Relieving Letter - Tips, Importance, Matters, & Templates

If an employee resigns from the organization, either the HR department or the company manager issues a relieving letter upon request. The relieving letter is a document that acknowledges the resignation of the employee, thanks them for their service and effort in the company and states important details like the date of resignation and official last working day in the company.

The relieving letter is an official document written on company letterhead and issued with an authorized signature by HR or managed. It is an official declaration that the employee has fulfilled their obligations towards the company during the tenure and notice period diligently, as well as acts as an important document for the future employer.

Additionally, the company may ask the employee to follow the Non-still-Disclosure Agreements they had with the company, even after their tenure with the company has expired.

How is a relieving letter different from an experience certificate

While the employer issues a relieving letter and an experience letter when the employee finishes their tenure, the relieving letter is more formal. It's a vital requirement for future employers.

A relieving letter is an official confirmation that the employee has successfully fulfilled their obligations as per the company policies during their tenure and notice period, as well as has no unpaid dues against the former company, including salary and reimbursements. It provides a formal end to the employee's service to the company and offers proof the company has accepted the employee's notice.

Experience letters summarize employee's roles, responsibilities, work ethics, achievements, performance, and conduct during their tenure with the organization.

Why Relieving Letters Matter

Relieving letters conform as concrete proof that the employee has fulfilled their obligations in the previous organization during their tenure and has no dues pending. It also provides essential details to the future employer, such as joining date, roles and responsibilities, and employee experience, and shows the new employer that there were no issues with the employee's departure. It can also act as a letter of goodwill from the previous employer to showcase the character of the employee.

A missing relieving letter can hinder job prospects and career growth while also shielding the employer from potential disputes. Employers must legally issue a relieving letter to employees who have tendered their resignations, completed their notice period, and settled all dues.

What should a Relieving Letter include?

The relieving letter must have the following components:

Employee Information

The letter includes the employee's departure details: name, designation, and roles and responsibilities during their tenure at the organization.

Full name of the employee
Employee identification or staff number
Job title or designation
Department or division
Dates of employment (start and end dates)

Employer Information

Vital information about the employer which the future employer can refer when performing background checks of the employee. This information could include

Company Name
Company Address
Contact Details
Subject

It is essential that the letter briefly articulates the purpose it serves.

Date of Issuance

The issuance date is crucial to confirm it was provided on the employee's last day and to prevent future disputes about their tenure.

Salutation

It includes the employee’s name preceded by a formal salutation. For example:

‘Dear Nick’ etc.

Body of the Letter

The body of the letter states the details about the employee, including their designation and role in the organization as well as the employee's last working date in the organization. It also conveys the employee’s resignation date and their last working day at the organization.

Job Performance and Conduct

A brief statement about the employee’s performance during their tenure Any specific achievements or contributions, if applicable

A statement regarding the employee’s conduct during employment.

Employee Expressing Gratitude and Reconciliation

This section also forms part of the concluding paragraph of the body. This section confirms the completion of formalities, notice period service, and settling of dues by the employee. The letter concludes by wishing the best for the employee in their future endeavors.

No Objection

A statement indicating that the company has no objection to the employee seeking new employment or pursuing other opportunities.

Clearance Status

Confirmation that the employee has cleared all dues, obligations, or responsibilities with the company, including financial matters, if applicable.

Signature

The employer signs the letter along with the seal of the organization.

Non-disclosure agreement

The correspondence should encompass a non-disclosure agreement, effectively barring the employee from divulging confidential information pertaining to the organization.

Key Points to Consider While Writing a Relieving Letter

Before drafting the relieving letter, consider the following:

The relieving letter must be drafted on the letterhead of the company

The ideal salutation should begin with ‘To Whomsoever It May Concern.’ unless otherwise specified by the employee

Clearly state the employee's designation and acceptance of their resignation. Maintain a polite, formal tone.

Include the employee's tenure (joining and leaving dates).

Issuing the relieving letter promptly after an employee's departure is crucial to prevent confusion and disputes. It serves as valuable employment history evidence for future job applications.

Relieving Letter Format

Once the employer acknowledges the employee's resignation, they should promptly draft a relieving letter with the following essential details.

A Relieving Letter to Employee from Manager

[Your Company Letterhead]
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin]

[Date]

Dear [Employee’s Full Name],

This letter serves as a confirmation of the receipt of your resignation letter [Resignation Date], in which you requested to be relieved from your position as [Employee’s Designation] at [Company Name]. We are pleased to provide you with your relieving letter.

This is to inform you that you [Employee ID] will be relieved after careful consideration and necessary formalities.

You have completed your tenure at [Company Name] as [Job Title] from [Joining Date] to [Last Working Date].

We appreciate your dedicated service and commitment during your time with us.

Sincerely,

[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]

Relieving letter request mail to Manager from Employee

Dear [Manager’s Full Name],

I am writing a letter requesting for a relieving letter for my employment starting from [Joining Date] to [Last Working Date] as [Employee’s Designation] at [Company Name]. I have already sent the resignation letter dated [Resignation Date] to you for the same.

I cannot express enough gratitude for all the opportunities and experiences gained during my tenure in your organization. Eagerly awaiting the timely issuance of the relieving letter, which will prove invaluable for my future career going forward.

If there is any particular offboarding process that I need to go through for gracefully exit the company, please let me know. I look forward to hearing from you soon.

Thank you for your time and consideration.

Best Regards,

[Your Full Name]
[Your Employee ID]
[Your Contact Information]

Conclusion

In Conclusion, we looked at the meaning of the relieving letter, its components and how to apply. This is an important milestone in your career. A well-crafted support letter connects the past to the future, confirms professionalism and honesty, and enables new adventures and confidence. During the termination process, it is important to maintain a positive and professional relationship with your former employer.