What is the format of an experience letter and a relieving letter?
An experience letter confirms that a person worked at your company, in which role and for what period. A relieving letter confirms that the company has accepted the resignation and released the employee from service on a stated date. Use the format below to issue both after exit clearance, on letterhead, signed by an authorised person, and state only facts you can show from records.
What is the difference?
| Relieving letter | Experience letter | |
|---|---|---|
| Says | Resignation accepted; employee released from [date] | Worked as [designation] from [date] to [date] |
| Used for | New employer's joining formalities, background verification | Proof of work history, visa and loan files |
| Contents | Last working day, clearance done, no dues claimed (if true) | Designation, department, period, optionally conduct |
| Issued when | After the last working day and clearance | With or after the relieving letter |
New employers and background verification firms often ask for both, so issue them promptly. See what candidates face in background verification.
Relieving letter (copy and paste)
[Company legal name]
[Registered address] | CIN / LLPIN: [number]
Date: [DD Month YYYY]
Ref: [letter number]
To Whom It May Concern
Subject: Relieving letter for [Employee full name] (Employee ID: [ID])
This is to confirm that [Employee full name] was employed with
[Company] as [Designation] in the [Department] from [DD Month YYYY].
[He / She / They] submitted [his / her / their] resignation on
[DD Month YYYY]. The resignation was accepted and [he / she / they]
stands relieved from the services of the company with effect from the
close of working hours on [DD Month YYYY].
[Delete one:]
All company property has been returned and exit clearance is complete.
[OR] Exit clearance is complete. Final settlement has been processed
as per company policy.
We wish [him / her / them] success in future endeavours.
Yours sincerely,
[Name], [Designation, HR]
For [Company legal name]Experience letter (copy and paste)
[Company legal name]
[Registered address] | CIN / LLPIN: [number]
Date: [DD Month YYYY]
Ref: [letter number]
To Whom It May Concern
Subject: Experience certificate for [Employee full name]
This is to certify that [Employee full name] (Employee ID: [ID])
worked with [Company] from [DD Month YYYY] to [DD Month YYYY] and last
held the position of [Designation] in the [Department].
[Optional: Key responsibilities included [two or three factual lines].]
[Optional, only if accurate: During [his / her / their] tenure, we
found [him / her / them] to be [diligent and reliable].]
This certificate is issued at the employee's request.
Yours sincerely,
[Name], [Designation, HR / Authorised signatory]
For [Company legal name]What should you check before you sign?
- The dates match your payroll and attendance records.
- The last designation is the one in the system. List earlier designations if the employee was promoted.
- You are not adding opinions you cannot support. A neutral letter is safer than a glowing or negative one.
- The letter does not claim "no dues" unless the full and final settlement is complete.
- It is signed by a person authorised by the company, with a company stamp if that is your practice.
When should you issue them?
Set a standard time in your notice period policy, for example within a fixed number of working days after clearance. The Ministry's handbook states that due wages must be paid within two working days of an employee leaving. Do not link the letters to unresolved disputes without legal advice, because delays hurt the employee's next joining.
Frequently asked questions
Is an experience letter the same as a relieving letter? No. One proves the employment period; the other records release from service. Many employers send both together.
Can we mention the reason for leaving? Keep it factual. "Resigned" is enough.
What if the employee left without serving notice? Handle it under your policy. Whether to issue a relieving letter is your decision on the facts; ask counsel.
Who requests it? The employee. Candidate-side wording is in Experience Letter and Relieving Letter Request Email.
Next step: store a signed copy of every letter in the employee's file.
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