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Relieving Letter Format | Download Samples

Relieving Letter Format: Relieving Letter Samples and Templates

When switching jobs, one of the most important documents that the candidate must submit to his/her new employer is a relieving letter from his/her previous organisation. It is proof that an employee has completed his services and responsibilities in the former organization. In this article, let us familiarize ourselves with relieving letter format, what we mean by a relieving letter and its importance along with a few templates and samples.

What is a relieving letter?

The document that the employer gives to the employee, which contains details such as the notice period served when he/she left the company is called a relieving letter.  The letter shows that the employee has worked for the mentioned company, completed all the necessary formalities and is now relieved from all his/her former roles & responsibilities. An ideal relieving letter format states the joining date, annual CTC, designation, last working details, etc

This document confirms the employee’s resignation from the company and has the final date of employment of the said employee. It is usually issued on the employee’s last working day. Few companies provide this after 45-60 days along with the full and final settlement.

While relieving letters may have some similarities with experience letters, they are not the same.

Details Required In A Relieving Letter

Although there is no one specific relieving letter format, the details in the documents are more or less the same for all organisations. The content should be drafted in a professional tone and arranged in an orderly manner. For employers, know that this piece of document will be representing your company as your company’s name goes in it as well. So, it should be done in the right and polished way.

Following are the details that should be present in a relieving letter:

  1. Date: The first section of relieving letter format contains the date of issuance. The date of issuance of the relieving letter should be written on the top left side of the page. This is important as it is proof that you could use should any dispute or issue arise.
  2. Employee Information: An ideal relieving letter format should contain employee information. Below the date of issuance comes the name of the employee along with his/her designation, department. The name of the company should also be provided.
  3. Subject Line: Generally, companies just put ‘Relieving Letter’ as the subject of the letter. This informs what the letter is about in brief.
  4. Salutation: Here, you could address the recipient by their first name with a formal salutation such as “Dear.” For example, ‘Dear Ashley”.
  5. Body of the Letter: In this section of experience letter format, the body of the letter will be about the employee’s resignation details and the fact that the company has accepted it. This will include when the employee asked for resignation and the last date of employment.
  6. Formalities and Appreciation: Here, the employer will assure the employee that he/she will receive a full and final settlement after a certain period of time depending on the company. This should be followed by a few words of thanks and wishes for him/her in his/her future.
  7. Signature: The end of relieving letter format should contain the signature. On the bottom left side of the page, the sender will close the letter with his/her name, designation, department, and name of the company.

Relieving Letter Format

As mentioned earlier, there is no one specific relieving letter format. As long as it contains the above details mentioned above, and is written professionally and in an orderly manner and is error free, it will work as a relieving letter.

RELIEVING LETTER FORMAT 

Date: _____________

[Employee,s Name]
[Employee’s Designation]
[Department and Company’s Name]

Subject:__________

Dear_________,

Body

Yours Sincerely,
[Name of Sender]
[Sender’s Designation]
[Name of Company]

Download Relieving Letter Format

RELIEVING-LETTER-FORMAT

Read More: Leave Application for Office, School & College With Samples

Importance of Relieving Letter

  1. If you plan to join a new company, your future employer will definitely ask for your relieving letter. Failure to provide it may hamper your chance of getting employed by them.
  2. When you are about to join a new company, this document will prove that you have left the last company you worked for.
  3. It will also prove that you are no longer associated with your previous company as you have completed all the services and dues.
  4. It will also assure your future employer that you are not in possession of any company data or internal property.

Sample of Relieving Letter From Employer

Now that you’ve read what’s included in relieving letter format, lets look at some of the relieving letter samples from employers.

Relieving Letter Sample From Employer 1

Dated: 16/09/2021

Aurora Rose
Content Strategist
Digital Marketing Department
Akal Infosys

Subject: Relieving Letter

Dear Aurora,

This is with reference to your resignation dated 30th April 2021.
Your resignation has been accepted and you are relieved from the services of our company effective from the closing hours of 31st May 2021.
We thank you for your efforts and contribution during your tenure with us and wish you all the best in your future endeavors.

Yours Sincerely,

Eshanya Johari
HR Manager
AKAL Infosys

Download Relieving Letter Sample

Relieving Letter Sample From Employer
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Relieving Letter Sample From Employer 2

Dated: 16/09/2021

Diya Goswami
SEO Specialist
Digital Marketing Department
Akal Infosys

Subject: Relieving Letter

Dear Diya,

This is in reference to the resignation letter you have submitted wherein you requested to be relieved from your services on the 16th of July 2021. We are writing to inform you that your resignation has been accepted. You are relieved from your position of SEO Specialist with Akal Infosys post serving notice period with effect from the 14th of August 2021.
Your full and final settlement would be credited to the account in the next  30 to 45 days during your employment.
We thank you for the services you have rendered for AKAL Infosys and wish you a successful career and life ahead.

Thanks & Regards,

Akash Nigam,
HR Manager
AKAL Infosys

Download Relieving Letter Sample From Employer

 

Relieving Letter Sample From Employer

Relieving letter format: A Few Points To Take Into Consideration When Drafting A Relieving Letter

As we have mentioned before, relieving letters should be written in a professional manner and not casual. Here are a few things about the relieving letter format that you have to bear in mind while writing a relieving letter:

  • Use your company’s letterhead.
  • Show appreciation for the work that the employee has done during his/her tenure.
  • In case you are not mentioning the name and designation of the addressee, you can go with ‘To whom it may concern”.
  • Again, ensure that you add the date of assurance.

How To Request For A Relieving Letter From Employer

A relieving letter is an important document that you, as a working professional, must always safely keep. If you are given a hard copy, make sure that you scan it and email it to yourself for safekeeping.

Before leaving an organisation, you should always ask for a relieving letter from your employer because it will be needed when you join a new company as proof that you have served your services with the previous company and that you no longer work for them.

How To Request For A Relieving Letter From Your Employer

If you plan to leave or have left your organisation to join a new one or pursue higher studies or no matter what the reason may be, follow these steps to ask for your relieving letter from your employer-

  1. Draft an email to your HR regarding your resignation. In the subject line, use “Request for issuing of relieving letter”.
  2. Ensure that you Cc your supervisor, department head, and other concerned persons.
  3. Ask HR for any pending formalities that might hinder the process.
  4. If you do not get any response, visit HR directly and inform him/her that you have dropped an email and that you are waiting for their reply.
  5. Follow up with them weekly to ensure that the process does not get blocked or delayed.
  6. Ask them for both soft and hard copies of the relieving letter.

Requesting For Relieving Letter Format

As you will be requesting a relieving letter via email, there is no specific format. However, follow these steps to make your request more professional and eye-catching.

  1. Salutation: Generally, ‘Dear’ is used even in official letters followed by the first name of the addressee. For example, “Dear John”.
  2. Body: The body of the email can be divided into two paragraphs-
    • First Paragraph: Inform them that you would be resigning from the company and mention the important dates such as your date of joining and date of resignation. Also, if you have completed your formalities, mention so and ask them if there are any pending formalities.
    • The second paragraph: Here is where you will request them to start the process as soon as they can. You can also thank or praise them for your time with them.
  3. Sign Off:  The most formal way of signing off is adding ‘Yours sincerely” or “Regards” followed by your full name.

Request For A Relieving Letter Samples

These are the relieving letter samples on how you can request for a relieving letter from your HR

Request for Relieving Letter Sample 1

Dear Lokesh,

As I have resigned from AKAL Infosys, I am looking forward to receiving my relieving letter. I resigned from the company on 7/6/2021 and completed all my formalities after serving the notice period of 3 months. My last working day with the company was 8/8/2021. The past 2 years I have spent with the organisation have been a great opportunity for me to develop my skills and I thank you for that.

I would be very obliged if you could kindly provide me with the relieving letter as soon as possible as I need to submit it to my new organization.

Kindly, do the needful.

Sincerely,

Bhartendu Prakash

Request for Relieving Letter Sample 2

Dear Rahul,

I am writing to request my relieving letter from your esteemed company along with the full and final settlement of my pending salary as I have not yet received either of these.
I resigned from my position as a Web Designer on the 14th of July, 2021 after working with AKAL Infosys for three years. I have served my 1-month notice period, and I have completed all formalities on my last day with AKAL, which was the 18th of August, 2021.
As this is an important document required by the  HR manager at the new company I have joined, I would appreciate it if you could kindly send me the relieving letter as soon as possible.

Thanks & Regards,

Shilpa Valvi

Resignation Acceptance Letter

A resignation acceptance letter is the document wherein the employer accepts the employee’s decision to resign from the company. It contains details such as the employer’s acceptance for the employee’s resignation, request for the employee to return company-provided properties as well as words of thanks and appreciation.

Resignation Acceptance letter employee format

Date
Name of the Organisation
Address

Name of the Employee
Designation
Department

Dear ___(Employee name),

This is to confirm and accept your letter of resignation submitted by you on the ____(Date) from the post of ______(Position). You will be relieved from the services of the company on the ______(Date).
Kindly submit your laptop and other office properties to the HR department before or on the last working day with _______.
You have been a wonderful addition to the _____ family and we thank you for your service. We wish you luck and success in your future endeavours.

Sincerely,

HR Manager
Signature

Download Resignation Acceptance letter employee format

Resignation Acceptance Letter Sample

Dear Joy,

This is to confirm and accept your letter of resignation submitted by you on the 20th of May, 2021 from the post of Content Writer at AKAL Infosys. You will be relieved from the services of the company on the 19th of July 2021.
Kindly submit your laptop and other office properties to the HR department before or on the last working day with AKAL.
You have been a wonderful addition to the AKAL family and we thank you for your service. We wish you luck and success in your future endeavours.

Sincerely,

Mary Ralte
HR Manager
AKAL Infosys

If you are leaving your company and want to join a new one, apply here for the latest job openings.

FAQs about Relieving Letter

Q1. Is relieving letter compulsory?

It is not compulsory but many companies require them as proof that you are not associated with your old company any longer and that you have completed all formalities with them. In some companies, you must submit your relieving letter to the HR department. If you don’t, they will not count the years you have worked for your previous company as experience years.

Q2. Can employers deny relieving letters?

In cases where the employee has absconded or the service provided by the employee is not up to mark or the employee only stayed with the company for less than 6 months, employers refuse to issue relieving letters for them.

If you have followed all protocols and completed all formalities and you still haven’t received your relieving letter, you can nudge the concerned person to send it to you as soon as possible via email, call, or face-to-face interaction.

Q3. What is the format of a relieving letter?

There is no official format of a relieving letter per se but you can use the relieving letter format provided below:

RELIEVING LETTER 

Date: _____________

[Employee,s Name]
[Employee’s Designation]
[Department and Company’s Name]

Subject:__________

Dear_________,

Body

Yours Sincerely,

[Name of Sender]
[Sender’s Designation]
[Name of Company]

Q4. What is a relieving letter?

A relieving letter is a document that the employer gives to the employee, which contains details such as the notice period served when the employee leaves the company. It confirms the employee’s resignation from the company and has the final date of employment of the said employee. It is usually issued on the employee’s last working day.

Q5. What is the difference between a relieving letter and an experience letter?

An experience letter, on the other hand, is a document that contains the history of the employee’s service such as designation given to him when he/she leaves his/her organisation.

A relieving letter contains information that says the employer has accepted the employee’s decision to resign from the organisation along with his/her last working day.

A relieving letter contains information that says the employer has accepted the employee’s decision to resign from the organisation along with his/her last working day. An experience letter, on the other hand, is a document that contains the history of the employee’s service such as designation. This too is given out before when the employee submits his letter of resignation.

Q6. When should the employer give the employee his/her relieving letter?

The employer should give the relieving letter to the employee on the employee’s last working day.

We hope the information mentioned above on relieving letter format, importance and samples help you understand more about relieving letters and their importance.

Read More: Experience Letter Format & Sample: Definition, Tips & Examples

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Last modified: October 21, 2021
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