Relieving Letter

Table of contents, that we will discuss in this blog relieving letter.  

• What is a Relieving Letter
• Relieving Letter Format
• Information required in a Relieving Letter
• Importance of a Relieving Letter
• Draft of Relieving Letter
• FAQs

Usually, every organisation asks the new employee for a relieving letter that they officially resigned from their previous positions. It is a way to formally accept and acknowledge the employee’s resignation. In this blog, we will look in detail about relieving letter, its importance and the format along with any FAQs that may arise.

What Is a Relieving Letter

Relieving letter is an official and essential document which is issued by the employer to the employee during the time of resignation from the job and all responsibilities of the employee. It contains all the essential data, such as employment details, employee details, Joining date, designations, annual CTC, last working days with experience letter and other information that will help the employee move on to the next employment.

Relieving Letter Format

A relieving format and tone needs to be clear and concise so that other employers can know easily that it is valid. Some points to keep in  mind are:

1. Specify the name of the particular employee
2. Mention the Resignation acceptance and employee’s title
3. date of joining and Leaving  should be mention
4. Tone should be formal and professional.

Information required in a Relieving Letter

There are numerous pieces of information that need to be mentioned so that you, your employee and their future employer can easily understand the required details.  The details to be mentioned are:

• Company Name and Address 

The first and essential point is to add the company name and address that you need to mention on top of the letter.

• Date of issuance letter

The second and most important part is the issuance date. The issuance date needs to be mentioned on top of the letter/page.

• Employee’s details 

Below the date, you can mention the employee’s details, such as employee name, employee designations, department and others.

• Subject

After that you can mention the subject, which will show you the purpose of the letter only in one line.

• Resignations details (Body of the letter)

Now, you can write about the registration details of the employee. But you have to inform them in the first paragraph of the letter that the employer has accepted the registration letter. And also include the last date and day of the employment and when the employee has given the resignation.

• Appreciation 

Then the next step is appreciation, where you assure the employee that they will receive the full and final settlement within the specific period of time. Also, mention the contribution of the employee in the organisation and wish them for their future.

• Signature 

Lastly, the signature will be at the bottom left of the letter with the employer name, designation and date.

Importance of a Relieving Letter

A letter shows the official interaction between the employer and employee. Before entering the particular person in the organisation, you need to examine them.  Because, It is an important document which can be helpful and useful for the future, such as –

• It can be the evidence of managerial abilities and talent of the employee, that will be helpful for the employer and employee.
• Proof of clearance data, such as internal property or any other information.
• A detailed Proof of your performance and clearance dues of the organisation.

Draft of Relieving Letter

There is the following samples which you can use and download for your preference –

Download Sample 1

Download Sample 2

Frequently asked questions (FAQs)

There are the following remain questions, that you wants to know about relieving letter –

Is that terminated employee also eligible to get a relieving letter?

Yes, when you will provide a relieving letter to the terminated employee, before providing, you have mentioned the reason for termination, because it could be the reason to ask questions in other employment or next employment.

Is a relieving letter mandatory to provide to the employee?

No, it is not mandatory to provide the relieving letter to the employee, but for Hr records and other statutory obligations it is mandatory.

Difference between relieving letter and experience letter 

The relieving letter officially shows that employees have been relieved from their current job. But, the experience letter is a showcase that shows the employee’s working experience and what employees have conducted in the organisation.

Who can create the relieving letter?

An HR manager and team can create relieving letters for the employees. That will show you the employee is leaving the organisation and they have completed their notice period and also paid all dues along with completing their paperwork.

Can a company deny the relieving letter?

Yes, companies have rights to deny issues relieving letters to the employee, if the employee has any bad behaviour, did any wrong thing or they didn’t follow the company’s complaints.

This is the end of our discussion on the Relieving letter. Let’s know your other questions and opinions on this topic. Mention below the comment box.

Related Posts

How to prepare for an employee to going on maternity leave  

HR question to ask in an interview

Document required to on-board a new employee

Payroll Process checklist