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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.
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
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.
This section provides a brief about the letter’s purpose.
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.
The signature on the bottom left of the page marks the end of the letter.
Relieving letter template and sample
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.
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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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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.