Are you an employer trying to write a relieving letter? Or are you an employee needing to request one from your employer? If so, this guide is here to help. When an employee joins a company – they receive an offer letter. When they leave – they get a relieving letter.
This letter is important for employees securing a new job. Why? Because new employers often ask for it along with their experience certificate.
And as an employer – it’s your duty to provide this letter.
But how do you write it? That’s what this guide covers.
Today, we’ll discuss relieving letter meaning, format, samples, and examples, along with tips on how to write one.
So, let’s get started!
What is a Relieving Letter?
A relieving letter is an official document given by an employer to an employee when they leave the company. It confirms that the employee has completed their notice period and all responsibilities, making their departure official.
This letter is important for employees as it serves as proof of their time at the company and their conduct during that period. New employers often request a company reliving letter to make sure that the employee has left their previous job properly.
Relieving Letter Vs Experience Letter
An experience letter and a relieving letter are both important documents – but they serve different purposes.
A relieving letter finalizes an employee’s departure, while an experience letter highlights their achievements and time spent at the company.
Both documents (experience and relieving letter) are important for an employee’s career.
How to Write a Relieving Letter?
Writing an employee relieving letter is an important responsibility for employers. It helps to make sure that the departing employee leaves on good terms and with a clear record.
Here’s a detailed, step-by-step guide to help you write a comprehensive employment relieving letter.
Step 1: Use the Company Letterhead
First, make sure to use your company’s official letterhead for the ‘employee relieve letter’. It gives the document a formal and professional appearance, which is essential for official communications. It also adds authenticity and helps the letter stand out.
Step 2: Include the Date
Next, include the date on which you are writing the letter. This should be placed at the top right corner of the letter. Make sure the date format is clear and consistent.
Example:
July 20, 2024
Step 3: Add the Recipient’s Details
Below the date, add the recipient’s details. This section should include the full name of the employee, their job title, and the department they worked in.
Example:
Mr. Rahul Sharma
Software Engineer
IT Department
Step 4: Write a Subject Line
Include a clear subject line to specify the purpose of the letter. The subject line should be concise and directly related to the content of the letter.
Example:
Subject: Relieving Letter
Step 5: Begin with a Formal Greeting
Start the letter with a formal greeting. Address the employee by their name to make the letter personal and respectful. Use “Dear” followed by their title (Mr./Ms./Dr., etc.) and their last name.
Example:
Dear Mr. Sharma,
Step 6: State the Purpose of the Letter
Clearly state the purpose of the letter in the opening paragraph. Mention that the letter is to confirm the employee’s resignation and the completion of their notice period. Specify the last working day of the employee to make it official.
Example:
This is to confirm that you have been relieved from your duties at [Company Name] as of July 20, 2024. You have completed your notice period and all assigned tasks.
Step 7: Acknowledge the Employee’s Contribution
In the next paragraph, acknowledge the employee’s contributions to the company. Mention specific projects or tasks they were involved in, if possible.
Example:
We appreciate the hard work and dedication you have shown during your time with us. Your contributions to the IT Department, particularly in the successful implementation of the new software system, have been invaluable.
Step 8: Mention Any Pending Clearances
If there are any pending clearances or tasks, mention them in a separate paragraph. It helps in avoiding any future misunderstandings regarding their responsibilities.
Example:
Please make sure that all company property, including your laptop and ID card, is returned and that any pending clearances are completed before your final day.
Step 9: Offer Assistance for Future Employment
Offer to assist the employee with future employment if needed. This shows that the company values the employees and is willing to support them even after they leave.
Example:
Should you need any assistance or references for future employment, please feel free to contact us. We would be happy to support your career growth.
Step 10: Close the Letter Formally
Close the letter with a formal sign-off. Use phrases like “Sincerely,” “Best regards,” or “Yours faithfully,” followed by your name, designation, and company name.
Example:
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
Step 11: Proofread and Sign
Finally, proofread the letter to ensure there are no errors or typos. After proofreading, sign the letter to make it official. The signature should be above your typed name and designation.
Relieving Letter Format
Here is a structured relieving letter word format that you can use as a guideline to create your own document.
[Company Letterhead]
Date: [DD/MM/YYYY]
Recipient’s Details:
- Name: [Employee’s Full Name]
- Job Title: [Employee’s Job Title]
- Department: [Employee’s Department]
Subject: Relieving Letter
Salutation:
Dear [Recipient’s Name],
Body of the Letter:
- Introduction:
- Confirm the employee’s resignation and the completion of their notice period.
- State the last working day.
- Acknowledgement:
- Acknowledge the employee’s contributions and appreciate their work.
- Mention any specific projects or tasks they were involved in, if applicable.
- Clearance and Return of Property:
- Request the return of company property and mention any pending clearances.
- Provide instructions for the clearance process, if necessary.
- Future Assistance:
- Offer assistance or references for future employment if needed.
- Encourage the employee to contact the company for any support.
Closing:
- Formal closing remarks.
- Sign-off (e.g., Sincerely, Best regards).
Signature:
- Your Name
- Your Designation
- Company Name
This employee relieving letter format outlines the necessary sections and details to include in a professional relieving letter.
Relieving Letter Template
Here is a simple relieving letter model you can use to write one for your employees.
[Company Letterhead]
Date: [DD/MM/YYYY]
Recipient’s Name
- Job Title
- Department
- Company Name
Subject: Relieving Letter
Dear [Recipient’s Name],
This is to formally confirm that you have been relieved from your duties as [Job Title] at [Company Name] effective from [Last Working Day, DD/MM/YYYY]. You have completed your notice period, and all your responsibilities have been duly handed over.
We would like to take this opportunity to acknowledge and appreciate your hard work and dedication during your tenure with us. Your contributions, especially in [mention specific project or task], have been valuable to our organization.
Please ensure that all company property, including your [list items, e.g., laptop, ID card], is returned and any pending clearances are completed by your last working day. This will facilitate the processing of your full and final settlement without any delays.
Should you require any assistance or references for future employment opportunities, please feel free to contact us. We are happy to support your career growth.
We wish you all the best in your future endeavours.
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
Relieving Letter Format Sample
Here is a company relieving letter format sample that you can use for inspiration.
XYZ Software Solutions Pvt. Ltd.
Date: July 20, 2024
Mr. Amit Verma
Software Engineer
IT Development
Subject: Relieving Letter
Dear Mr. Verma,
This letter serves to formally acknowledge your resignation from the position of Software Engineer at XYZ Software Solutions Pvt. Ltd. Your last working day with us was July 20, 2024. We confirm that you have completed your notice period and handed over all responsibilities as required.
During your time with us, your work on the XYZ Client Portal project was exemplary. Your dedication and technical expertise greatly contributed to the success of our team and the overall project. We sincerely appreciate your hard work and the positive impact you had on our organization.
Before your departure, please ensure the return of all company property, including your laptop and access cards. Additionally, complete any remaining clearance procedures to facilitate the smooth processing of your full and final settlement.
If you require any references or support for your future career opportunities, do not hesitate to reach out. We are more than willing to assist you as you move forward in your career.
Thank you once again for your contributions to XYZ Software Solutions Pvt. Ltd. We wish you continued success in your future endeavours.
Best regards,
Mrs. Sunita Rao
HR Head
XYZ Software Solutions Pvt. Ltd.
Relieving Letter Examples
Here are a few office relieving letter examples you can use to write one for your employees.
Example 1: Resignation Acceptance Letter and Relieving Letter
Tech Innovations Inc.
Date: July 15, 2024
Mr. Rajeev Mehta
Network Administrator
IT Support Department
Subject: Relieving Letter
Dear Mr. Mehta,
We acknowledge the receipt of your resignation and confirm that your last day of work with Tech Innovations Inc. was July 15, 2024. You have successfully completed your notice period and transitioned your responsibilities.
Your work in managing our network infrastructure has been greatly appreciated. Thank you for your dedication and for helping ensure smooth IT operations.
Please return all company assets, including your work phone and access cards, by your departure date. If you need any further assistance, feel free to contact us.
Wishing you success in your future career.
Sincerely,
Ms. Ananya Sinha
HR Manager
Tech Innovations Inc.
Example 2: Relieving Letter Govt Employee
Government IT Services
Date: July 10, 2024
Ms. Priya Sharma
Software Developer
Development Division
Subject: Relieving Letter
Dear Ms. Sharma,
This letter confirms that you have been relieved from your position as Software Developer at Government IT Services as of July 10, 2024. You have fulfilled all your duties and completed the notice period.
Your contributions to the development of government software applications have been valuable. We thank you for your hard work and commitment.
Please ensure you have returned all departmental equipment and completed the required clearance formalities. Should you need any further documentation or assistance, let us know.
Best of luck with your future endeavours.
Regards,
Mr. Sanjay Kumar
Head of IT Services
Government IT Services
Example 3: Immediate Relieving Letter
Bright Tech Solutions
Date: July 18, 2024
Mr. Arun Patel
Database Administrator
IT Operations
Subject: Immediate Relieving Letter
Dear Mr. Patel,
This letter is to inform you that, effective immediately, you are relieved from your duties as Database Administrator at Bright Tech Solutions. Your employment ended on July 18, 2024.
We acknowledge your efforts in managing our database systems and appreciate your work. Please ensure that all company property, including your laptop and access keys, are returned promptly.
For any future needs or references, do not hesitate to reach out.
Wishing you success in your next role.
Best regards,
Ms. Neha Agarwal
HR Coordinator
Bright Tech Solutions
Example 4: Relieving Letter on Transfer
Global IT Solutions
Date: July 25, 2024
Mr. Vivek Desai
IT Support Specialist
Help Desk Team
Subject: Relieving Letter for Transfer
Dear Mr. Desai,
This is to acknowledge your transfer from Global IT Solutions, effective July 25, 2024. You have completed your tasks and handed over your duties as IT Support Specialist.
Your role in supporting our help desk has been crucial, and we value your contributions. We wish you all the best in your new position.
Please complete the return of all company equipment and finalize any pending tasks before your transfer.
Good luck in your new role.
Sincerely,
Mr. Rajiv Mehra
HR Lead
Global IT Solutions
Example 5: Relieving Letter for Terminated Employee
Innovative Systems Pvt. Ltd.
Date: July 22, 2024
Ms. Aarti Jain
Systems Analyst
Analysis Team
Subject: Relieving Letter
Dear Ms. Jain,
This letter serves to confirm that, as of July 22, 2024, you have been relieved from your position as Systems Analyst at Innovative Systems Pvt. Ltd. Your employment has been terminated as per company policy.
We acknowledge the time you spent with us and the work you did on system analysis projects. Please ensure that all company-owned items, including your workstation and documents, are returned immediately.
For any further assistance or final settlement details, contact the HR department.
Wishing you success in your future endeavours.
Regards,
Ms. Rina Kapoor
HR Executive
Innovative Systems Pvt. Ltd.
What is a Relieving Letter Request from Employee?
A relieving letter request from an employee is a formal letter or email sent to their employer asking for a relieving letter. This letter confirms that the employee has –
- Resigned
- Completed their notice period
- And fulfilled all responsibilities
It is essential for employees because future employers often require it as proof that the employee left their previous job properly.
The request typically includes –
- The employee’s last working day
- A brief mention of their notice period
- A polite request for the relieving letter to be issued promptly
How to Ask for Relieving Letter?
Asking for a relieving letter is an important process when leaving a job. Here are the steps you can follow when writing an application for relieving letter.
- Prepare a Formal Request
Start by writing a relieving letter request mail to HR or direct manager. It’s important to maintain a polite and professional tone throughout the message. Make sure to clearly state the subject as “Request for Relieving Letter” so that the purpose of your email is immediately apparent.
- State Your Last Working Day
In the relieving letter request letter, mention your last working day with the company. This shows that you have completed your notice period as required by your employment contract. Being clear about your final day helps HR verify your records more quickly.
- Mention Completion of Duties
Highlight that you have completed all your assigned tasks and handed over your responsibilities. This reassures your employer that you have left no loose ends. Additionally, mention any clearance forms or exit interviews you have completed, which helps HR process your request more efficiently.
- Request the Relieving Letter
Politely ask for the relieving letter and explain why you need it. Usually, this is for joining a new job or for your personal records. Making a polite and clear request ensures that your employer understands the importance of this document for your career.
- Provide Contact Information
Include your contact details in the relieving mail or letter so that the HR department can easily reach you if needed. Make sure to provide your phone number and email address for any follow-up communication.
- Express Gratitude
End your mail for relieving letter request by thanking your employer for the opportunities and experiences you gained during your tenure. Showing appreciation for their time and effort in processing your request leaves a positive impression.
Also Read - Top 10 Reasons for Leaving a Job and How to Explain Them
Relieving Letter Request Format
Here’s a simple format for writing a relieving mail to manager. You can follow this format when making a request.
Your Information:
- Your Full Name
- Your Job Title
- Your Department
- Your Contact Information
- Date
Recipient’s Information:
- Recipient’s Name
- Recipient’s Job Title
- Company Name
Subject: Request for Relieving Letter
Salutation:
Dear [Recipient’s Name],
Body:
- Introduction:
- State the purpose of the letter.
- Mention your last working day.
- Confirm the completion of your notice period.
- Completion of Duties:
- Highlight that you have completed all tasks and handed over responsibilities.
- Mention any clearance procedures completed.
- Request for Relieving Letter:
- Politely request the relieving letter.
- Explain why you need the document.
- Gratitude:
- Thank the recipient for their support during your tenure.
- Show appreciation for their assistance in processing the request.
Closing:
- Formal closing remarks.
- Sign-off (e.g., Best regards, Sincerely).
Signature:
Your Full Name
Relieving Letter Request Examples
Here are a few examples of relieving letter request letters and emails.
Example 1: Early Relieving Request Mail
If you want an early relieving mail, here’s a request sample you can copy.
Subject: Request for Early Relieving Letter
Dear Mr. Sharma,
I hope you are well. I am writing to request an early relieving letter. Due to urgent personal reasons, I need to leave my position at ABC Tech Solutions before the end of my notice period. My last working day would be August 1, 2024.
I have completed most of my tasks and am in the process of handing over my responsibilities. I kindly request you to consider my situation and grant me an early relieving letter.
Thank you for your understanding and support.
Best regards,
Ravi Kumar
Software Developer
IT Development Department
ravi.kumar@example.com
+91-9xxxxxxxx
Example 2: Request for Relieving Letter and Full and Final Settlement
Subject: Request for Relieving Letter and Full and Final Settlement
Dear Ms. Patel,
I hope this message finds you well. I am writing to formally request my relieving letter and the processing of my full and final settlement. My last working day was July 25, 2024, and I have completed my notice period and all assigned duties.
Please issue my relieving letter and process my full and final settlement at your earliest convenience. These documents are essential for my records and future employment.
Thank you for your assistance and support during my time at XYZ Innovations.
Sincerely,
Neha Singh
System Analyst
Business Solutions Department
neha.singh@example.com
+91-9xxxxxxxx
Example 3: Request for Relieving Letter and Experience Letter
Here’s an example of request mail for experience letter and relieving letter to HR.
Subject: Request for Relieving Letter and Experience Letter
Dear Mr. Gupta,
I hope you are doing well. I am writing to request my relieving letter and an experience letter. My last working day with Tech Solutions Pvt. Ltd. was July 20, 2024, and I have completed my notice period as required.
I kindly ask you to provide my relieving letter and experience letter, which I need for my future job applications. Your prompt attention to this matter would be greatly appreciated.
Thank you for your support and cooperation.
Best regards,
Priya Rao
Network Administrator
IT Support Department
priya.rao@example.com
+91-9xxxxxxxx
Importance of Relieving Letter for Employees
A relieving letter is important for employees as it confirms their proper exit from a company and helps in their future careers. Here’s why it’s important:
- Proof of Employment: Verifies that you have worked at the company and completed your notice period.
- Requirement for New Jobs: These are often needed by future employers as part of the hiring process.
- Ensures Smooth Transition: Shows that you have fulfilled your responsibilities and left the company on good terms.
- Access to Benefits: Helps in processing any pending benefits or final settlements.
- Legal Protection: Provides documentation that your departure was handled according to company policy.
Importance of Relieving Letter for Employers
A job relieving letter is important for employers as it formally confirms an employee’s exit and protects the company’s interests. Here’s why it matters:
- Official Record: Provides documented proof of the employee’s departure and the completion of their notice period.
- Guarantees Proper Handover: Confirms that the employee has handed over their responsibilities as required.
- Compliance: Helps in adhering to company policies and legal requirements regarding employee separation.
- Prevents Future Disputes: Reduces the risk of disputes about the employee’s exit and job responsibilities.
- Supports Exit Process: Facilitates the final settlement and clearance process for the departing employee.
Wrapping Up
A relieving letter is important for employees as well as employers. With our guide – employers can learn how to write a relieving letter. And employees can learn how to request for one. By following the formats and examples provided, you can create or request a relieving letter effectively.
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Also Read - Work From Home Request Email with Sample
FAQs
What is a relieving certificate?
A relieving certificate confirms that an employee has completed their notice period and is officially released from their duties.
What is the format of a relieving order?
A relieving order format includes the employee’s details, last working day, and confirmation of completed responsibilities.
Is the experience and relieving letter format same?
No, both the letters are different and have different formats.
What is an Accenture relieving letter?
An Accenture relieving letter is an official document issued by Accenture confirming an employee’s proper exit and completion of notice period.
How to request for Amazon relieving letter?
To request an Amazon relieving letter, send a formal email to Amazon’s HR department. Include your employment details, last working day, and a polite request for the relieving letter.
How to write a request mail for relieving date confirmation?
Request mail for relieving date confirmation should ask for the official date of relieving and mention any necessary details or attachments.
What is a fake relieving letter?
A fake relieving letter is a fraudulent document claiming an employee’s departure, which can lead to legal and professional issues.
How to write a relieving letter application?
A relieving letter application should formally request the letter, mentioning your last working day and completion of responsibilities.
How to get a relieving letter from previous employer?
Contact your previous employer’s HR department, requesting the relieving letter by providing your employment details and last working day.
How to send a thank you message for relieving employee?
A thank you message for relieving employee should express gratitude for their contributions and wish them success in their future endeavors.
How to write a last day relieving mail?
A last day relieving mail should notify the team of your departure, express gratitude, and provide any handover details if needed.
What is an office relieving message?
An office relieving message informs colleagues about an employee’s departure, their last working day, and any handover details.
How to write a relieving email to colleagues?
A relieving email to colleagues should announce your departure, thank them for their support, and provide your contact information for future communication.
