Every individual needs to write various types of letters during their lifetime. Some write letters to their family members, send greetings, invitation letters and more. Similarly, there are professional or formal letters mainly crafted for applying for a job, relieving from a job/position, applying for leave, sending notice and more. All these letters have their own format and email templates which need to be followed before crafting a letter.
Relieving letters are formal documents that employers provide to employees upon terminating their employment.
But how to craft this relieving letter?
Want to learn more about the relieving letter? You are at the right place!
In this article, let us learn more in detail about the relieving letter, How to Write a Relieving Letter, its formats, samples and more.
A relieving letter is an official document issued by an employer to an employee upon their resignation or completion of their notice period.
This letter serves as formal confirmation that the employee has been relieved of their duties and responsibilities within the organisation. This is a formal document and is crucial for the employee's career progression as it acts as proof of their association with the organisation and ensures a smooth transition to future opportunities.
Writing a relieving letter requires a professional tone, concise content, and adherence to proper structure to maintain organisational integrity.
Key Features of a Relieving Letter:
Also Read: Master the Art of Formal Letter Writing
A relieving letter is a formal document issued by an employer to employees after accepting their resignation and relieving them from all their responsibilities.
Here are some important points to remember while crafting a relieving letter:
A relieving letter formally acknowledges the closure/completion of an employment relationship and ensures clarity and transparency during the separation process. This letter serves as an important document in the professional world, both for the employee and the employer in various ways.
Here are the key reasons why a relieving letter is important:
Proof of Employment:
Smooth Transition:
Professional Credibility:
Legal and Financial Record:
Maintaining Professional Relations:
Compliance with Organisational Policies:
Transparency in the Separation Process:
Here is the standardised format for writing an effective relieving letter. This format can be customised to meet specific organisational requirements and helps tailor one for a specific situation!
[Company Letterhead]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Date: [DD/MM/YYYY]
To Whom It May Concern,
Subject: Relieving Letter for [Employee Name]
Salutation
Begin the letter with a formal greeting:
Introduction
State the purpose of the letter and confirm the employee’s resignation:
Employment Details
Include details about the employee's tenure:
Handover Confirmation (Optional)
Conclusion
Closure Signature
This format ensures the letter is professional and adheres to standard business practices.
Here are some of the samples of the Relieving Letter:
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
Date: [DD/MM/YYYY]
Subject [Relieving Letter for [Employee Name]]
To Whom It May Concern,
[Opening Paragraph]
[This is to confirm that [Employee Name], who was employed with [Company Name] as [Job Title], has been relieved of their duties effective [Last Working Day].]
[Body Paragraph(s)]
[[Employee Name] joined our organisation on [Date of Joining] and has completed his/her notice period as per company policies. During their tenure, they have displayed professionalism, dedication, and commitment to their role, contributing positively to our team.]
[Closing Paragraph]
[We appreciate [Employee Name]'s contributions to our organisation and wish him/her success in their future endeavours. For further information or clarification, please feel free to contact us at [HR Email Address] or [Phone Number].]
Yours Sincerely,
[Your Name]
[Your Designation]
[Company Name]
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
Date: [DD/MM/YYYY]
Subject [Relieving Letter for [Employee Name]]
To Whom It May Concern,
[Opening Paragraph]
This is to confirm that [Employee Name], who was working with us as [Job Title], has been relieved of their duties effective [Last Working Day].
[Body Paragraph(s)]
[Employee Name] joined our organisation on [Date of Joining] and has served with diligence and professionalism throughout their tenure. They have completed the required handover process and fulfilled all responsibilities before their departure.
[Closing Paragraph]
We thank [Employee Name] for their contributions to [Company Name] and wish them success in all their future endeavours. If any additional information is needed, please do not hesitate to contact us.
Yours Sincerely,
[Your Name]
[Your Designation]
[Company Name]
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
Date: [DD/MM/YYYY]
Subject [Relieving Letter for [Employee Name]]
To Whom It May Concern,
[Opening Paragraph]
This letter serves to confirm that [Employee Name], who was engaged with [Company Name] as a [Job Title] under a contractual agreement, has been relieved of their duties effective [Last Working Day].
[Body Paragraph(s)]
[Employee Name] has completed their contract period from [Start Date] to [End Date]. Their contributions during this period have been valuable to the team and the organisation.
[Closing Paragraph]
We wish [Employee Name] all the best in their future endeavours and thank them for their association with us. For any further queries, feel free to contact us.
Yours Sincerely,
[Your Name]
[Your Designation]
[Company Name]
A relieving letter is a vital document that reflects the professionalism of the organisation and supports the employee in their career journey.
By following a structured format, maintaining a polite and professional tone, and including key details such as the employee's tenure and last working day, the organisation can ensure clarity and goodwill.
A well-written relieving letter not only fosters positive relations but also leaves a lasting impression of the organisation's values.
Stay tuned to our website at JAIN College, one of the Best PU Colleges in Bangalore and explore more in detail about a relieving letter, its formats, samples and more about the different letter writing topics.
A relieving letter is an essential document that ensures a professional and transparent conclusion to the employment relationship. It benefits both the employee and employer by safeguarding their interests and encouraging a culture of trust and professionalism.
Here are some of the essential details required in a relieving letter:
A relieving letter should be written in a professional tone.
The key features of a Relieving letter include:
No. Both an experience letter and a relieving letter are different.
An experience letter includes all the details of an employee including a service certificate, details of an employee’s name, designation, gross annual salary, date of joining, date of leaving and the kind of experience an employee has had. A relieving letter is an official document issued to an employee leaving an organisation.
Yes. The format should follow formal business letter guidelines. Most organisations use:
No. Without a relieving letter joining a new organisation/ company can be challenging as it is essential for background verification.
A relieving letter is proof of proper employment termination from the previous employer. It confirms you are free from previous organisations' responsibilities.
Here is a standard relieving letter format with the mandatory elements:
A relieving letter must be typed in a company letterhead and should include the following mandatory elements:
A relieving letter application should be formal, and should include your last working day in the present organisation and the completion of responsibilities.
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