In the professional world, documents serve as formal proof of everything—from joining a company to exiting it. One such essential document is a relieving letter. Whether you’re moving on to a new opportunity, planning to relocate, or simply exploring career growth, obtaining this document is very important for a smooth and respectful closure of your current job.
But many people overlook or misunderstand its importance. In this glossary, you’ll learn what a relieving letter is, why it matters, how to write one, how to request one, and what mistakes to avoid. Let’s dive in.
What is a Relieving Letter?
A relieving letter is an official document issued by an employer confirming that an employee has completed their resignation process and is formally relieved of their duties. It usually includes details such as:
- The employee’s full name and designation
- Their last working day
- Confirmation that all responsibilities were handed over
- A courteous thank you or acknowledgment of service
This letter serves as proof that there are no pending obligations between the employee and the company. It’s often required by future employers as part of background checks or onboarding documentation.
Why relieving letter is important?
Lets understand the key points to why a company relieve letter is of high importance
- It helps you join a new company smoothly.
- It proves you exited your previous job ethically and professionally.
- It confirms dues are settled and responsibilities are handed over.
Elements in a Relieving Letter
Since a employee relieve letter holds such significance in ending the old and starting a new carrier. Hence a well-crafted employee relieve letter should include these standard elements:
- Company Letterhead – Adds authenticity
- Employee’s Details – Full name, designation, department
- Resignation Reference – Acknowledge the resignation notice
- Last Working Date – Clearly state the final day of employment
- Statement of Handover – Confirm no pending tasks or dues
- Gratitude/Appreciation – End on a positive note
- Authorized Signatory – Usually someone from HR or senior management
Bonus tip: Make sure the letter is dated and signed, and issued on company letterhead in PDF format (not Word) for professionalism.
How to Write a Relieving Letter
If you’re an HR manager or team leader, knowing how to write a professional employee relieve letter can make transitions smoother. Follow these guidelines:
1. Begin with a warm yet professional salutation.
Example: “Dear [Employee Name],”
2. Mention the resignation acceptance clearly.
“We acknowledge your resignation letter dated [Date]…”
3. State the last working day explicitly.
“You are relieved from your duties effective [Date].”
4. Confirm that all dues and responsibilities have been cleared.
5. Add a note of thanks or best wishes.
“We thank you for your contributions and wish you success.”
6. Close with formal regards and signature.
Using this style keeps the tone respectful and professional while making sure nothing important is left out.
Template and Samples
Here’s a customizable professional relieve letter template which can be used as per the requirement :
[Company Name & Logo]
[Company Address]
Date: [DD/MM/YYYY]
To,
[Employee Name]
[Designation]
[Employee ID]
Subject: Relieving Letter
Dear [Employee Name],
This letter acknowledges the receipt and acceptance of your resignation letter dated [Resignation Date]. We hereby relieve you of your duties as [Designation] with effect from [Last Working Date].
We confirm that you have completed the necessary handover and have no dues pending. Your contribution to [Company Name] during your tenure has been appreciated.
We wish you all the best for your future endeavors.
Warm regards,
[Name]
[Designation]
[HR Department]
[Email & Phone Number]
Also check out our customizable email templates of relieving letter , resignation letter and experience letter !
Experience Letter vs Relieving Letter: Comparison
Criteria | Experience Letter | Relieving Letter |
Purpose | Shows work experience | Confirms formal exit |
Includes | Role, duration, performance | Resignation, last working day |
When Issued | Anytime post-exit | On/after last working day |
Important Points to Remember Before Drafting a Relieve Letter
Now that you’ve understood the meaning, significance and structure of the letter. It’s time to make notes for some important points to keep in mind while drafting a job relieve letter:
- Always use official letterhead for authenticity.
- Ensure correct employee details and dates.
- Maintain a professional and cordial tone, even if the exit wasn’t ideal.
- Avoid using jargon or negative language.
- The letter must be clear, error-free, and properly formatted.
Pro Tip: Attach the your company relieve letter with the experience letter if your organization gives both. It saves time for HR and makes documentation seamless for the employee.
Common Mistakes to Avoid While Drafting
Even though the format is simple, mistakes can impact professionalism and even cause delays for the employee. Avoid the following:
- Leaving out the last working date
- Not mentioning that duties and dues are cleared
- Using unclear language or an overly casual tone
- Forgetting to sign or issue on letterhead
- Mixing it up with an experience letter
Again Remember: Experience letters reflect job performance, while relieve letters confirm resignation and handover. They serve different but complementary purposes.
How to Request a Relieving Letter After Resignation
If you’ve resigned but haven’t received your company relieve letter yet don’t panic. Some companies issue it automatically on your last day, while others need a follow-up request.
Here’s how you can politely request:
Sample Email to Request the Letter
Subject: Request for Relieving Letter
Dear [HR Manager’s Name / Reporting Manager],
I hope this message finds you well. I am writing to kindly request my job relieve letter, as I have completed my notice period and my last working day was on [Date]. From my end i have ensured a proper handover of responsibilities, and I believe all formalities have been completed from my side.
I would appreciate it if you could issue the relieving letter at your earliest convenience, as it is required for the onboarding process at my new organization.
Please let me know if there’s any documentation or further action needed from my end.
Thank you for your time and support.
Warm regards,
[Your Full Name]
[Employee ID / Department]
[Contact Information]
Helpful tip: If it’s been a few days since your last day, follow up after 3–5 business days. You can also CC your reporting manager if needed.
Quick Recap
Now let’s briefly recap the points that we’ve understood in this glossary:
- A relieve letter confirms an employee’s formal resignation and exit.
- It differs from an experience letter.
- HR must ensure accuracy, tone, and timely delivery.
- Employees should always request it professionally if not received automatically.
Conclusion
Your relieving letter is more than just an exit document—it’s a testament to your professionalism, integrity, and respect for process. Whether you’re issuing one or requesting one, clarity, formality, and goodwill go a long way. Think of it as the final handshake before moving on.
FAQs:
Is a relieving letter and experience letter the same?
No. A job relieve letter confirms that you have formally resigned and handed over your responsibilities. An experience letter highlights your job role, tenure, and performance.
Can I join a new company without a relieving letter?
Most reputed companies will require a relieve letter before onboarding you. It’s always best to have one ready to avoid delays.
How long does it take to receive a relieving letter?
Usually, companies issue it on the last working day or within 7–10 business days after. You may follow up if there’s a delay.
What if my employer refuses to give me a relieving letter?
If you’ve completed your duties and notice period, you have the right to request a relieve letter. Politely escalate the matter to HR or senior management if necessary.
Can I request a job relieve letter via email?
Yes, and it’s the most common method. Use a polite and professional tone, and provide all relevant information like last working day and employee ID.