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Relieving Letter Format: Elements and Free Samples

26 min read

relieving letter

Did you know many HR professionals have agreed on experiencing relieving letter writer’s block?

A serious phenomenon that’s the leading cause of heartburn, anxiety, and stress! (Just kidding, folks!)

The ever-changing job landscape, fueled by AI and new work models, has created a new generation of “job hopping” employees, they are the ones constantly hunting out new job opportunities, and rarely continue at a single organization for the long term.

And, in this chaos, they sometimes forget a crucial document – the ‘relieving letter’.

Think of relieving letters as a professional passport for departing employees. It verifies their experience, highlights their skills, and gives them a positive send-off to their next opportunity. For employers, it serves as a reference point, ensuring a smooth transition for all parties involved.

For HR professionals crafting clear and concise relieving letters while managing the exit process and juggling a mountain of paperwork, can feel like an extra burden.

But fear not, HR professionals! This guide will decode the essential elements of a relieving letter and provide you with reusable templates to streamline the process. So, let’s dive into the blog together!

What is a relieving letter? 

A relieving letter is a letter issued by the HR department once an employee’s notice period ends. It states that the employee is no longer responsible for the company’s obligations and includes essential information about their role, positions, and responsibilities. Individuals submit this letter to their new employer, as it acts as a background check.

But it sounds like an experience letter, are they the same?

Did a similar doubt cross your mind? Then, let’s try finding the answer to this question.

Are relieving letters and experience letters the same?

No, a relieving letter and an experience letter are two different entities.

A relieving letter is issued by the employer to formally acknowledge the resignation and to state the official last working day.

An experience letter, on the other hand, provides a summary of the employee’s work experience with the company and doesn’t focus on the employee’s departure.

While their format and contents sound similar, they serve different purposes. This definition will clear up your doubts and concerns regarding the two.

Elements in Relieving Letter

elements in drafting letter

A relieving letter is a crucial document issued by the HR department to acknowledge the employee’s departure formally. While the format may vary, certain key elements are essential:

  • Date of issue
  • Employee details
  • Salutation and Subject
  • Details of resignation
  • Appreciation and Final Settlement
  • Signature

They are discussed in depth below:

1. Date of issue

It is crucial to mention the date to assure the new employer that the letter was issued before the employee left their previous employment.

2. Employee details

A good relieving letter should contain all the essential information about the employee such as their full name, employee ID, location of work, joining date, and the job position during the time of departure.

3. Salutation and Subject

The subject line should state the letter’s main purpose, while the recipient’s name should be indicated with a formal salutation, like ‘Dear Arjun’.

4. Details of resignation

The letter should also contain the key details of the resignation, like the reason, the date it likely effected from, the notice period duration, and the official last working day of the employee.

5. Appreciation and final settlement

The concluding part of the letter should end with a goodwill wish and the assurance of a full and final settlement from the previous organization. It also mentions the employee’s freedom from the obligation of the previous employer.

6. Signature

It should also be signed by the HR manager or the HR head, and in certain cases based on the position the CHRO or the CEO or the MD.

Hence, these are the key elements of an ideal relieving letter, here is the basic format of a relieving letter.

 

How to write a relieving letter?

The format and the key elements of a relieving letter have already been discussed. Are you still doubtful on how to write one?

It’s essential to remember that relieving letters are issued by the organization after they accept the resignation of the employees, making it crisp and professional. It should also be warm and mention the employees’ key responsibilities, duties, and essential details. Here are a few tips to help you in framing the perfect relieving letters:

  • The letter should always be on the company letterhead and include the official logo.
  • Mention the employee’s name in the letter to add a touch of personalization and show that you value your departing employee.
  • It’s crucial to mention the date of resignation acceptance and their current job role.
  • Additionally, mention all the important dates, like last working day, tenure of employment, notice period tenure, and acceptance date.
  • Maintain a formal and polite tone throughout the letter and end it with the signature of all the concerned authorities.

Most organizations have an established process; whenever an employee resigns, they release a relieving letter as a sign of formally accepting their resignation.

Relieving Letter Template and Samples 

As discussed earlier, relieving letters serves various purposes, and here are a few templates and samples to help you with your daily needs.

1. Relieving Letter sample format for employees

This relieving letter template is designed for daily business use and can be customized for various purposes. Download the word format and make changes according to your needs.

[Company Letterhead]

Date: (Mention the designated date)

To: (Mention the designated employee’s name and his position along with the department)

Dear (Employee’s Name),

This is to confirm your [resignation/employment] with [Your Company’s Name] as [Designation] has been [accepted/terminated], effective from [mention the last working day]

The details of your employment with us are as follows:

Employee ID: (mention the employee ID)

Joining date: (mention the date of joining)

Last working day: (mention the last working day)

We appreciate your contributions to the company during your tenure. (Mention the specific positive contributions)

Also note:

All your outstanding dues will be cleared according to our company policy.

Please return all company property, including (mention the assets), to the IT department by (mention the date).

We wish you the very best for all your future endeavors.

Sincerely,

[Authorized signature and name and Designation]

2. Relieving letter sample format for manager

Moving on to the next scenario, we will focus on a relieving letter template for a marketing manager. While the format is similar, let’s personalize it for this specific role. Feel free to customize it further as needed.

Company Letterhead

Date: (mention the date)

To: (Full name of the employee), Marketing Manager

Dear (Employee Name),

This is to confirm that your resignation from the position of Marketing Manager at (Company’s Name), effective from (mention the last working day), has been accepted.

We are grateful for your dedication and immense contribution to the company over the past seven years. During your stay with us, you have consistently demonstrated your competence and dynamic leadership qualities, playing a critical role in (mention the successful campaigns) and driving growth in our brand image and sales numbers.

Your creative thinking, problem-solving attitude, and excellent communication skills have been invaluable in driving the team toward many successful endeavors, while your discipline and work ethic have inspired many.

We acknowledge that your departure will cause irreparable damage to our company. However, we are confident that you will continue to succeed and rise like a shining star.

Please note:

All your outstanding dues, if any, will be cleared within 20 days.

We are requested to return all the company assets, including laptop, Mac, and cell phone to the IT department by (mention the last working day).

Thank you once again for your contributions to (Company Name). We wish you all the best in your future.

Sincerely,

[Authorized signature, Designation]

3. Relieving Letter Sample Format for Teacher

Now, let’s design a relieving letter template for an English teacher. You can customize it to suit your needs.

[School Letterhead]

Date: (mention the date)

To: (mention the teacher’s name), English Teacher

Dear (mention the teacher’s name),

This is to confirm that your resignation from the position of English Teacher at (mention the school’s name) has been accepted and will be effective from (mention the last working day).

We appreciate your dedication to the education of our students for the past two years of your tenure with us. You have also made significant contributions to the English department by conducting weekly activities and fostering a love for the English Literature. We are particularly impressed by (mention the innovative teaching style, or outstanding efforts in designing the curriculum, or fostering a positive learning culture).

Your passion for your craft is commendable and we wish you the best in your future endeavors. We know that your teaching style will continue to shape the minds of future generations.

Please note:

All your outstanding dues, if any, will be settled per the school policy.

Please return any school resources like textbooks and research guides to the library by (mention the last working day).

Thank you for all your contributions.

Sincerely,

[Authorized Signature, Designation]

4. Relieving Letter Sample Format for Accountant

Here is another relieving letter sample template for an accountant, tailor the letter to cater to your needs.

[Company Letterhead]

Date: (mention the date)

To: (mention the full name of the employee), Accountant

Dear (Employee’s Name),

This is to confirm that your resignation from the position of our key accountant of our (mention the location) branch has been accepted and will be effective from (mention the last working date).

We extend our sincere gratitude for your invaluable contributions to our financial team over the past ten years. During this tenure, you have demonstrated exceptional financial accuracy, efficiency, honesty, and dedication in managing the company’s financial statements. Your (mention the key skills of the departing employee) skills have played a crucial role in ensuring our financial stability.

We appreciate your professionalism, work ethic, and moral commitment to upholding the highest standards. Your mere presence has fostered a culture of record-keeping and financial responsibility across all our branches.

As you embark on the next phase of your career, we wish you continued success and fulfillment. We have no doubt that you will continue to make significant contributions wherever you go.

Points to be noted:

All your outstanding dues, if any, will be settled within the next 10 days.

Please return any company property in your possession, like laptops, calculators, or financial documents, by (mention the last working day).

Again, thank you for your dedicated service to (Company’s Name). We wish you all the best in your future endeavors.

Sincerely,

[Authorized Signature, Designation]

5. Relieving Letter Sample Format for Digital Marketing Executive

Moving on to another scenario, a relieving letter template for a digital marketing executive, customize it according to your needs.

[Company Letterhead]

Date: (mention the date)

To: (mention the employee’s full name), Digital Marketing Executive

Dear (mention the employee’s name),

We are writing to confirm that your employment with (Company’s name) as Digital Marketing Executive has concluded, effective from (mention the last date).

We are grateful for your contributions to all your digital marketing efforts for the past three years. During your stay, you have consistently demonstrated your (mention the key skills and competencies) and your passion for the growing trends in the field.

Your quick learning ability, adaptability, and creativity resonated with the team. They have been the foundation behind many successful campaigns and projects and led to an increase in our online presence.

While your departure leaves a gap in our team, we are confident that your skills and experience will continue to accelerate your future career trajectory. We wish you all the best in the ever-evolving digital marketing landscape.

Also note:

All your outstanding dues will be settled within the next 30 days.

Please return the company assets, like laptop and other accessories before your departure.

Thank you for all your contributions, and best of luck in the future.

Sincerely,

[Authorized signature, Designation]

6. Relieving Letter Sample Format for CXO 

[Company Letterhead]

Date: (mention the date)

To: (mention the employee’s full name), Chief Financial Officer (CFO)

Dear (Employee’s Name),

We are writing this to confirm that, as promised, your resignation has been accepted and made effective from (mention the last working day).

We are deeply grateful for your exceptional leadership and remarkable service to (Company’s name) over the past fifteen years. You have made invaluable contributions to our sustainability and growth during this amazing journey. Your (mention skills and contributions) have been the guiding light behind many of our successful endeavors.

Beyond your financial far-sightedness, you have fostered a culture of transparency, accountability, and ethical conduct within the financial and other departments. Your ability to build trust, positive relationships, commitment, mentoring abilities, and inspiring younger minds have been instrumental in building a high-performing and dedicated team.

While your departure leaves a significant void, we do no doubt that your leadership, expertise, and dedication will continue to propel you to even greater heights. We are also confident that your positive impact on our company will be felt for years to come, and we wish you all the best for your bright future ahead.

Please ensure all the outstanding company property and confidential financial documents are returned to the IT and Finance departments before your departure. Kindly settle any outstanding financial obligations in accordance with company policy.

We extend our heartfelt gratitude for your fifteen years of dedicated service to (Company’s Name).

Sincerely,

[Authorized signature, Designation]

Important points to remember before drafting a relieving letter

Here are a few essential tips to remember before you start drafting a relieving letter for your departing employees:

  • Maintain a professional tone and format

Always remember to use a respectful and professional tone throughout the letter and stick to a standard format with company letterhead, date, salutation, and authorized signature.

  • Be concise and clear

State the letter’s purpose clearly and include all relevant information, such as the employee’s name, designation, last working day, and the tenure of employment.

  • State the reason for separation

If it’s a resignation simply mention the acceptance of resignation in the letter, whereas for termination mention, the key pointers while adhering to the company policies and legal requirements.

  • Personalize and acknowledge their positive contributions

Add a personal touch to the letters by highlighting their key contributions, successful projects, and sincere gratitude. This makes the relieving letters more impactful and enhances the offboarding experience of employees.

  • Proofread carefully and follow company guidelines

Proofread the letter carefully before sending it out to avoid any typos and grammatical errors. Also, follow the company protocols regarding the relieving letters before sending them out.

Common Mistakes to Avoid While Drafting Relieving Letters 

It’s crucial to avoid few common pitfalls while drafting relieving letters; they are explained in depth below:

  • Ambiguity in the content

Using vague language to denote terms, conditions, last working day, terms of full and final settlements or nature of resignation or termination can lead to confusion or misinterpretation.

Instead, state the necessary details clearly and concisely while avoiding any clutter in the letter’s language, tone, or formatting.
  • Failure to mention contributions

Neglecting to highlight the key contributions of the employees can lead to a negative offboarding experience for them and undermine their efforts and dedication towards the organization during their tenure.

Clearly mention the tasks, projects, and responsibilities that the employee successfully fulfilled during their tenure, also mention the unique set of skills, expertise, and ideas they brought in a new project.
  • Lack of Professionalism

Using an unprofessional, negative, or overly emotional tone in the letter can damage the employer’s reputation and the bond with the departing employees.

Maintain a professional tone throughout by focusing on factual information and avoiding any language perceived as disrespectful or emotional.
  • Ignoring Legal Compliance

Failing to comply with the basic legal requirements or company policies regarding termination can lead to potential legal disputes in the future.

Ensure the relieving letter complies with legal obligations like including information on full and final settlements, benefits or legal rights of the employee.

Thus, avoiding these common mistakes can help you design comprehensive relieving letters that ensure legal compliance along with all the necessary details and formalities.

How to request a relieving letter after resignation? 

Now that you are clear on the purpose of a relieving letter and the legal implications it carries, you might be confused about how to request a relieving letter. Here is the sample request for relieving letter format to assist you. 

Subject: Request for Relieving LetterDear [HR Manager],

I am writing to formally request a relieving letter confirming my employment with (Organization’s Name) as (Your current job position) from (Date of joining) to (Last working day).

As you are already aware, I submitted my resignation on (Date of resignation), and my last working day is scheduled to be (Last working day) as per the company policy.

I would be grateful if you could issue a relieving letter at the earliest, as it is crucial for (specify the reason, like claiming full and final settlement, applying for a new job, or pursuing higher education).

I have already completed all the necessary formalities and serving my notice period and will return all the company assets entrusted to me before my departure.

If there are any further steps to be undertaken, please guide me through them. Thank you for your time and assistance.

Sincerely,

(Employee’s name and Designation)

Wrapping It Up

Relieving letters are crucial for employees transitioning between employers, marking a significant milestone in their professional journey. Organizations can enhance this process by providing timely and personalized relieving letters upon receiving resignation requests.

Keka HR offers comprehensive HRMS solutions, empowering organizations to streamline the entire employee lifecycle. This hire-to-retire platform enables HR professionals to design personalized relieving letters, fostering lasting connections with employees beyond their tenure.

Explore the possibilities here with a free demo and elevate your Employee Experience (EX) today!

Frequently Asked Questions (FAQs)

1. What is a relieving letter?

  1. A relieving letter is a formal document issued to an employee upon their resignation, that confirms the end of their employment tenure with the organization and states certain essential terms of their departure.

2. Why is a relieving letter important?

  1. A relieving letter confirms the employee’s departure and states the crucial terms of departure that are essential for future employment and legal purposes.

3. What information should be included in a relieving letter?

  1. A relieving letter should include the following essentials:
  • Full name of the employee (as mentioned in official documents)
  • Employment tenure
  • Last working day
  • Designation occupied during the departure
  • Outstanding details and
  • Professional closing

4. Is a relieving letter mandatory?

  1. No, a relieving letter is not mandatory but is often requested by the employee as proof of their tenure to be submitted to the new employer.

5. When should I receive my relieving letter?

  1. You usually receive your relieving letter on your last working day or shortly thereafter, as it serves as confirmation of your employment termination and may be necessary for future job applications.

6. Can I request changes to the relieving letter format?

  1. Yes, you can request certain changes to the relieving letter. But the changes should comply with the company policies.

7. What if my employer refuses to provide a relieving letter?

  1. If your employer refuses to provide a relieving letter, you can seek legal advice and explore other options like filing an official complaint with labor authorities or justifying your employment using alternative documents.

8. Is a digital or electronic relieving letter acceptable?

  1. Yes, a digital or electronic relieving letter that complies with the legal and organizational requirements are acceptable.

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    Meet the author

    Anwesha Panja

    Content Writer

    Anwesha Panja is a Content Writer at Keka Technologies. She has a passion for crafting captivating pieces around the latest HR trends. With a love for mysterious and spine-tingling things, she spends her free time exploring haunted locations. She is also a bookworm and an avid Sherlock fan.

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