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Experience Letter Format + 10 Samples With Tips

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experience letter

Any job you apply for is going to ask you for an experience letter. It is basically formal proof from your previous employer that says how well you did in the job. It also talks about how long you were there and what your responsibilities were.

If you’re an HR reading this, then yes, every time an employee resigns, you’re going to have to sign them off with a work experience certificate. But, in an ideal situation, the format should be different for different roles.

To make things easier for you, we are including ten free work experience sample PDFs so you don’t have to start from scratch every time someone hands in their papers. You can further learn about what a work experience letter or certificate is, what information it should include, and how to write one.

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Experience Certificate Format

Before we understand the basics, importance, and role-based samples let’s look at a basic work experience letter format.

[Company Logo / Official Letter Head]

[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] has worked as a [Designation] with [Company Name] from [Joining Date] to [Last Working Date].

During his/her/their tenure, [Employee Name]’s services were found to be exceptional. He/she/they has shown strong technical skills, and problem-solving abilities and has been dedicated towards his/her/their work throughout. 

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

[Company Name] wishes [Employee Name] the best in his/her/their future endeavors. 

Sincerely, 

[Name]

[Designation]

[Contact Information]

What is an experience letter?

An experience letter is a formal letter given to a leaving employee by a company at the end of the employment. It is proof of the employee’s completion of the tenure and a testament to his or her performance at the company. It is also called a work experience certificate.

It is usually brief and contains basic details like the duration of the employee’s term, performance details, the skills shown, and more. It is not necessary for the employer to state the details of why the employment has ended in the letter.

Also, keep in mind that it is not mandatory for the employer to provide a job experience certificate. However, if the employee requests it, you may provide it as it is a form of appreciation and serves as a reference for her future employers.

Why is an experience letter important?

 importance of importance

The main reason why an experience letter is important is because it is one of the first things employers ask candidates when they are applying for a new job. It validates the information provided by the candidate to the employer.

The job experience letter is a confirmation that the candidate has had relevant experience for a specific duration to qualify for the open position. During onboarding, in most companies, new employees are required to submit their experience certificate as part of their background verification.

Here’s a better breakdown of the benefits of an experience letter:

1. Verifies employment

As an HR professional, you verify employment to ensure candidates have the experience they claim. This helps you make better hiring decisions and avoid bringing on unqualified individuals.

2. Builds trust and credibility

When you verify information thoroughly, it shows your commitment to honesty and transparency. This strengthens your organization’s reputation and fosters a culture of integrity.

3. Enhances job opportunities

By confirming employment details, you validate candidates’ qualifications. This enhances their chances of converting future job opportunities.

4. Supports future education

The experience certificate is helpful when the employee is looking to pursue further education. It also helps you identify areas for further training, contributing to their professional growth.

5. Facilitates immigration and visa processes

Accurate employment verification makes immigration and visa applications easier for the employee. This ensures compliance with legal requirements and can also help you attract top talent from around the world.

What are the contents of an experience letter?

components of experience letter

Although crafting an experience certificate may seem simple and easy, there are certain details that you must not forget to include: 

  1. Company Letterhead 
  2. Date of issuance
  3. Salutation (To whom it may concern)
  4. Employee designation
  5. Employee joining date
  6. Employee’s last working date
  7. Employee performance 
  8. Closing statement 
  9. Official stamp and signature
  10. Contact information

10 experience letter samples

Here are ten free and ready-to-use work experience certificate samples. You can also download the below samples to customize them as per requirements.

1. Basic experience letter template 

[Company Logo / Official Letter Head]

Tech Solutions Inc.
123 Tech Lane
San Francisco, CA 94105
www.techsolutions.com

May 17, 2024

John Doe
Project Manager
456 Maple Street
San Francisco, CA 94107

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that John Doe has worked as a Project Manager with Tech Solutions Inc. from January 10, 2018 to April 30, 2024.

During his tenure, John Doe’s services were found to be exceptional. He has shown strong technical skills, problem-solving abilities, and dedication towards his work throughout.

John has been an asset to the Project Management team and has played a significant role in completing successful projects.

Tech Solutions Inc. wishes John Doe the best in his future endeavors.

Sincerely,

Jane Smith
HR Manager
jane.smith@techsolutions.com
(555) 123-4567.

2. Experience letter for Software Engineer 

[Company Logo / Official Letter Head]

Innovatech Corp.
789 Innovation Drive
New York, NY 10001
www.innovatech.com

May 17, 2024

Emily Johnson
Software Engineer
321 Oak Avenue
New York, NY 10002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Emily Johnson has worked as a Software Engineer with Innovatech Corp. from March 15, 2019 to May 1, 2024.

During her tenure, Emily Johnson’s services were found to be exceptional. She has shown strong technical skills, problem-solving abilities, and dedication towards her work throughout.

Emily has been an asset to the Software Development team and has played a significant role in completing successful projects, including the development of our flagship software product, InnovateSuite.

Innovatech Corp. wishes Emily Johnson the best in her future endeavors.

Sincerely,

Michael Brown

Engineering Manager

michael.brown@innovatech.com

(212) 987-6543

3. Experience letter for Internship

[Company Logo / Official Letter Head]

Global Enterprises Ltd.
101 Business Park
Chicago, IL 60606
www.globalenterprises.com

May 17, 2024

David Lee
Intern
567 Pine Road
Chicago, IL 60608

TO WHOM IT MAY CONCERN

Subject: Internship Experience Certificate

This is to certify that David Lee has successfully completed an internship as a Marketing Intern with Global Enterprises Ltd. from June 1, 2023 to December 31, 2023.

During his tenure, David Lee’s services were found to be exceptional. He has shown strong technical skills, problem-solving abilities, and dedication towards his work throughout.

David has been an asset to the Marketing team and has significantly contributed to various projects, including the launch of our new marketing campaign for GlobalEco.

Global Enterprises Ltd. wishes David Lee the best in his future endeavors.

Sincerely,

Sarah Williams
Marketing Director
sarah.williams@globalenterprises.com
(312) 456-7890

4. Experience letter for Teacher 

[Greenwood High School Logo]

Greenwood High School
200 Education Blvd
Austin, TX 78701
www.greenwoodhigh.edu

May 17, 2024

Rebecca Thompson
Teacher
789 Elm Street
Austin, TX 78702

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Rebecca Thompson served as an esteemed member of the teaching faculty at Greenwood High School from August 20, 2015 to May 10, 2024.

Throughout her tenure, Rebecca demonstrated exceptional teaching skills, a passion for student development, and a commitment to academic excellence. Her innovative teaching methods and dedication significantly contributed to the success of our students, particularly in the field of English literature.

Rebecca’s unwavering dedication to her craft, coupled with her ability to foster a supportive learning environment, made her an invaluable asset to our school community.

Greenwood High School extends its heartfelt gratitude to Rebecca Thompson for her invaluable contributions and wishes her continued success in all her future endeavors.

Sincerely,

[Signature]

Paul Anderson
Principal
Greenwood High School

5. Experience letter for Marketing Executive 

[Bright Marketing Solutions Logo]

Bright Marketing Solutions
456 Marketing Way
Los Angeles, CA 90001
www.brightmarketing.com

May 17, 2024

Michael Davis
Marketing Executive
234 Sunset Blvd
Los Angeles, CA 90002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Michael Davis served as a pivotal member of the marketing team at Bright Marketing Solutions from February 1, 2020, to April 30, 2024.

Throughout his tenure, Michael showcased exceptional creativity, strategic thinking, and dedication to achieving marketing objectives. His innovative campaigns and collaborative approach significantly contributed to the company’s success in promoting our diverse portfolio of products and services.

Michael’s exemplary work ethic, coupled with his ability to adapt to evolving market trends, made him an indispensable asset to our organization.

Bright Marketing Solutions expresses its sincere appreciation to Michael Davis for his outstanding contributions and wishes him continued success in his future endeavors.

Sincerely,

[Signature]

Emily Carter
Marketing Manager
Bright Marketing Solutions

6. Experience letter for Volunteer 

[Helping Hands Nonprofit Logo]

Helping Hands Nonprofit
789 Community Drive
Denver, CO 80202
www.helpinghands.org

May 17, 2024

Jacob Martinez
Volunteer
345 Maple Avenue
Denver, CO 80203

TO WHOM IT MAY CONCERN

Subject: Volunteer Experience Certificate

This is to certify that Jacob Martinez generously volunteered his time and talents at Helping Hands Nonprofit from January 10, 2022, to March 31, 2024.

During his volunteer service, Jacob exhibited exceptional compassion, dedication, and initiative in supporting our mission to serve the community. His unwavering commitment to making a positive impact and willingness to go above and beyond in assisting those in need truly exemplify the spirit of volunteerism.

Jacob’s selflessness, enthusiasm, and collaborative spirit greatly enriched the volunteer experience for all involved.

Helping Hands Nonprofit extends its sincere gratitude to Jacob Martinez for his invaluable contributions and wishes him continued success in his future endeavors.

Sincerely,

[Signature]

John Wilson
Volunteer Coordinator
Helping Hands Nonprofit

7. Experience letter for Sales Representative 

[SalesPro Logo]

SalesPro India Pvt. Ltd.
123 Sales Street
Mumbai, Maharashtra 400001
www.salesproindia.com

May 17, 2024

Ravi Kumar
Sales Representative
456 Market Avenue
Mumbai, Maharashtra 400002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Ravi Kumar served as a diligent Sales Representative at SalesPro India Pvt. Ltd. from June 15, 2019, to April 30, 2024.

Ravi exhibited exceptional sales acumen during his tenue. His professionalism, resilience, and collaborative demeanor made him a valuable asset to our sales team.

SalesPro India Pvt. Ltd. extends its sincere appreciation to Ravi Kumar for his exemplary contributions.

Sincerely,

[Signature]

Amit Sharma
Sales Manager
SalesPro India Pvt. Ltd.

8. Experience letter for HR Specialist 

[HRWorks Logo]

HRWorks India Solutions Pvt. Ltd.
789 HR Avenue
Pune, Maharashtra 411001
www.hrworksindia.com

May 17, 2024

Priya Deshmukh
HR Specialist
567 Talent Drive
Pune, Maharashtra 411002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Priya Deshmukh served as a proficient HR Specialist at HRWorks India Solutions Pvt. Ltd. from March 10, 2018, to May 10, 2024.

Priya demonstrated exceptional expertise in recruitment, employee relations, and HR operations. Her proactive approach to addressing employee needs, along with her meticulous attention to detail, significantly contributed to the smooth functioning of our HR department.

Priya’s professionalism, integrity, and dedication to fostering a positive work culture made her an invaluable asset to our organization.

HRWorks India Solutions Pvt. Ltd. wishes her continued success in her future endeavors.

Sincerely,

[Signature]

Anita Joshi
HR Manager

9. Experience letter for Customer Support Representative 

[SupportGenius Logo]

SupportGenius India Pvt. Ltd.
890 Support Street
Bangalore, Karnataka 560001
www.supportgeniusindia.com

May 17, 2024

Amit Patel
Customer Support Representative
123 Service Avenue

Bangalore, Karnataka 560002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Amit Patel served as a dedicated Customer Support Representative at SupportGenius India Pvt. Ltd. from October 5, 2020, to April 30, 2024.

During his tenure, Amit consistently delivered exceptional customer service, resolved complex issues efficiently, and ensured customer satisfaction. His strong communication skills, empathy, and problem-solving abilities greatly contributed to enhancing our customer support operations.

Amit’s professionalism and commitment to delivering outstanding service made him an integral part of our customer support team.

SupportGenius India Pvt. Ltd. extends its appreciation to Amit Patel for his contributions and wishes him continued success in his future endeavors.

Sincerely,

[Signature]

Vidya Sharma
Customer Support Manager
SupportGenius India Pvt. Ltd.

10. Experience letter for High-Level Executive

[ExecutiveEdge Logo]

ExecutiveEdge India Pvt. Ltd.
456 Executive Lane
New Delhi, Delhi 110001
www.executiveedgeindia.com

May 17, 2024

Vijay Singh
Top-Level Executive
789 Executive Drive
New Delhi, Delhi 110002

TO WHOM IT MAY CONCERN

Subject: Work Experience Certificate

This is to certify that Vijay Singh served as a visionary Top-Level Executive at ExecutiveEdge India Pvt. Ltd. from January 1, 2015, to April 30, 2024.

During his tenure, Vijay provided strategic leadership, drove innovation, and steered the company towards sustainable growth and success. His exceptional leadership qualities, business acumen, and ability to inspire and motivate teams were instrumental in achieving our organizational goals and objectives.

Vijay’s dedication, integrity, and unwavering commitment to excellence have left an indelible mark on our organization.

ExecutiveEdge India Pvt. Ltd. expresses its heartfelt gratitude to Vijay Singh for his exemplary leadership and contributions.

Sincerely,

[Signature]

Ananya Gupta
CEO
ExecutiveEdge India Pvt. Ltd.

5 best tips for writing a work experience certificate

tips in writing work experience letter

Here are five tips for writing an effective and professional work experience letter for your employees.

  1. Begin with a salutation: Address the recipient with a proper salutation, such as “To Whom It May Concern.
  2. Explain the purpose: Clearly state the purpose of the letter, which is to provide a work experience certificate for the employee.
  3. Describe roles: Provide a clear and accurate description of the employee’s roles and responsibilities during their tenure.
  4. Highlight critical skills & achievements: Highlight the employee’s critical skills and specific achievements that made them valuable to the organization.
  5. Proofread and edit: Ensure the letter is proofread and edited for accuracy, clarity, and professionalism.

Application for experience certificate

If you’re an employee or a job candidate reading this, then this section will be very helpful for you. Often times, we may forget to ask for an experience letter while leaving a job. 

Remember: It is not mandatory for the employer to give its employees an experience certificate. 

If your employer or HR has not sent you your experience letter yet, you can easily request for it through an email. While at it keep in mind the following points during offboarding:

  1. Politely mail your concern to your reporting manager.
  2. Mention your tenure in the mail.
  3. If unresolved, copy the Human Resources team.
  4. Complete formalities professionally without delay.
  5. Save pay slips and job profile screenshots.
  6. Speak personally with the HR manager.
  7. Send reminder emails and monitor communication.

Here’s an application for experience letter request sample:

Subject: Request for Issuance of Experience Certificate

Dear [Manager’s Name],

I hope this email finds you well.

I am [Your Name], currently working as a [Your Designation] in the [Your Department] at [Company Name] since [Date of Joining]. Since I resigned on [Resignation Date], my last date of working has been fixed as [Last working date].

I am writing to request the issuance of my Experience Certificate, which I need for future references.

I kindly request you to issue the Experience Certificate at the earliest convenience.

Thank you for your attention to this matter.

Best regards,

[Your Name]
[Your Designation]
[Department]
[Company Name]
[Your Contact Information]

What is the difference between an experience letter and a relieving letter?

An experience letter is given to employees as a confirmation of their duties and duration while a relieving letter is given for the confirmation of resignation from the company. Here’s a table to break down the differences in more details:

CriteriaExperience LetterRelieving Letter
PurposeConfirms duration and role of employmentConfirms resignation and release from duties
ContentDetails about roles, responsibilities, and performanceAcknowledgement of resignation and final working day
TimingProvided upon request or at the end of employmentProvided at the time of leaving the organization
FocusEmployee’s contributions and skillsFormal end of the employment relationship
UsageUsed for future employment referencesUsed to demonstrate formal separation from employer

Wrapping up

By now, you understand the importance of an experience letter and how it is to be created. Ensure you are following the best practices while writing one like keeping it brief and not making it too detailed.

It only serves as a document of employment proof and no one would like to read a lot on it. But do make sure that you are including all the necessary details like tenure dates, skills, achievements of the employee, etc. 

Employees are the best assets of a company but sadly, they come and go. Employee resignation is a common phenomenon and with it comes the tiresome tasks of offboarding. But have you ever imagined what a world without paperwork would be like?

Keka’s document management system makes creating documents for employees easier than ever. And yes, you can generate automated experience letters and more. It doesn’t stop at generation, you can even send them to your employees within the platform. 

Elevate your employee experience with a paper-free system, try Keka!

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    Meet the author

    Keka Editorial Team

    A bunch of inspired, creative and ambitious youngsters- that’s Keka’s editorial team for you. We have a thirst to learn new subjects and curate diverse pieces for our readers. Our deep understanding and knowledge of Human Resources has enabled us to answer almost every question pertaining to this department. If not seen finding ways to simplify the HR world, they can be found striking conversations with anyone and everyone , petting dogs, obsessing over gadgets, or baking cakes.

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