Relieving Letter Format
This guide covers relieving letter formats for corporate, IT, and small business use, with ready-to-use Word and PDF templates, a combined experience letter format, and a request letter format for employees.
A relieving letter format helps you officially confirm an employee's exit and proves they are free from their previous employment obligations. Whether you are an HR manager looking for a company relieving letter format or an employee needing a relieving request letter format, the right document ensures a smooth offboarding and hassle-free onboarding at the next organization.
Below, you can find professionally drafted templates including the relieving letter format in Word and PDF, a combined relieving and experience letter format, and an email format for HR teams.
What Is a Relieving Letter?
A relieving letter is an official document printed on the company letterhead. It certifies that an employee's resignation has been accepted and explicitly states their Last Working Day (LWD).
Standard Relieving Letter Format (Corporate)
Best for: The standard offboarding process in private limited companies and MNCs.
This is the most widely used job relieving letter format. It covers the resignation reference, confirmation of "No Dues," and the official release date. It is professional, concise, and meets the requirements of background verification agencies.
Example Scenario: TechSphere Solutions relieves a Senior Analyst after a 3-year tenure.
TechSphere Solutions Pvt. Ltd. Infotech Park, Hinjewadi, Pune - 411057
Date: January 31, 2024
To, Mr. Amit Kumar Employee ID: TSS-402 Senior Analyst
Subject: Relieving Letter
Dear Amit,
This is with reference to your resignation letter dated December 31, 2023. We would like to inform you that your resignation has been accepted, and you are officially relieved from your duties as Senior Analyst at TechSphere Solutions Pvt. Ltd. at the close of business hours on January 31, 2024.
We confirm that you have completed all necessary handovers and that there are no dues pending from your end.
We appreciate your contributions and dedication to the organization during your tenure from January 15, 2021 to January 31, 2024.
We wish you the best in your future endeavors.
Sincerely, (Signature) Rohan Deshmukh Head of Human Resources TechSphere Solutions Pvt. Ltd.
Simple Relieving Letter Format
Best for: Small businesses, retail shops, or situations requiring a quick, direct confirmation.
Sometimes, you do not need a lengthy document. This simple relieving letter format focuses strictly on the facts: the employee has resigned and is free to join elsewhere. It works well as a basic relieving letter word format.
Date: [DD/MM/YYYY]
To, [Employee Name][Employee ID]
Subject: Relieving Order
Dear [Employee Name],
This letter confirms that your resignation from the post of [Designation] has been accepted.
You are relieved from your services at [Company Name] effective from the closing hours of [Last Working Date]. We confirm that you have cleared all your dues and handed over company assets.
We wish you success in your future career.
Authorized Signatory, [Manager Name][Company Name]
Relieving and Experience Letter Format (Combined)
Best for: Streamlining paperwork by combining two documents into one.
In many organizations, HR prefers issuing a single document that serves both purposes. This relieving and experience letter format confirms the release from duties and certifies the employee's conduct and tenure, saving the employee from managing multiple files.
Example Scenario: FinCorp Advisors issues a combined letter to an Accountant.
FinCorp Advisors Nariman Point, Mumbai - 400021
Date: March 31, 2024
To Whom It May Concern
Subject: Relieving cum Experience Letter
This is to certify that Ms. Priya Sharma (Emp ID: FCA-109) was employed with FinCorp Advisors as an Accountant from April 1, 2022 to March 31, 2024.
Following her resignation, she has been relieved of her duties effective March 31, 2024. We verify that she has cleared all dues and handover formalities.
During her tenure, Ms. Priya displayed professionalism and maintained a good record of service. We found her to be sincere and hardworking.
We wish her all the success in her future endeavors.
For FinCorp Advisors, (Signature) Director
Relieving Letter Request Format (Employee to HR)
Best for: Employees who have resigned but have not received their letter yet.
If your last day has passed and you are still waiting for documents, use this relieving request letter format. It is a polite reminder to the HR department to expedite the process so you can join your new company.
Date: [DD/MM/YYYY]
To, The HR Manager, [Company Name]
Subject: Request for Relieving Letter
Dear Sir/Madam,
I am writing to formally request the issuance of my Relieving Letter. I resigned from my position as [Designation] on [Resignation Date] and served my notice period until my last working day, which was [Last Working Date].
I have completed all handover formalities and obtained the "No Dues" clearance. As I need to submit this document to my new employer for onboarding, I request you to kindly issue the employee relieving letter format in word or PDF at the earliest.
Thank you for your assistance.
Sincerely, [Your Name][Employee ID] [Phone Number]
Relieving Letter Format for IT Employee
Best for: Software engineers and technical staff where data security is paramount.
For the IT sector, specific mentions regarding the return of hardware (laptops) and data confidentiality are often included. This relieving letter format for IT employee ensures that the exit process covers IP protection.
Example Scenario: CodeRed Systems relieves a Software Developer.
CodeRed Systems Electronic City, Bengaluru - 560100
Date: May 15, 2024
To, Mr. Vikram Singh Software Developer
Subject: Relieving Letter
Dear Vikram,
With reference to your resignation, we hereby accept it and relieve you from the services of CodeRed Systems effective May 15, 2024 (Afternoon).
We confirm that you have returned all company assets (Laptop, Access Card) and have cleared all dependencies. Please note that you are bound by the confidentiality agreement regarding company data even after your exit.
We wish you the very best for your future.
Sincerely, (Signature) HR Manager CodeRed Systems
Relieving Letter Email Format
Best for: Sending the signed PDF to the employee via email.
HR managers often send the final document as an attachment. This relieving letter email format serves as the cover note for that attachment.
Subject: Relieving Letter - [Employee Name] - [Employee ID]
Dear [Employee Name],
Please find attached your Relieving Letter and Experience Certificate.
We confirm that you have been relieved from your duties at [Company Name] effective [Date]. We wish you the very best in your future career.
Please acknowledge receipt of this email.
Regards, HR Department [Company Name]
Key Tips: Do's and Don'ts for Relieving Letters
Do's
- Use Letterhead: A relieving letter on plain paper is invalid for background verification.
- Be Specific: Clearly state the Last Working Day (LWD). This is the most important data point for the next employer.
- Mention "No Dues": Explicitly state that the employee owes nothing to the company to prevent future financial disputes.
Don'ts
- Don't Withhold Without Cause: Unless there is a criminal case or massive financial loss, you cannot legally hold back a relieving letter for arbitrary reasons.
- Don't Add Negativity: Even if the exit was rough, keep the relieving letter neutral.
- Don't Delay: Issue the letter on the last day or within 7-10 working days maximum.
FAQs on Relieving Letter Format
Is a relieving letter mandatory?
Yes. For most professional jobs, the new employer will demand a relieving letter format to ensure you are not dual-employed and have exited your previous role gracefully.
What is the difference between a Resignation Acceptance and a Relieving Letter?
Resignation Acceptance: Confirms intent to leave and sets the notice period.
Relieving Letter: Issued after the notice period is over, confirming the actual exit.
Can a company refuse to give a relieving letter?
Generally, no. If an employee has served the notice period and cleared dues, it is their right to receive a simple relieving letter format. However, companies may withhold it if the employee absconds or causes damage to property.
Is a relieving letter valid via email?
Yes. A relieving letter format pdf sent via the official company email domain is legally valid and widely accepted by recruiters.
Does this letter serve as an experience certificate?
Not always. A standard relieving letter only says "You have left." An experience letter says "You worked here for X years doing Y." However, using the relieving and experience letter format combines both.
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