A relieving letter is a critical document that a candidate needs to submit to a new employer while switching jobs. This document proves that the prospective candidate has completed all the required services and responsibilities with their previous employer.
Generally, the HR department issues relieving letters. However, if you’re new at it, don’t worry, this article will discuss all about relieving letters, along with free MS Word & PDF templates and samples.
Here’s how you can create and manage employee letters on RazorpayX Payroll, using best-in-class templates crafted by our team of experts.
Table of Contents
What is a relieving letter?
Relieving letter is an official document issued to an employee leaving an organisation. It states that the employee has been relieved from their duties & responsibilities by the previous employer after finishing all the required formalities.
Typically, a relieving letter is printed on the employer’s letterhead and given to the employee on their last working day.
Relieving letter format
A relieving letter’s tone should be professional, and the content should be concise. Given that the employer’s name goes into it, the employer should ensure that the document’s drafting is done appropriately.
Details required in a relieving letter
1. Date
The issuance date is the first section and it should be written on top of the page. The date can be a piece of critical information in case of any disputes.
2. Employee information
The employee information, along with the name, designation, and department, comes just below the date of issuance. The company’s name can also be provided in this section.
3. Subject
This section provides a brief about the letter’s purpose.
4. Salutation
In this part, the letter’s recipient is addressed by the first name preceded by a formal salutation. For example, ‘Dear John’.
5. Body of the letter
This section captures particulars about the employee’s resignation and the fact that the employer has accepted it. It also includes when the employee tendered the resignation and when is the last day of employment.
6. Formalities and appreciation
In this section, the employer assures that the employee will receive the full and final settlement after a particular period. The assurance is followed by thanks and wishes for the employee.
7. Signature
The signature on the bottom left of the page marks the end of the letter.
Relieving letter template and sample
[Company_Name]
[Company_Address]
14/12/2021
Relieving letter
Dear [Employee_Name],
With reference to your resignation email dated [Employee_Resignation_Date], you are hereby relieved from your duties as on [Employee_Relieving_Date]. We confirm that you have been working with [Company_Name], as [Employee_Designation] from [Employee_Joining_Date] to [Employee_Relieving_Date].
We would like to thank you for your service with [Company_Name] & wish you the best in your future endeavours.
For [Company_Name]
[HR_Name]
[HR_Designation]
Download Relieving Letter in Word for Free
Download Relieving Letter in PDF for Free
Relieving letter for employee
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin]
[Date]
Relieving Letter
This is to certify that [Employee’s Full Name], Employee ID [Employee ID], has successfully completed his/her tenure at [Company Name] as [Job Title] from [Joining Date] to [Last Working Date].
During their time with us, [Employee’s Full Name] exhibited dedication, teamwork, and a strong work ethic. Their contributions have been valuable to our organization. We wish them success in their future endeavours.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Relieving letter for accountant sample
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin]
[Date]
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 endeavours.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Relieving letter sample 2 (CA Firm)
[Company Logo]
[CA Firm Name]
[Company Address]
[City, State, Pin]
[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]
[Contact Information]
Sample email requesting Relieving Letter
Subject: Request for Relieving Letter
Dear [HR Manager’s Name],
I hope this email finds you well. I am writing to kindly request a relieving letter for my employment at [Company Name]. My last working day was on [Last Working Date], and I believe that the relieving letter would be an important document for my future endeavours.
I greatly enjoyed my time working at [Company Name] and am grateful for the opportunities and experiences I gained during my tenure. I appreciate your assistance in providing the relieving letter, which would be invaluable as I move forward in my career.
Please let me know if there are any specific procedures or information you require from my end to facilitate the process. I look forward to hearing from you soon.
Thank you for your time and consideration.
Best Regards,
[Your Full Name]
[Your Employee ID]
[Your Contact Information]
How to write a relieving letter
As mentioned earlier, relieving letter is a formal document issued to employees after accepting resignation and relieving them from all the duties. Here are some important things to remember while writing it:
- The letter should be issued on the company letterhead.
- The ideal salutation to give, unless the employee requests a specific name, is “To Whomsoever It May Concern.”
- You should mention the acceptance of employee resignation and their designation.
- You can mention joining and resignation dates.
- The tone of the letter should be formal and polite.
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FAQs
1. Is a terminated employee eligible for a relieving letter?
Yes, a terminated employee also receives a relieving letter, but it clearly mentions the reason for departure as termination.
2. Is issuing relieving letters a legal obligation/compulsory?
No, issuing a relieving letter is not a legal obligation, but it is helpful for HR records and other statutory requirements.
3. Can an employer deny a relieving letter?
Yes, the employer can deny relieving letters based on an employee's misconduct or other similar issues. The employer should provide relieving letters to the departed employees in all other cases.
4. What is the difference between an experience letter and a relieving letter?
An employee’s resignation is accepted in the relieving letter, and the last working day is mentioned. An experience letter, also known as the service certificate, details an employee’s name, designation, gross annual salary, date of joining, date of leaving and the kind of experience an employee has had. Although, some companies only give a relieving letter and club the details of the service certificate in that itself.
