Relieving Letter Format: How to Write with Examples
Have you ever thought about what happens when an employee leaves a company? What documents help both the employer and employee part on good terms? The answer is the relieving letter- a relieving letter is a formal document provided by an employer to the employee who is leaving the organization. This document confirms an employee’s resignation and ensures a smooth transition to future opportunities.
Writing a relieving letter might seem daunting, but it’s pretty easy. A correctly written relieving letter is essential for both the employer and the employee. It ensures clarity and professionalism when an employee leaves a job. In this blog post, we will guide you on how to write a relieving letter. Also, you’ll learn the essential elements of the relieving letter and see examples that help you create an excellent document.
If you want to learn how to write a relieving letter, stay with us! We will cover all the important details. Let’s get started!
What is a Relieving Letter?
Relieving letter is an important document issued by an employer on their resignation. It states that the employee has resigned from their position and been released from their duties and responsibilities from the company. This letter marks the end of their employment with the organization. It serves as proof of employment for a new job opportunity.
A relieving letter protects both the employer and the employee. It ensures that the employee has fulfilled their obligations, cleared all the dues, and provides a record of the employee’s departure. It can also show the company’s commitment to maintaining transparent employment practices.
When and Why It Is Required
A relieving letter is required when an employee wants to switch to a new job, pursue higher studies, move abroad, or for any other purpose. It is essential for the following reasons:
- To provide proof of employment for future job applications.
- To ensure a smooth transition and proper handover of responsibilities.
- To avoid legal issues after leaving the job.
- To maintain a positive relationship between the employer and the employee.
- To keep a record of an employee's work history.
Essential Elements of a Relieving Letter
Let's look at the key elements of your relieving letter;
Date of Issuance
The date of issuing a letter is written at the top of the page. This date is important for keeping records and prevent any disputes in the future.
Employee Details
This section includes employee information, including their full name, job title, and department. If applicable, add the employee ID.
Company Name
Your company name should be mentioned in the letter to maintain uniform standards.
Informative Subject Line
A brief statement is written in the subject line, which indicates the purpose of the letter.
Greeting or Salutation
In this section, the letter addresses the recipient by their first name, such as “Dear Anil.”
Body of the Letter
The body of the letter includes information about the employee's resignation and a statement of its acceptance. It also includes the submission date and the employee’s last working day.
Expression of Gratitude
Express your gratitude by thanking the employee for their service and contribution to the company.
Signature
The letter should end with the employer’s signature, name, job title, and date.
Relieving Letter Format and Examples
RELIEVING LETTER FORMAT
[Date of Issue]
[Company Name]
[Company Address]
[City, State, Pin Code]
Subject: Relieving Letter
[Employee’s Name]
[Employee’s Designation]
[Employee’s Address]
Dear [Employee’s Name],
This is to certify that [Employee Full Name], with employee ID [Employee ID], has been relieved from their duties as [Designation] effective from [Last Working Day].
We appreciate the contributions you have made to our company throughout the course of your employment. We wish you a successful future.
Sincerely,
[Employer Signature]
[Employer Name]
[Employer Designation]
[Date]
RELIEVING LETTER EXAMPLES
Example 1: Basic Relieving Letter
[Date of Issue]
[Company Name]
[Company Address]
[City, State, Pin Code]
Subject: Relieving Letter
[Employee’s Name]
[Employee’s Designation]
[Employee’s Address]
Dear [Employee’s Name],
This is to certify that [Employee Full Name], who has been working with us as [Designation] from [Start Date] to [End Date], has been released from their responsibility with effect from [Last Working Day].
We appreciate your hard work and positive contribution to our team during their tenure. We are grateful for your service and wish you all the best in the future.
Sincerely,
[Employer Signature]
[Employer Name]
[Employer Designation]
[Date]
Example 2: Relieving Letter With Achievements
[Date of Issue]
[Company Name]
[Company Address]
[City, State, Pin Code]
Subject: Relieving Letter
[Employee’s Name]
[Employee’s Designation]
[Employee’s Address]
Dear [Employee’s Name],
I am writing to confirm that [Employee’s Name] was employed as [ Job Title] with [Company Name] from [Start Date] to [End Date].
During their tenure, [Employee’s Name] consistently demonstrated strong SEO skills, dedication, and a positive attitude. Their content was well-researched, engaging, and aligned with our brand, which increased our online visibility. They contributed to various successful marketing campaigns and helped us achieve marketing goals and reach a broader audience. Their contributions greatly benefited our team and projects.
We valued their hard work and creativity. We highly appreciate [Employee’s Name] efforts and wish you continued success in your career.
Sincerely,
[Employer Signature]
[Employer Name]
[Employer Designation]
[Date]
Example 3: Relieving Letter for Contract Employees
[Date of Issue]
[Company Name]
[Company Address]
[City, State, Pin Code]
Subject: Relieving Letter
[Employee’s Name]
[Employee’s Designation]
[Employee’s Address]
Dear [Employee’s Name],
This is to certify that [Employee Full Name] was employed with [Company Name] as [Designation] on a contract from [Start Date] to [End Date].
During their tenure, [Employee Name] contributed to our organization and completed their duties in a time bound fashion manner. We are grateful for their dedicated service and hard work. They have been a valuable part of a team and we wish them the best in the future.
Sincerely,
[Employer Signature]
[Employer Name]
[Employer Designation]
[Date]
Guidelines and Tips for v Writing a Relieving Letter
Follow the following tips to create a clear and professional relieving letter:
- Maintain a formal and professional tone throughout the letter. Avoid using vague or informal language in the relieving letter.
- Make sure to include all necessary information, such as names, dates of employment, and designations. Lack of essential details may lead to misunderstandings.
- To avoid incorrect information, carefully proofread the relieving letter for grammatical errors or spelling mistakes.
- Highlight specific achievements or contributions made by the employee during their tenure with the company. This recognition enhances the value of the letter.
- Create content based on company policies or culture. For example, if your organization has specific terms or conditions related to resignation, make sure to mention them.
- Conclude the letter positively by wishing the employee success in their future endeavors. This can create a good impression and maintain a positive relationship.
Completing the Process: Steps After Issuing a Relieving Letter
After issuing a relieving letter, follow these steps to ensure a smooth transition:
- Comprehensive record of relieving letters should be stored in physical and digital format for future reference. Whenever needed, these documents should be organized and retrieved during the times of audit.
- Reach out to the departing employee to offer them assistance in resolving pending work or projects.
- Before the employee leaves, assign responsibilities to other team members to ensure continuity.
- Update the employee status in the HR information system, including payroll and benefits information.
- Conduct an exit interview to gather feedback from the departing employee about their experience. Analyze the feedback and share it with stakeholders, such as managers or HRs, for further improvement.
Final Thoughts
Relieving letter is an essential document that plays a pivotal role in an employee’s career progression. A well-crafted relieving letter leaves a long-lasting impression on the departing employees. By following the guidelines, taking examples, and understanding the key elements outlined in the post, you can write a professional relieving letter that reflects positively on the company’s culture and values. Don’t forget to follow the appropriate steps after the issuance of the relieving letter to ensure a smooth transition process.
