Experience Letter Format: 10 Free Templates & Samples 2025

Every employee who leaves needs proof of what they did and for how long. This page has ready-to-use, India-compliant experience letter formats you can copy straight into Word or export as a PDF, five samples for the roles HR teams ask about most, and a request template for employees chasing one down.

Experience letter format templates (free download)

These are India-compliant experience letter formats you can copy directly into Word, export as a PDF, or turn into an interactive PDF format. Use the base format below, then jump to the role-specific samples further down to match your employee’s designation.

[Company Logo / Official Letterhead]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Website]

[Date of issuance]

[Employee Name]
[Employee Designation]
[Employee Address]

TO WHOM IT MAY CONCERN

Subject: Work experience certificate

This is to certify that [Employee Name] worked as a [Designation] with [Company Name] from [Joining Date] to [Last Working Date].

During their tenure, [Employee Name]’s services were found to be exceptional, with strong technical skills, problem-solving ability, and dedication to the role.

[Employee Name] has been an asset to the [Department] team and played a significant role in completing successful projects.

[Company Name] wishes [Employee Name] the best in their future endeavours.

Sincerely,
[Name]
[Designation]
[Contact Information]

What is an experience letter?

An experience letter, also called a work experience certificate, is a formal document a company gives a departing employee confirming their tenure, designation, and performance. It’s proof of employment used for background checks, new job offers, and visa or education applications, and it’s usually short: a few paragraphs, not a full report. It differs from a relieving letter, which confirms resignation and release from duties rather than the work itself; many companies issue both together.

What to include in an experience letter

Every experience letter should cover:

• Company letterhead
• Date of issuance
• Salutation (“To Whom It May Concern”)
• Employee name and designation
• Joining date and last working date
• A brief performance summary
• Closing statement
• Official stamp and signature
• Contact information for verification

Several state-level Shops and Establishments Acts in India expect employers to maintain and share accurate employment records on request, so keep the dates and designation here consistent with your HR system rather than approximating them. A mismatch between this letter and the employee’s offer letter or payslips is one of the most common reasons background-verification agencies flag a candidate, so double-check tenure dates and designation before signing off.

Experience letter samples by role

Five ready-to-adapt samples, each showing the tone and detail typical for that role. Swap in the employee’s real name, dates, and one or two specific contributions.

Basic template

Tech Solutions Inc.
123 Tech Lane, San Francisco, CA 94105

May 17, 2026

John Doe
Project Manager

TO WHOM IT MAY CONCERN
Subject: Work experience certificate

This is to certify that John Doe worked as a Project Manager with Tech Solutions Inc. from January 10, 2018 to April 30, 2026. During his tenure, John showed strong technical skills, problem-solving ability, and dedication, and played a significant role in completing successful projects.

Sincerely,
Jane Smith, HR Manager

Software engineer

This is to certify that Emily Johnson worked as a Software Engineer with Innovatech Corp. from March 15, 2019 to May 1, 2026. During her tenure, Emily contributed to the development of our flagship product, InnovateSuite, and consistently showed strong technical skills and dedication to her work.

Sincerely,
Michael Brown, Engineering Manager

Customize with the specific technologies, frameworks, or major releases the employee worked on.

Teacher

This is to certify that Rebecca Thompson served as a member of the teaching faculty at Greenwood High School from August 20, 2015 to May 10, 2026. Her innovative teaching methods and dedication to student development, particularly in English literature, made her a valuable member of our school community.

Sincerely,
Paul Anderson, Principal

Customize with the subjects taught, grade levels handled, or academic achievements.

Accountant

This is to certify that Ananya Rao worked as a Senior Accountant with Ledger & Associates LLP from June 5, 2020 to March 10, 2026. During her tenure, Ananya managed monthly closing, statutory audits, and GST filings with consistent accuracy, and led the firm’s migration to a new accounting system.

Sincerely,
Rajesh Menon, Finance Manager

Customize with the specific compliance areas, audits, or systems the employee handled.

Intern

This is to certify that David Lee successfully completed an internship as a Marketing Intern with Global Enterprises Ltd. from June 1, 2023 to December 31, 2023. During this period, David contributed to the launch of our marketing campaign for GlobalEco and showed strong dedication throughout.

Sincerely,
Sarah Williams, Marketing Director

State “internship” explicitly rather than regular employment, to keep the record accurate for future background checks.

Experience letter request format

If you’re an employee who needs to request this document, keep the email short and professional:

Subject: Request for issuance of experience certificate

Dear [Manager’s Name],

I am [Your Name], currently working as [Your Designation] in [Your Department] at [Company Name] since [Date of Joining]. As my last working day is [Last Working Date], I would like to request the issuance of my experience certificate for future reference.

I would appreciate it if this could be issued at your earliest convenience.

Best regards,
[Your Name]

Frequently asked questions

Is an experience letter mandatory in India?
There’s no single central law that mandates it, but several state Shops and Establishments Acts expect employers to confirm employment details on request, and it’s standard professional practice to issue one at exit.

What is the difference between an experience letter and a relieving letter?
An experience letter confirms role, tenure, and performance; a relieving letter confirms resignation and formal release from duties. Companies typically issue both at exit, and one doesn’t substitute for the other.

Can terminated employees get an experience letter?
Yes. It should stick to factual employment details, designation, and dates, without commentary on the reason for termination.

How soon should employers issue an experience letter?
Most companies issue it within 7 to 15 business days of a formal request, though this varies by internal policy and offboarding workload.