period and left the previous employer after completing all necessary formalities.
Relieving letters are mostly addressed to the employee leaving the organisation and is provided on the letterhead of the company on the last date of employment. Prior to providing a relieving letter, the employer must obtain from the employee a resignation letter. In some cases, relieving letter could be provided to the new employer confirming that the employee left employment after completing all necessary formalities.
What is a relieving letter?
Relieving letter is an official document issued to an employee leaving an organisation. It states that the employee has been relieved from their duties & responsibilities by the previous employer after finishing all the required formalities.
Typically, a relieving letter is printed on the employer’s letterhead and given to the employee on their last working day.
Relieving letter format
A relieving letter’s tone should be professional, and the content should be concise. Given that the employer’s name goes into it, the employer should ensure that the document’s drafting is done appropriately.
The following are the Details required in a relieving letter
Date
The issuance date is the first section and it should be written on top of the page. The date can be a piece of critical information in case of any disputes.
Employee Information
The employee information, along with the name, designation, and department, comes just below the date of issuance. The company’s name can also be provided in this section.
Subject
This section provides a brief about the letter’s purpose.
Salutation
In this part, the letter’s recipient is addressed by the first name preceded by a formal salutation. For example, ‘Dear Rahul’.
Body of the letter
This section captures particulars about the employee’s resignation and the fact that the employer has accepted it. It also includes when the employee tendered the resignation and when is the last day of employment.
Formalities and Appreciation
Here, the employer assures that the employee will receive the full and final settlement after a particular period. The assurance is followed by thanks and wishes for the employee.
Signature
The signature on the bottom left of the page marks the end of the letter
Relieving Letter Sample
16.06.2024
To,
Vishal Singh
Address Line 1,
Address Line 2,
City, State, PIN
Subject: Relieving Letter
Dear Employee Name,
This is in furtherance to your resignation letter dated 01st April 2024 wherein you had requested to be relieved from your services with effect from 30th May 2024 after serving 2 months notice period. We wish to inform you that your resignation was accepted and you are being relieved from your position of Senior Associate with Company Name with effect from 30th May 2024.
Your full and final settlement would be processed and credited in the next 45 days to the account provided during your employment. We appreciate your contributions to Company Name and wish you all the best for your future endeavours.
Regards,
For “Company Name”
HR Manager
Relieving Letter Request
An employee may request its employer for relieving letter after termination of his employement or his resignation. A relieving letter helps the employee in maintain his own records and also in many cases, relieving letter from the old company is being asked by the new employer at the time of joining a new job.
In case the previous employer did not issue the relieving letter then the employee can request the same from the HR of the Company. The format of such Relieving Letter Request Application is as follows:
Relieving letter request format
Date: 16.06.2024
To,
Shekhar Sharma,
HR Manager,
Name of the Company
Subject: Request for Relieving Letter
Dear Sir,
I am writing this letter in order to request you to issue me my relieving letter. I resigned from the organisation on 01st April 2024. The notice period of 2 month has also been served by me and my last working day was on 30th May 2024. I have also completed all the formalities.
I have worked for your organisation for 6 years with utmost sincerity and dedication. Thus, I would be very grateful if you can issue my relieving letter along with the final settlement of my dues as soon as possible.
I shall be joining the new company on 1st September 2024 and need to submit the documents at the time of joining. I, therefore request you to do the needful at the earliest.
Thanks and regards,
Signature
Rahul Jain
FAQs
Is a terminated employee eligible for a relieving letter?
Yes, a terminated employee also receives a relieving letter, but it clearly mentions the reason for departure as termination.
Can an employer deny a relieving letter?
Yes, the employer can deny relieving letters based on an employee’s misconduct or other similar issues. The employer should provide relieving letters to the departed employees in all other cases.
What is the difference between an experience letter and a relieving letter?
An employee’s resignation is accepted in the relieving letter, and the last working day is mentioned. An experience letter, also known as the service certificate, details an employee’s name, designation, gross annual salary, date of joining, date of leaving and the kind of experience an employee has had. Although, some companies only give a relieving letter and club the details of the service certificate in that itself.
Is it compulsory to issue relieving letter
No, it is not compulsory to issue the relieving letter. It depends on HR policies of the company. Though it is recommended that the same should be issued as it will be helpful for both employee and the company for their record purpose.
In case you do not have an experience letter / relieving letter from one of your previous jobs, how should you present it to the new employer?
In such a case where you neither have an experience letter/relieving letter from one of your previous jobs nor the previous employer is reachable or denies to issue such letter then in such case you should convey the same straightforward to the new employer.
Further, you can share the salary slips, appointment letter of the previous job to the new employer which may help in substantiating your experience and duration of job.
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