Relieving Letter Format: Elements and Free Samples

What is a relieving letter?

A relieving letter is issued by HR once an employee’s notice period ends, confirming they’re no longer bound by the company’s obligations and stating their role and tenure. New employers typically ask for it as part of background verification. It isn’t a separate statutory filing under Indian labour law, but it’s treated as standard proof of a clean, formal exit and is often required alongside an experience letter, which summarizes performance rather than confirming departure. The two aren’t the same: a relieving letter closes out the employment; an experience letter vouches for it.

Relieving letter format: key elements

Every relieving letter should include:

• Date of issue, to confirm the letter was issued before the employee’s last day

• Employee details, including full name, employee ID, location, joining date, and designation at departure

• Salutation and subject, stating the letter’s purpose clearly

• Details of resignation, including notice period and official last working day

• Appreciation and final settlement, confirming goodwill and that dues will be cleared

• Signature, from the HR manager or head, or a CHRO, CEO, or MD depending on seniority

Corporate letters usually add a note on full-and-final settlement or PF clearance timelines; educational institutions more often reference return of institutional property like library books or lab equipment instead. Either way, keep the core six elements and adjust the closing note to match your organization’s offboarding process, and route the letter through whoever signs off on exits at your company, since an unsigned or informally worded letter is often the reason a new employer’s background-verification team sends it back for clarification.

Relieving letter templates and samples

Five ready-to-adapt templates, from general to role-specific. Copy the structure directly into Word or export as PDF, and swap in the real names, dates, and contributions.

Employee (general)

[Company Letterhead]

Date: [Date]

To: [Employee’s Name], [Designation]

Dear [Employee’s Name],

This is to confirm your resignation from [Company Name] as [Designation] has been accepted, effective from [Last Working Day].

Employee ID: [Employee ID]
Joining date: [Joining Date]
Last working day: [Last Working Day]

We appreciate your contributions during your tenure. All outstanding dues will be cleared as per company policy. Please return all company property, including [assets], to the IT department by [date].

We wish you the very best for your future endeavours.

Sincerely,
[Authorized signature, name, and designation]

Manager

This is to confirm that your resignation from the position of Marketing Manager at [Company Name], effective from [Last Working Day], has been accepted.

We’re grateful for your dedication over the past [X] years, particularly your role in [specific campaigns or initiatives] and the growth you drove in our brand and sales numbers. Your leadership and communication skills have been invaluable to the team.

All outstanding dues will be cleared within 20 days. Please return all company assets, including laptop and phone, to IT by [Last Working Day].

Sincerely,
[Authorized signature, designation]

Teacher

This is to confirm that your resignation from the position of English Teacher at [School Name] has been accepted, effective from [Last Working Day].

We appreciate your dedication over [X] years, including [specific contributions to the department or curriculum]. Your teaching style will continue to shape the students you’ve taught.

Outstanding dues will be settled per school policy. Please return any school resources, such as textbooks or guides, to the library by [Last Working Day].

Sincerely,
[Authorized signature, designation]

Accountant

This is to confirm that your resignation from the position of Accountant at [Company Name]’s [location] branch has been accepted, effective from [Last Working Day].

We’re grateful for your accuracy and dedication over [X] years managing our financial statements, particularly [specific contributions, such as audits or systems led]. Your professionalism has strengthened financial discipline across our branches.

Outstanding dues will be settled within 10 days. Please return company property, including laptops or financial documents, by [Last Working Day].

Sincerely,
[Authorized signature, designation]

Digital marketing executive

This is to confirm that your employment with [Company Name] as Digital Marketing Executive has concluded, effective from [Last Working Day].

We’re grateful for your contributions over [X] years, including [specific campaigns or growth achieved]. Your adaptability and creativity have strengthened our online presence.

Outstanding dues will be settled within 30 days. Please return company assets, including your laptop, before departure.

Sincerely,
[Authorized signature, designation]

How to request a relieving letter

If you’re the one leaving, request it in writing once you’ve completed your notice period under your employment contract, so there’s no ambiguity about your last working day:

Subject: Request for relieving letter

Dear [HR Manager],

I am writing to request a relieving letter confirming my employment with [Organization’s Name] as [Your Designation] from [Date of Joining] to [Last Working Day].

I submitted my resignation on [Date of Resignation], and my last working day is [Last Working Day] as per company policy. I would appreciate it if this could be issued at the earliest, as I need it for [reason, such as final settlement or a new job].

I have completed my notice period and will return all company assets before my departure.

Sincerely,
[Your name and designation]

Frequently asked questions

Is a relieving letter mandatory in India?
It isn’t required by a specific statute, but it’s standard practice, and new employers routinely ask for it during background verification, so most companies issue one as part of a normal exit.

What if my employer refuses to issue a relieving letter?
Put the request in writing and escalate it to HR leadership if it’s ignored. If it’s still refused without valid reason, you can approach the labour department in your state or rely on alternative proof of employment, such as payslips and offer letters, in the meantime.

Is a digital relieving letter acceptable?
Yes, as long as it carries the same details and a valid signature or authentication as a printed one; most employers and background-verification agencies accept it.

How is a relieving letter different from an experience letter?
A relieving letter confirms resignation and the official last working day. An experience letter summarizes the role, tenure, and performance instead. Employers often issue both at exit, and one doesn’t substitute for the other.