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All-in-one HR platform · v2.0
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All-in-one HR platform · v2.0
14-day free trial · No credit cardhello@HrMagix.com
An experience letter certifies how long someone worked for you and in what role. This experience letter format sticks to verifiable facts that a future employer will check.
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It is issued at exit, often with the relieving letter, or later on request from a former employee. HR checks dates and designations against the personnel record before an authorised signatory signs.
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The experience letter is about tenure and role and is addressed to whomever it may concern. The relieving letter is addressed to the employee and confirms release from duty. Background verification agencies usually check both against the same dates, so they must match.
Watch for itDo not write performance praise you would not stand behind, and do not include adverse remarks in a certificate. Keep opinions out; keep facts in.
Replace everything in [square brackets]. Have your own legal or HR adviser review the final wording for your organisation.
[COMPANY NAME] [Office address] | [Phone] | [Email] Ref: [HR/EXP/YYYY/NNN] Date: [DD Month YYYY] TO WHOMSOEVER IT MAY CONCERN EXPERIENCE CERTIFICATE This is to certify that [Mr./Ms./Mx.] [Employee full name] (Employee code: [Code]) was employed with [Company name] from [Date of joining] to [Last working day]. At the time of leaving, [he/she/they] held the position of [Designation] in the [Department] department. [Earlier designations held: [Designation] from [Date] to [Date].] During this period, [his/her/their] responsibilities included [two or three factual lines describing the role, for example: managing vendor payments for the western region and preparing monthly reconciliation reports]. [His/her/their] conduct during the period of employment was [good / satisfactory]. [Optional; delete if your policy is to certify facts only.] We wish [him/her/them] success in [his/her/their] future endeavours. For [COMPANY NAME] [Authorised Signatory] [Designation]
Practice and some state rules expect a service certificate on request. Refusal without reason tends to lead to complaints; issue a factual certificate even when the exit was difficult.
Use a salary certificate for that purpose. Experience letters usually leave pay out.
Yes, as long as your records support the dates. Use the date of issue as the letter date, not the exit date.
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