Format Of Relieving Letter

Format Of Relieving Letter

How To Write Relieving letter | Relieving Letter Format | Relieving Letter Request Format From Employee| Relieving Letter Samples, Templates and Samples

What is a relieving letter

As the name says, a relieving letter is an official communication from the HR/Management in the response to a resignation letter. Relieving letters are issued to the employee who has resigned from the company and has served his notice period. 

The intention of the relieving letter is to communicate that the employee has been officially relieved from his duties and employment.

In this article, we are going to discuss the following things.

  1. What is relieving letter (relieving letter meaning) 
  2. Importance of relieving letter
  3. Who can issue the relieving letter
  4. How to write request for relieving letter, format, and samples
  5. Request for relieving letter after a transfer, full and final settlement, request for early relieving, and pending dues
  6. How to write a relieving letter – for the employer
  7. Do’s and don’ts 
  8. Important components of a relieving letter
  9. Relieving letter format

Importance of relieving letter

letters are issued only after the employee has successfully completed his notice period, handover formalities, and has cleared all his dues. Prospecting companies often demand a relieving letter from job applicants to ensure that the job applicant has no obligation left to his last employer and is cleared to join a new company.

Job applicants who fail to furnish a valid relieving letter from their last employers are not allowed to join a new organization. A relieving letter is one of the most important documents that job seekers are supposed to submit at the timing of joining a new organization. 

Only the competent authorities from the HR department are authorized to issue a relieving letter. The employees are supposed to secure an NDC and NOC (No due certificate) in order to complete their handover formalities. Once the employee submits all NDC’s secured from all the stakeholder departments, HR can issue a relieving letter. 

relieving letter format

How to Request For a Relieving Letter After Resignation (formats and samples)

Mostly you do not have to request a relieving letter from your employer. Once you have completed all your exit formalities, you can obtain a relieving letter with other documents. 

If you have resigned from your position and have completed all the required handover formalities, and if you have still not received your relieving letter, also termed as an experience letter, it’s time to request a relieving letter from your manager and HR. 

You can simply send them an email asking for the relieving letter. Here is a sample request email for experience and a relieving letter for your reference. You can use the below-mentioned sample and send a relieving request mail to your manager. 

Relieving Letter Request Email Format

Dear Sir/Madam,

This is with reference to my resignation dated 23/03/2017 from the position of Accounts Manager, Emp ID: 234/MM/98. I would like to request you to release my relieving letter at the earliest. I have completed all my handover and exit formalities including the 30 days notice period. My last day with the organization was (Date).

I also would like to take this opportunity to thank you for your support and guidance during my time with the company. 

I need to submit the reliving letter to my new organization before (date), I would appreciate it if you could release the experience letter/Relieving letter at the earliest. 

Thank you & Regards

Request for Relieving Letter After Transfer

Dear Sir/Madam,

This is with reference to my transfer to the Nevada branch starting 23/03/2017, Emp ID: 234/MM/98, Sales Manager. To join, I have been asked to submit a relieving letter obtained from Newyork branch. I would like to request you to release my relieving letter at the earliest. I have completed all my handover and exit formalities from my side. My last day at the Newyork branch was (date).

I also would like to take this opportunity to thank you for your support and guidance during my time with the company. 

I need to submit the reliving letter on or before (date). I would appreciate it if you could release the Experience letter/Relieving letter at the earliest. 

Thank you and regards

You can also use the above samples to write a relieving letter request email for full and final settlements and early relieving from the company. 

What to do if your employer is not providing you with a relieving letter or experience letter?

  1. Request: Send them an email requesting to release your experience letter/relieving letter. Also, send a few reminder emails if you do not receive any response. 
  2. Mark CC: Do not forget to mark, yes marking a cc to your reporting manager, HR, or someone significant in the organization always works. 
  3. Check with hr for any pending formalities that you may have missed out on. 
  4. Pay a visit: if nothing works out, try visiting your employer personally to talk about the grievances and sort it out.
  5. If nothing works out, convince your new employer to accept payslips, offer letter, or bank statement to prove your employment.

Do not panic, just make sure that you have completed all your exit formalities, cleared all your pending dues, and have left the organization on a positive note. Don’t forget to keep a copy of salary slips, bank statements, offer letter, appointment letter, promotion letter, and other documents from your employer. 

How to Write a Relieving Letter – For Employer

As we have already explained earlier in this article how important a relieving letter is for an employee. It’s equally important that a relieving letter contains all the required details and issued by an authorized signatory. 

A relieving letter must include the following information 

  1. Employee ID
  2. Designation
  3. Employee name, address, and contact details
  4. Promotion details if any
  5. Last date of the employment
  6. Company Seal and Signature

Do’s and Don’ts 

  1. The letter should be issued by the authorized signatory only, For example, HR, Admin, and HOD, etc.
  2. Relieving letters should be issued on the company letterheads only
  3. Relieving letters with incomplete information may not be accepted by the new employers
  4. Employers should not mention confidential details on relieving letter
  5. The language of a reliving letter must be polite and professional. 
relieving letter format

Relieving Letter format #1

To,

Employee Name

Employee ID

Address Line 1,

Address Line 2,

City, State, PIN

Subject: Relieving Letter/Experience Letter

Dear Employee Name,

This is with reference to your resignation from the position of accounts manager dated XXX. we wish to inform you that your resignation has been accepted and as requested your last date of employment with the organization will be XXXX. you will be relieved of your duties once you complete your 3 months notice period, handover, and exit formalities.

Your full and final settlement would be processed and issued in the next 45 days. We would like to thank you for your contributions and your time. We also wish you all the best for your future endeavors.

Thanks and Regards,

HR Manager.

Experience And Relieving Letter format #2

To,

Employee Name

Employee ID

Address Line 1,

Address Line 2,

City, State, PIN

Subject: Relieving Letter/Experience Letter

Dear Employee Name,

This is with reference to your resignation from the position of Sales Manager dated XXX. We wish to inform you that you have been officially relieved from your duties effective (Date). We would like to thank you for your services and contribution to the company’s growth. 

Your full and final settlement would be processed and issued in the next 45 days. We also wish you all the best for your future endeavors.

Thanks and Regards,

HR Manager.

Harry

An avid reader who loves reading sci-fi and modern mysteries. Partake in endless conversations, and find new friends along the way. I have 13+ years of experience working in industries ranging from tech start-ups to HR bigshots. I have found that nothing satisfies me more than meeting new people, developing new relations, gaining and sharing knowledge, solving problems, and contributing to the overall growth of the business.

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