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written by | August 24, 2022

What Is a Relieving Letter - Sample Format and Examples

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Every professional looks forward to finding new chances and platforms for skill development to advance in their career. One such aspect that is necessary to move forward is a relieving letter. FnF (Full and Final) settlement is done when an employee is considering leaving an organisation.

When applying for a new job, an employee must present a crucial document known as a relieving letter. This document shows that the potential employee has performed all necessary duties and services for their previous employer. When an employee is officially freed of all their tasks, responsibilities and obligations within the existing organisation, they get a relieving letter. Relieving letters, also known as experience certificates, are vital records needed when joining new organisations. Employees must provide concrete evidence that they have resigned from their previous employer while applying to work for another organisation. This article will take you through all the details of a relieving letter. 

Did you know? If employees have a positive onboarding experience, 69 % employees are more likely to remain with the company for three years.  

Relieving Letter Format 

An official letter indicating that an employee has been relieved of duties is given to them by the previous employer upon resignation. The new employer requires relieving letters to confirm that the employee completed the required paperwork, served their notice period and left the former job. Most resignation letters are sent on the business' letterhead on the last day of employment and are addressed to the departing employee. The employer must get a resignation letter from the employee before issuing a relieving letter. In some circumstances, a letter of resignation could be given to the new employer, verifying the fact that the employee left the company after adhering to all formalities. 

The tone of a relieving letter should be formal with a brief text. Given that the document contains the employer's name, the employee should ensure that it is properly drafted.

Also Read: How to Calculate Your In-Hand Salary Based on Your CTC?

Information Needed in a Relieving Letter

Knowing what should be the relieving letter’s format is necessary before an employer completes drafting it. Not only should one include all necessary details of the candidate, but one should also do it clearly. Here is a step-by-step explanation of the relieving letter format for an employee

1. Date of Issuance

The first section is the issuance date, which should be at the top of the page. In the event of any conflicts, the date may be an important piece of information. 

2. Employee Information 

Underneath the date of issuance is where the employee information appears, which includes the name, title, and department. This section might also include the name of the business. 

3. Subject 

The objective of the letter is briefly explained in this part. 

4. Salutation 

A formal salutation is followed by the first name of the recipient of the letter in this section. For instance, "Dear John." 

5. Body of the Letter 

Details regarding the employee's resignation are captured here with the notion that the employer has acknowledged it. It also specifies the employee's resignation date and the final day of employment.

Also Read: Basic Salary - Basic Salary Calculation, Salary Deduction, Formulas

6. Appreciation and Formalities 

In this clause, the employer guarantees that after a specified time, the employee will obtain the full and final settlement. Thanks and well regards for the employee come after the assurance. 

7. Signature 

The letter is concluded with a signature at the bottom left of the page.

Importance of a Relieving Letter 

Let's first examine the relevance of the relieving letter before delving into the relieving letter format. You must give the required amount of notice after submitting a resignation letter. You must finish all pending tasks and extra duties assigned by the organisation. A letter releasing you of your duties is only given once all of your assigned work has been completed. A relieving letter is thus, a crucial document because it serves as evidence that the employee has performed the allocated tasks within the specified time and role. 

Generally speaking, the relieving letter format for employees needs to be brief and to the point. It ought to contain the details of your leaving. As an employee, you can express your gratitude for your time with the company in the resignation letter. The letter should only use positive language. 

How to Draft a Relieving Letter? 

As previously noted, a relieving letter is given to employees after their resignation has been accepted and they have been released from all obligations. Keeping the following in mind will help you write it:

  • The communication matter must be printed on a business letterhead.
  • Unless the employee specifies a specific name, "To Whom It May Concern" is the best salutation to use.
  • Mentioning the resignation acceptance and the employee's title is appropriate.
  • Dates of joining and leaving may be mentioned.
  • The letter should be written in an official and courteous tone.

Also Read: Salary Calculator 2022-23 - Take Home Salary Calculator India

Relieving Letter Samples 

Here, you can find some samples and examples of the relieving letter.

1. Relieving Letter Request Given by the Employee

Frederick Nelson

HR Manager

3/1/2022

Subject: Request for a Relieving Letter

Dear Sir, 

I'm writing to ask that you provide me with my relieving letter, final settlement, and all the certificates I presented with my employment application. 

I submitted my letter of resignation on December 28, 2021. I have fulfilled all the requirements and served my notice period. I would greatly appreciate it if you could issue my resignation letter as soon as possible. I will need to submit it with other paperwork when I start my new employment on January 7, 2022. 

Regards and thanks

Signature

JOHNSON CAIN

2. Relieving Letter Sent from the Employer 

23/12/2021

Abishek Nithin

EY1233548J

Assistant Professor

ABC (Company name)

Coimbatore – 641023

Subject: Relieving Letter

Dear Abishek,

This is to let you know that we have acknowledged your resignation and that, starting on December 31, 2021, you will no longer be an Assistant Professor at our university.

Please make sure that all of your paperwork is verified and that the appropriate department heads sign the no-due paper. After that you can get your diplomas and final payout within a month.

We are grateful for the time and effort you have put in over the past three years. The organisation recognises your contribution to the curriculum's creation and sends you best wishes for your further endeavours. 

Regards,

Signature

HARISH N

HR Manager

3. Relieving Mail Format

Employee’s email address: employee.name@email.com

Subject: Relieving Letter

27 November 2021

Ms Hamsa Varshini

Employee Code: TCS-TC18-3829

XXX (Company Name)

Coimbatore 

This is to confirm that Ms Hamsa Varshini worked for us from January 3, 2018 to November 26, 2021. She was a Systems Engineer at the time of her departure from the company. With her letter of resignation, she is being let go from the company as of November 27, 2021.

Her character and behaviour during her time with us were deemed to be satisfactory. We wish her well as she embarks on a promising career. 

With regards,

For XXX (Company or new employer name)

Authorised Signatory

Signature

HR Manager

Also Read: What Is A Salary Slip? Why Is It Important? What Is It's Format?

Conclusion:

The relieving letter essentially informs the future employer that the former employee is no longer employed by their company and is not attempting to hold down two jobs at once. The purpose of the letter is to inform the employee that their resignation has been approved by the company and they are released from their existing responsibilities. 

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FAQs

Q: Who composes a relieving letter?

Ans:

The HR Manager, another member of the HR team, or an official from the business writes a relieving letter. It is written to confirm that the employee has completed their notice term, paid all dues and completed all essential paperwork.

Q: What function does a relieving letter serve?

Ans:

A relieving letter is a formal document that attests to the employee's official release from all obligations and their job at the organisation as of a specific date. It signifies that the employee has completed all outstanding responsibilities and paid all outstanding debts. (if any)

Q: Can a company reject a relieving letter?

Ans:

Yes, the employer has the right to reject letters of resignation due to an employee's bad behaviour or other similar reasons. In all other situations, the company must give resignation letters to the departing employees.

Q: Is it required by law to send out relieving letters?

Ans:

No, sending a relieving letter is not required by law, although it is useful for Human Resources records and other legal needs.

Q: Is a fired employee qualified to receive a relieving letter?

Ans:

Yes, a fired employee also gets a relieving letter, but it clearly states the cause of leaving employment.

Disclaimer :
The information, product and services provided on this website are provided on an “as is” and “as available” basis without any warranty or representation, express or implied. Khatabook Blogs are meant purely for educational discussion of financial products and services. Khatabook does not make a guarantee that the service will meet your requirements, or that it will be uninterrupted, timely and secure, and that errors, if any, will be corrected. The material and information contained herein is for general information purposes only. Consult a professional before relying on the information to make any legal, financial or business decisions. Use this information strictly at your own risk. Khatabook will not be liable for any false, inaccurate or incomplete information present on the website. Although every effort is made to ensure that the information contained in this website is updated, relevant and accurate, Khatabook makes no guarantees about the completeness, reliability, accuracy, suitability or availability with respect to the website or the information, product, services or related graphics contained on the website for any purpose. Khatabook will not be liable for the website being temporarily unavailable, due to any technical issues or otherwise, beyond its control and for any loss or damage suffered as a result of the use of or access to, or inability to use or access to this website whatsoever.
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Disclaimer :
The information, product and services provided on this website are provided on an “as is” and “as available” basis without any warranty or representation, express or implied. Khatabook Blogs are meant purely for educational discussion of financial products and services. Khatabook does not make a guarantee that the service will meet your requirements, or that it will be uninterrupted, timely and secure, and that errors, if any, will be corrected. The material and information contained herein is for general information purposes only. Consult a professional before relying on the information to make any legal, financial or business decisions. Use this information strictly at your own risk. Khatabook will not be liable for any false, inaccurate or incomplete information present on the website. Although every effort is made to ensure that the information contained in this website is updated, relevant and accurate, Khatabook makes no guarantees about the completeness, reliability, accuracy, suitability or availability with respect to the website or the information, product, services or related graphics contained on the website for any purpose. Khatabook will not be liable for the website being temporarily unavailable, due to any technical issues or otherwise, beyond its control and for any loss or damage suffered as a result of the use of or access to, or inability to use or access to this website whatsoever.