How to request your experience letter and relieving letter (email templates)
Your experience letter and relieving letter prove your service to future employers and are often needed for background verification. Send HR a relieving letter request email before your last working day, and ask for your full and final (F&F) settlement date too. Keep copies of every email.
At a glance
- Request the documents in writing, ideally in the week before your last day.
- Ask for the F&F statement with a date.
- Your appointment letter and company policy describe when these are issued.
- Escalate politely if there is no reply in a reasonable time.
- Keep your own copy of payslips and the offer and appointment letters.
What each document is
| Document | Purpose |
|---|---|
| Experience letter | States your role, dates of employment and sometimes conduct |
| Relieving letter | Confirms that you have been released after completing your notice and handover |
| F&F statement | Final pay, leave encashment, deductions, recoveries |
| Form 16 and payslips | Tax and pay records |
Template 1: before your last day
Subject: Request for experience letter, relieving letter and F&F details - [Name], [Employee ID]
Dear [HR Name],
My last working day is [date]. Please share the following documents on or after my last day: (1) experience letter, (2) relieving letter, (3) full and final settlement statement with the expected payment date, (4) my final payslips.
My details: Employee ID [ID], Designation [title], Date of joining [date]. I have completed the handover as agreed with [manager]. Please tell me if anything is pending from my side.
Thank you, [Name] | [Personal email and phone]
Template 2: reminder
Dear [HR Name],
I am following up on my request of [date]. I have not yet received my [document]. A future employer is waiting for it for verification. Could you please confirm when I can expect it?
Regards, [Name]
Template 3: escalation
Dear [HR Head / Manager],
I resigned on [date], completed my notice and left on [date]. I have written to HR on [dates] but have not received my relieving letter and F&F statement. Could you please help to resolve this? I have attached my earlier emails.
Thank you, [Name]
If it is still pending
Check your appointment letter and the company's policy. Employees can also seek advice from the state labour department or a qualified adviser. Rules differ by state and employer.
Keep these ready for a new employer
Offer and appointment letters, last 3 to 6 payslips, relieving letter, Form 16, PF details (UAN). See what a UAN is and background verification.
Frequently asked questions
Can I join a new company without a relieving letter? Some employers allow it temporarily or accept alternatives, others do not. Ask the new employer and disclose the situation honestly.
How long does F&F take? Your policy sets it. Ask HR for the date in writing.
Is the experience letter mandatory? Practice varies. Ask politely and keep payslips as backup proof.
Next step
Send Template 1 at least a week before your last working day. See resignation letter formats.
This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.