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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
A relieving letter confirms that an employee has been released from duty on a given date after their resignation was accepted. This relieving letter format is what the next employer will ask to see.
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It is issued on or shortly after the last working day, once the notice period has been served or settled and the clearance process is complete. HR issues it under an authorised signatory's signature.
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The relieving letter answers one question: has this person been formally released, so they are free to join elsewhere. The experience letter describes the tenure and role. Many organisations combine them into one letter, which is fine as long as both sets of facts are present.
Watch for itWithholding a relieving letter as leverage over a notice-period dispute invites complaints and can be difficult to defend. Settle the recovery through the full and final process and record it there.
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/REL/YYYY/NNN] Date: [DD Month YYYY] TO WHOMSOEVER IT MAY CONCERN [Employee full name] Employee code: [Code] Designation: [Designation] Department: [Department] Subject: Relieving letter Dear [Employee first name], This is with reference to your resignation letter dated [DD Month YYYY]. Your resignation was accepted by the management on [DD Month YYYY], and you are relieved from the services of [Company name] with effect from the close of working hours on [Last working day]. We confirm that you have completed the exit clearance formalities. Your full and final settlement [has been processed / will be processed as per company policy and communicated to you separately]. We remind you of your continuing obligation to keep confidential all information about the company, its clients and employees that came to your knowledge during your employment, as per the terms of your appointment. We thank you for your contribution and wish you success in your future endeavours. Yours sincerely, For [COMPANY NAME] [Authorised Signatory] [Designation]
There is no single central statute that mandates it, but it is standard practice and some state rules and standing orders require a service certificate on request. Refusing it without reason invites complaints.
Yes. Relieving and settlement are separate. Many organisations issue the relieving letter on the last day and pay the settlement in the following payroll cycle.
Record the shortfall and any recovery in the full and final statement. The relieving letter can still state the actual last working day.
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