Relieving Letter

How to Write a Relieving Letter: Step-by-Step Guide with Free Templates

Did you know a relieving letter can make or break your next job opportunity?

Many employers require this critical document as proof that you left your previous position on good terms. Typically printed on company letterhead and issued on your last working day, a relieving letter confirms you’ve completed all responsibilities and cleared any pending dues with your former employer. In fact, without this document, potential employers might question your integrity or past performance.

We understand the importance of getting this right. That’s why we’ve created this comprehensive guide on how to write relieving letter properly. From explaining the standard relieving letter format to providing practical relieving letter samples and customizable relieving letter templates, we’ll walk you through everything you need to know. 

Whether you’re an HR professional handling employee exits or a manager preparing documentation for a departing team member, this step-by-step guide will help you create professional, compliant documentation that serves its purpose effectively.

What is a Relieving Letter and Why It Matters

The relieving letter stands as a critical document in an employee’s professional journey. Unlike casual correspondence, this document holds significant weight across industries and plays a vital role in career transitions.

Definition and purpose of Relieving Letter

A relieving letter is an official document issued by an organization to an employee upon resignation or termination of employment. This formal communication explicitly confirms that the employee has been officially released from all duties and obligations to the company.

Essentially, relieving letter serves as a written acknowledgment that the employer has accepted the employee’s resignation and that the employment relationship has formally ended.

The purposes of a relieving letter extend beyond mere formality:

• Proof of proper exit: Documents that you’ve completed all exit formalities with your previous employer
• Employment verification: Confirms your previous employment details for background checks
• Eligibility verification: Demonstrates you’re eligible for new employment
• Legal protection: Provides documentation that prevents potential disputes about employment status

Furthermore, this document protects both parties involved. For employees, it confirms they have fulfilled their responsibilities and have no pending obligations. For employers, it formally documents the end of employment liability, including accrued salary.

When and why is relieving letter issued?

Organizations typically issue relieving letters on the employee’s final working day, after all exit procedures have been completed. This includes handover of responsibilities, return of company property, and settlement of any outstanding dues.

The importance of this document becomes apparent when seeking new employment. Many companies will not proceed with hiring, despite a successful interview process, if the candidate cannot produce a relieving letter from their previous employer. This requirement exists because organizations need assurance that:

1. You have formally ended your previous employment
2. You have no contractual obligations binding you to another company
3. Your exit was conducted professionally and properly

Additionally, this document holds significance in various other contexts. Financial institutions may request a relieving letter when processing loan applications to verify employment history. Immigration authorities often require it for visa processing, and it can serve as crucial evidence in employment-related legal disputes.

Difference between relieving letter and experience letter

People frequently confuse relieving letters with experience letters, but they serve distinctly different purposes. The primary differences include:

The relieving letter focuses primarily on the formal exit process. It confirms the acceptance of resignation, specifies the last working day, and declares that the employee has no pending obligations. Essentially, it serves as a “formal breakup letter” from your employer – professional and administratively focused.

Conversely, an experience letter concentrates on documenting your work history. It details your tenure, positions held, and sometimes includes information about your performance, skills, and contributions. While a relieving letter confirms you’ve left a company, an experience letter validates what you accomplished while there.

Feature	Relieving Letter	Experience Letter
Purpose	Confirms formal acceptance of resignation and completion of exit	Validates work experience and performance during tenure
Issued When	On or after the last working day	After resignation or upon request after employment
Key Focus	Exit status, final working day, clearance of dues	Roles, responsibilities, skills, and contributions
Tone	Formal and administrative	Descriptive and professional
Mandatory Information	Last working date, resignation acceptance, no-dues confirmation	Duration of employment, designation, work achievements
Used For	Joining new employer, visa processing, loan applications	Resume support, job applications, background checks
Includes Appreciation	Often includes general well wishes	Often includes personalized performance-based appreciation
Legal/HR Significance	Confirms end of employer-employee relationship	Supports claims of work experience
Company Seal/Letterhead	Mandatory	Mandatory
Signed By	HR or authorized manager	HR or reporting manager

Another key distinction lies in timing and issuance patterns. Organizations issue relieving letters specifically at employment termination, whereas experience letters may be provided during employment (for loan purposes) or even after employment has ended.

Understanding these differences helps ensure you request and maintain the proper documentation throughout your career, preventing potential complications during future job transitions.

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Key Components of a Relieving Letter

A well-crafted relieving letter contains several essential elements that validate its authenticity and purpose. Understanding these components ensures you create a document that fulfills both legal and professional requirements while properly formalizing the end of an employment relationship.

Employee details and designation

The foundation of any relieving letter begins with accurate employee information. This section typically appears just below the date of issuance and includes:

• Full name of the employee
• Employee identification number
• Designation/job title held at the time of departure
• Department or team affiliation
• Duration of employment (optional in this section)

This information establishes the identity of the departing employee and their role within the organization. Moreover, including these details at the beginning of the letter prevents any ambiguity about who the document concerns. Since future employers often cross-verify these details during background checks, accuracy is paramount in this section.

Last working day and resignation reference

Following the employee details, a proper relieving letter must clearly state information regarding the resignation and final working day. This section typically includes:

• Reference to the employee’s resignation letter
• Date when the resignation was submitted/received
• Confirmation that the resignation has been accepted
• Clear mention of the employee’s last working day

Consequently, this section serves as official confirmation that the employment relationship has formally ended on a specific date. First, it acknowledges receipt and acceptance of the resignation. Second, it establishes the exact termination date, which is particularly important for calculating final settlements and determining when employment-related benefits cease.

Confirmation of clearance and dues

This critical component addresses the financial and material aspects of employment termination. The clearance and dues section confirms:

• Completion of the exit formalities
• Return of all company assets (laptops, phones, ID cards, etc.)
• Clearance of all departments (IT, finance, admin, etc.)
• Status of final settlement of dues

As shown above, this section essentially functions as an embedded “no-dues certificate,” assuring future employers that the employee has been properly discharged from all obligations. Importantly, some relieving letters explicitly mention the timeline for final settlements, stating when their salaried employee can expect to receive any pending payments.

Appreciation and closing statement

The final component transitions from the formal administrative elements to a more personalized tone. This section typically:

• Acknowledges the employee’s contributions to the organization
• Expresses gratitude for their service
• Extends best wishes for future endeavors
• Includes official signature and company stamp

For instance, phrases like “We appreciate your dedication to the company during your tenure” or “We wish you success in your future endeavors” are commonly included. In particular, this section helps maintain goodwill between the departing employee and the organization.

The closing statement concludes with the signature of an authorized representative—usually the HR manager, department head, or other senior official—along with the company seal, which lends the document its official status and authenticity.

Together, these four components create a comprehensive relieving letter that serves both the departing employee and the organization while adhering to professional standards and fulfilling legal requirements.

How to Write a Relieving Letter?

Creating a professional relieving letter requires attention to detail and adherence to proper business etiquette. As an official document that employees often present to future employers, it’s crucial to follow these six steps to ensure your relieving letter is effective and compliant with standard practices.

1. Use official company letterhead

Initially, the foundation of any legitimate relieving letter is the company letterhead. This official stationery typically includes your organization’s logo, business name, address, and contact information. Using letterhead is not merely a formality, it authenticates the document and establishes its credibility.

The letterhead should be professional, clearly visible at the top of the document, and consistent with your company’s branding guidelines. Throughout the business world, documents without proper letterhead may be questioned or even rejected by future employers during verification processes.

2. Start with a formal salutation

After placing the date of issuance, reference number (if applicable), and the subject line “RELIEVING LETTER,” begin with an appropriate salutation. Generally, “To Whomsoever It May Concern” is the standard greeting used in relieving letters, although some companies prefer “Dear [Employee Name]” for a more personalized approach.

The formal salutation sets the professional tone for the entire document. Certainly, maintaining consistency with other official company communications is important here, yet the universal acceptance of “To Whomsoever It May Concern” makes it the safest choice when creating a relieving letter template.

3. Mention resignation acceptance

Subsequently, the first paragraph should clearly acknowledge the acceptance of the employee’s resignation. Reference the employee’s resignation letter by date and confirm that the company has formally accepted their decision to leave. This establishes the official record of resignation acceptance.

For example: “This is to confirm that we have received your resignation letter dated [insert date] for the position of [employee’s job title] in [department name], and this letter confirms our acceptance of your resignation.”

4. Confirm final working date

The next critical element is explicitly stating the employee’s last working day. This information is particularly important as future employers typically verify this date during background checks. Furthermore, clearly indicating when the employee will be officially relieved of all duties prevents any misunderstandings regarding the employment termination date.

Hence, use clear language such as: “Your resignation is effective from [specific date], after which you will be relieved from all your duties and responsibilities with [Company Name].”

5. Add appreciation and best wishes

Afterwards, include a paragraph expressing gratitude for the employee’s contributions and extending good wishes for their future endeavors. This section helps maintain a positive relationship with the employee who is leaving and reflects well on your organization’s culture.

Rather than using generic statements, personalize this section by mentioning specific contributions or qualities when appropriate. A thoughtful appreciation note leaves a lasting positive impression during what might otherwise be a purely administrative process.

6. Sign off with HR or authorized person

Ultimately, the relieving letter must be signed by an authorized person, typically the HR manager, department head, or another senior official with signing authority. This signature, along with the company seal, validates the document and completes its official status.

The signature should include:

• Name of the authorized signatory
• Designation/title within the company
• Company name
• Date of signing

Properly executed signatures are non-negotiable elements that protect both the company and employee by confirming the authenticity of the relieving letter.

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Relieving Letter Format and Templates

Now that we’ve covered the essentials, let’s examine actual relieving letter formats and templates you can customize for your organization. These ready-to-use templates will save you time while ensuring professionalism in your documentation.

Standard relieving letter format

The standard format of a relieving letter follows a clear structure that maintains professionalism throughout. First, place your company letterhead at the top, followed by the date of issuance. Next, include the subject line “Relieving Letter” in bold. Then add employee information including full name, ID number, and designation.

The body should contain these key paragraphs:

• Reference to resignation acceptance
• Confirmation of last working day
• Statement about clearance of dues
• Appreciation note

Finally, include the authorized signatory details at the bottom with company seal or stamp. This basic structure ensures all essential information is properly documented.

Relieving letter sample for general employees

[Company Letterhead]

[Date]

Subject: Relieving Letter

Dear [Employee’s Full Name],

This is in reference to your resignation dated [Resignation Date], wherein you requested to be relieved from your services on [Last Working Date].

We wish to inform you that your resignation has been accepted and you shall be relieved from your duties as [Designation], post serving notice period, with effect from [Last Working Date].

We also confirm that your full & final settlement will be processed within [Number] days according to company policy.

We appreciate your contributions to the organization and wish you success in your future endeavors.

Sincerely,

[HR Manager’s Name]

[HR Manager’s Title]

[Contact Information]

Relieving letter sample for accountants

[Company Letterhead]

[Date]

Subject: Relieving Letter

This is to confirm that [Employee’s Full Name], with Employee ID [Employee ID], has completed their tenure as an Accountant at [Company Name]. Their association with us was from [Joining Date] to [Last Working Date].

During their time here, [Employee’s Full Name] demonstrated meticulous attention to financial details, accuracy, and dedication to maintaining the company’s financial records.

We appreciate their contributions and wish them all the best in their future endeavors.

Sincerely,

[HR Manager’s Name]

[HR Manager’s Title]

Relieving letter sample for CA firms

[Company Logo]

[CA Firm Name]

[Company Address]

[Date]

This is to certify that [Employee’s Full Name], with Employee ID [Employee ID], served as a valued member of our team at [CA Firm Name] from [Joining Date] to [Last Working Date].

[Employee’s Full Name] exhibited a strong understanding of accounting and taxation principles during their tenure. They played a crucial role in delivering high-quality financial advisory services to our clients.

We appreciate their dedication and wish them success in their professional journey.

Sincerely,

[Senior Partner’s Name]

[Senior Partner’s Title]

How to Ask HR for a Relieving Letter?

Asking for a relieving letter is an important part of a professional exit process. This document is often required by your next employer as proof that you’ve completed your notice period and left your previous organization on good terms. Here’s how you can ask your HR team for it in a respectful and effective way.

Steps to Request a Relieving Letter from HR

1. Send a Formal Email– Draft a polite, professional email addressed to your HR manager or reporting supervisor. Avoid informal language, and clearly mention your resignation details.
2. Use a Clear Subject Line– This ensures your request is easily identified and not overlooked.
   Example: Request for Relieving Letter – [Your Full Name]
3. Include the Following Key Details in the Email– To make the process smooth, mention:
   • Your Full Name (as per records)
   • Employee ID (if applicable)
   • Designation and Department
   • Date of Resignation
   • Last Working Day
   • A statement confirming that you’ve completed all exit formalities, including handover and clearance from relevant departments
4. Be Courteous and Appreciative– Maintain a positive tone. Thank HR or your reporting manager for their support during your tenure, and respectfully request the letter to be issued.
5. Follow Up Politely (If Needed)– If you don’t hear back within 4–5 business days, send a polite follow-up email. Avoid sounding aggressive or impatient; instead, reiterate your request and explain the urgency, if applicable.

Sample Email to Request Relieving Letter

Subject: Request for Relieving Letter – [Your Full Name]

Dear [HR’s Name],

I hope this message finds you well. I am writing to request my relieving letter following my resignation dated [Date] and my last working day on [Date]. I have completed all exit formalities and handed over responsibilities as required.

Kindly issue the relieving letter at your earliest convenience, as it is required for my onboarding with my new employer.

Thank you for your support throughout my tenure.

Best regards,
[Your Full Name]
[Employee ID]
[Contact Information]

Optional Follow-Up Email on Relieving Letter

Subject: Follow-Up: Request for Relieving Letter – [Your Full Name]

Dear [HR’s Name],

I hope you’re doing well.

I’m following up on my earlier request for the relieving letter dated [Previous Email Date]. I had submitted my resignation on [Resignation Date] and my last working day was [Last Working Date], with all exit formalities completed.

I would be grateful if you could let me know the status or expected timeline for issuance, as the document is needed for completing my onboarding at the new company.

Thank you once again for your support.

Best regards,
[Your Full Name]

Common Issues and Employer Guidelines

Understanding the legal boundaries and ethical considerations surrounding relieving letters can prevent unnecessary complications for both employers and employees. Let’s examine the most common questions regarding these important documents.

Can an employer deny a relieving letter?

Yes, under specific circumstances, employers can legitimately withhold a relieving letter. Primarily, this occurs when employees have pending obligations or unresolved issues with the company. Additionally, employers may refuse to provide this document if an employee fails to serve the required notice period or demonstrates irresponsible or unethical behavior.

However, if all employment terms and resignation requirements have been properly fulfilled, employees should rightfully receive their relieving letter. In situations where an employer unjustly withholds this document, the employee might need to seek legal counsel or contact labor authorities to resolve the issue.

Notably, in some regions like India, there is no specific law that mandates employers to issue relieving letters unless explicitly mentioned in the appointment terms.

When not to issue a relieving letter

Organizations typically refrain from issuing relieving letters in these situations:

• When employees engage in unlawful activities
• When employees violate employment contracts or company policies
• When employees are terminated for serious misconduct

Likewise, cases involving unethical actions, integrity violations, disciplinary issues, or employees absconding from work justify withholding these documents. Termination for cause often results in the denial of relieving letters, as these documents generally signify amicable separation.

Legal and HR best practices

Even though issuing relieving letters may not be a legal obligation, establishing clear policies around their issuance represents sound HR practice. Foremost, companies should communicate these policies transparently during onboarding.

Digital relieving letters with verifiable signatures are increasingly accepted as valid documentation. Nonetheless, companies should maintain consistency in their format and issuance procedures.

From an ethical standpoint, relieving letters should remain truthful yet respectful of employee privacy. They should avoid including unnecessary details about departure circumstances unless legally required.

Should disputes arise regarding relieving letters, organizations should attempt resolution through internal channels before escalating to legal remedies. Throughout this process, maintaining professional communication benefits both parties involved.

Conclusion

Relieving letters serve as crucial documents in professional transitions, essentially acting as the final handshake between employers and departing employees. Throughout this guide, we’ve explored every aspect of these important documents that can significantly impact your career progression.

First and foremost, remember that a properly formatted relieving letter confirms your clean exit from previous employment, thereby paving the way for your next opportunity. Many organizations consider this document non-negotiable during their hiring process, making it as important as your resume or experience certificates.

The key components we discussed—employee details, last working day confirmation, clearance verification, and closing statements—work together to create a comprehensive document that protects both parties involved. Additionally, following our six-step process ensures your relieving letter meets professional standards while maintaining appropriate formality.

Our provided templates offer ready-to-use solutions that save time while ensuring compliance with standard practices. You can certainly customize these templates to match your organization’s tone and requirements without compromising the essential elements.

Legal and ethical considerations surrounding relieving letters require careful attention. Though not always legally mandated, these documents represent best practices in human resource management. Companies should therefore establish clear policies regarding their issuance and handling.

We hope this comprehensive guide helps you navigate the process of creating, understanding, and using relieving letters effectively. Whether you’re an HR professional handling employee exits or a manager preparing documentation for departing team members, this knowledge empowers you to manage professional separations with confidence and integrity.

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