Relieving Letter Word Format: Samples & Mail Templates

Updated:
June 28, 2024
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June 28, 2024
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June 28, 2024

Relieving Letter Word Format: Samples & Mail Templates

A relieving letter is an essential document when transitioning between jobs, as it verifies an employee's previous work details. This formal document certifies that an employee has completed their duties and commitments with their former employer.

For candidates moving to a new company, an employee relieving letter is crucial. It demonstrates that all necessary services and responsibilities were fulfilled with the previous employer. Crafting a relieving letter format is a key responsibility for employers, ensuring a smooth transition for departing employees. A well-constructed relieving letter not only terminates the employee-employer relationship but also serves as a valuable asset for the employee's future endeavors, bridging past experiences with new opportunities.

Typically, the HR department issues relieving letters. If you're unfamiliar with the process, this guide provides a detailed overview along with relieving letter word formats, PDFs as well as samples and templates.

What is a Relieving Letter?

A relieving letter is an official document issued to an employee upon their departure from an organization. It confirms that the employee has been formally relieved of their duties and responsibilities after fulfilling all required conditions.

This letter indicates that the employee has no pending dues, has adhered to the company's exit policy, and that the employment period has concluded with all formalities completed. The relieving letter format provides evidence that the employee met all necessary tasks and services. When switching jobs, employees must present a relieving letter to their new employers. Additionally, employees usually agree not to disclose any confidential information post-termination for a specified period. A relieving letter is generally written on the employer's letterhead and given to the employee on their last working day.

The letter acknowledges the fulfillment of all requirements and serves as official notification of the termination of employment. Once received, employees are released from their responsibilities with the current organization and can join a new one. It acts as a final settlement document, confirming the employee's resignation or termination and including essential employment details.

A relieving letter is often required when an employee moves to a new organization to pursue goals, further education, or relocate abroad.

Importance of a Relieving Letter

A relieving letter confirms to a new employer that the employee has formally ended their association with their previous employer. It also reflects the employee's compliance with organizational policies. Many organizations provide a statement within the relieving letter that confirms there are no outstanding financial obligations.

For employers, the relieving letter serves as written proof that the employee completed all assigned duties and was released from any further responsibilities, allowing for timely replacement arrangements. For employees, it is a testament to their service and adherence to company policies, essential for their future career moves.

How to Write a Relieving Letter word format?

Here's a step-by-step guide to creating a comprehensive and professional relieving letter:

1. Introduction

Start with a courteous introduction addressed to the departing employee. Thank them for their contributions and acknowledge their decision to seek new opportunities.

2. Statement of Termination

Clearly state that the employee's tenure with the company is ending and specify the termination date.

3. Reason for Departure

Mention the reason for the employee's departure, ensuring transparency and honesty regarding the circumstances.

4. Highlight Achievements

Acknowledge the employee's achievements and contributions. Detail specific projects, goals met, or other significant accomplishments to add a positive tone and express gratitude.

5. Appreciation

Thank the employee for their dedication and impact on the organization, recognizing their hard work and achievements.

6. Clearance Status

Confirm that the employee has settled all dues, liabilities, or commitments. This includes financial settlements, return of company property, and completion of any outstanding tasks.

7. Future Success Wishes

Extend best wishes for the employee's future endeavors, reflecting a supportive and positive stance on their professional growth.

8. Closing

Conclude with a professional closing such as "Yours sincerely" or "Best regards." Include the authorized person's printed name, designation, signature, and date.

Each organization may have specific guidelines for preparing a relieving letter. Following the steps outlined above will help ensure that the letter is comprehensive and effective.

Relieving Letter Format

A well-crafted relieving letter format is essential for maintaining professionalism and ensuring a smooth transition for departing employees. Given that this document bears the employer's name, it must be meticulously prepared.

1. Employee Information

Start by detailing the employee’s information, including:

-Full name

-Employee identification or staff number

-Job title or designation

-Department or division

-Employment dates (start and end dates)

2. Employer/Organizational Information

Next, include comprehensive details about your organization, such as:

-Company name

-Company address

-Contact details (phone number, email)

3. Subject

The letter's purpose should be clearly stated in the subject line.

4. Dates of Employment

Specify the duration of the employee's tenure by mentioning:

5. Start date of employment

End date of employment (resignation or termination)

6. Body of the Letter

This section outlines the employee’s resignation details, including:

-First and last days of employment

-Additional relevant details

-Also address the following:

Job Performance and Conduct: Provide a brief summary of the employee’s performance, notable achievements, and conduct.

Return of Company Property: Confirm whether all company-owned property, such as equipment, keys, access cards, or documents, has been returned.

No Objection: Indicate that the company does not oppose the employee seeking new work or other opportunities.

Clearance Status: Verify that all dues have been settled and obligations fulfilled, including any financial matters.

7. Formalities

Ensure that the employee receives their full and final settlement upon completing the entire process.

8. Signatures

Include the following at the end of the letter:

-Name and title of the person authorizing the letter (typically a senior manager, HR manager, or department head)

-Their signature

-Company seal or stamp (if applicable)

9. Contact Information

Provide contact details for the HR department or the designated person responsible for verifying the information with future employers or organizations.

Relieving Letter Word Format & Templates

Following are some examples of relieving letter for different sectors:

#1. Relieving letter word format for employee

[Company Letterhead]

Date: [DD/MM/YYYY]

To,

[Employee’s Full Name]

[Employee ID/Staff Number]

[Job Title/Designation]

[Department/Division]

[Employee’s Address]

Subject: Relieving Letter

Dear [Employee’s Name],

We wish to inform you that your employment with [Company Name] has been officially terminated as of [Last Working Day, DD/MM/YYYY], following your resignation submitted on [Resignation Submission Date, DD/MM/YYYY].

Throughout your tenure from [Start Date, DD/MM/YYYY] to [End Date, DD/MM/YYYY], you have diligently fulfilled your responsibilities as a [Job Title/Designation]. Your dedication and contributions to the [Department/Division] have been invaluable, and we appreciate the positive impact you have made.

This letter serves to confirm that you have completed all your duties and responsibilities to our satisfaction and that there are no pending obligations or dues. All company property, including [list of items, if applicable], has been returned, and all financial settlements have been completed.

We extend our heartfelt appreciation for your hard work and commitment during your time with us. We wish you all the best in your future endeavors and trust that you will excel in your next role.

For any further information or verification, please feel free to contact our HR department at [HR Contact Information, phone number, email].

Yours sincerely,

[Authorized Person’s Name]

[Designation]

[Company Name]

[Authorized Person’s Signature]

[Company Seal/Stamp, if applicable]

Contact Information for Future References:

HR Department

[Company Name]

[Company Address]

Phone: [HR Phone Number]

Email: [HR Email Address]

relieving letter format
relieving letter format

#2. Relieving letter word format for Accountant 

[Company Name]

[Company Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Date]

[Employee Name]

[Employee Address]

[City, State, Zip Code]

Subject: Relieving Letter

Dear [Employee Name],

We regret to inform you that your resignation from the position of Accountant at [Company Name] has been accepted, effective [Last Working Day: DD/MM/YYYY].

This letter confirms that you have successfully completed all your duties and responsibilities during your tenure with us from [Start Date: DD/MM/YYYY] to [End Date: DD/MM/YYYY]. We also confirm that you have settled all dues and returned all company-owned property, including documents, equipment, and access cards.

Your performance throughout your tenure has been commendable, and you have contributed significantly to the Accounting Department, particularly in [mention any notable projects, achievements, or contributions]. Your loyalty and hard work were much appreciated.

We wish to confirm that [Company Name] has no objections to you seeking employment opportunities elsewhere. We are confident that you will continue to excel in your future endeavors and achieve great success.

Should you require any further information or clarification, please do not hesitate to contact the HR department at [HR Email Address] or [HR Phone Number].

We thank you for your valuable contributions and wish you all the best in your future pursuits.

Yours sincerely,

[Authorized Person's Name]

[Designation]

[Company Name]

[Signature]

[Company Seal or Stamp (if applicable)]

#3. Relieving letter word format for teacher

[School Letterhead]

Date: [DD/MM/YYYY]

To,

[Teacher’s Full Name]

[Address]

[City, State, Zip Code]

Subject: Relieving Letter

Dear [Teacher’s Name],

We acknowledge the receipt of your resignation letter dated [Resignation Letter Date]. We regret to inform you that your resignation has been accepted, and your last working day with [School Name] will be [Last Working Day Date].

This letter serves to confirm that you have been relieved of your duties as [Teacher’s Designation] with effect from the close of business on [Last Working Day Date]. During your tenure from [Start Date] to [Last Working Day Date], you have displayed commendable dedication and commitment to your role and responsibilities.

We appreciate the significant contributions you have made to our institution, particularly your efforts in [mention specific achievements or projects]. Your professionalism and enthusiasm have greatly benefited our students and the school community.

Furthermore, we confirm that you have returned all school property, and there are no outstanding dues or obligations on your part. Your clearance status is fully settled.

We wish you all the best in your future pursuits. Your dedication and hard work will undoubtedly continue to lead you to success.

If you require any further help or documents, please do not hesitate to contact the HR department at [HR Contact Information].

Thank you once again for your service and best wishes for your future pursuits.

Yours sincerely,

[Authorized Person’s Name]

[Designation]

[School Name]

[School Address]

[Contact Information]

[School Seal/Stamp, if applicable]

#4. Relieving letter word format for Manager

[Your Company Letterhead]

Date: [Date]

To, [Manager's Full Name]
[Manager's Job Title]
[Department/Division]
[Company's Name]
[Company's Address]

Subject: Relieving Letter

Dear [Manager's Full Name],

This letter is to formally acknowledge and confirm the acceptance of your resignation from the position of [Manager's Job Title] at [Company's Name]. Your last working day with us will be [Last Working Day], as per your notice period and resignation letter dated [Resignation Letter Date].

During your tenure with [Company's Name] from [Start Date] to [End Date], you have demonstrated exceptional leadership and have significantly contributed to the growth and success of our [Department/Division]. Your strategic insights and managerial skills have led to numerous successful projects and initiatives, notably [mention specific achievements or projects].

We also confirm that you have returned all company property, including but not limited to electronic devices, access cards, and documents. Additionally, all financial dues and clearances have been settled, and there are no outstanding obligations on your part.

We would like to express our sincere appreciation for your dedication, hard work, and the positive impact you have had on our organization. Your professionalism and commitment have been greatly valued, and you will be missed by your colleagues and the management team.

We wish you all the best in your future endeavors and trust that you will continue to achieve great success. Please feel free to contact the HR department at [HR Contact Information] for any further assistance or information.

Thank you once again for your service and contributions to [Company's Name].

Yours sincerely,

[Authorized Person's Name]
[Authorized Person's Title]
[Company's Name]
[Authorized Person's Signature]

Contact Information:

HR Department
Phone: [HR Phone Number]
Email: [HR Email Address]

[Company Seal or Stamp, if applicable]

#5. Sample Email for Requesting a Relieving Letter

Subject: Request for Issuance of Relieving Letter

Dear [HR Manager’s Name],

I hope this email finds you well.

I am writing to formally request the issuance of my relieving letter from [Company Name]. As you know, my last working day was on [Last Working Day, e.g., May 31, 2024], and I have completed all the necessary exit formalities, including the handover of responsibilities and return of company property.

The relieving letter is a crucial document for my records and for the onboarding process with my new employer. I respectfully request that you deliver the letter at your earliest convenience. For your convenience, I've included my information below:

  • Full Name: [Your Full Name]
  • Employee ID: [Your Employee ID]
  • Department: [Your Department]
  • Designation: [Your Designation]
  • Date of Joining: [Your Date of Joining]
  • Last Working Day: [Your Last Working Day]

I would appreciate it if you could confirm the receipt of this email and provide an estimated date for when I can expect to receive the relieving letter. Should you require any additional information or have any questions, please feel free to contact me at [Your Phone Number] or [Your Email Address].

Thank you for your assistance and cooperation.

Best regards,

[Your Full Name]
[Your Contact Information]
[Your Email Address]
[Your Phone Number]

Common Mistakes to Avoid in Relieving Letters

Relieving letters are crucial documents summarizing job history and acknowledging the end of tenure. Avoid these common mistakes to maintain a positive and professional connection with departing employees:

1. Uncertainty and Inconsistency

Ensure the content is clear, concise, and straightforward. Provide precise information regarding the employee's final working day, tasks, and obligations.

2. Extreme Negativity or Criticism

Maintain a professional demeanor while avoiding unnecessary negativity or criticism.

Constructively address areas for improvement while emphasizing positive contributions.

3. Failure to Resolve Pending Issues

To prevent problems or legal disputes, resolve any overdue dues, clearances, or unresolved matters. Explicitly address all outstanding issues.

4. Noncompliance with Organization Policies

Follow specified formats or criteria for relieving letters to avoid conflicts and confusion.

5. Ignoring Legal Duties

Adhere to all legal requirements and rules, providing all necessary papers and certificates. Consult legal professionals to ensure compliance and avoid legal repercussions.

6. Failure to Mention Enclosures

If other documents are sent with the relieving letter (such as experience certificates), ensure they are mentioned to avoid misunderstandings about the documentation's completeness.

7. Lack of Appreciation or Gratitude

Express sincere appreciation and gratitude for the employee's efforts and accomplishments, fostering a positive relationship.

8. Lack of HR Participation

Ensure the HR department or an authorized representative issues relieving letters to maintain consistency and adherence to corporate regulations.

9. Typos and Errors

Avoid spelling mistakes, grammatical errors, and inconsistencies in dates and other details to maintain the document's professionalism.

10. Invalid Contact Details

Provide accurate contact information for future references or clarifications. Ensure the letter includes correct phone numbers, email addresses, and other relevant contact details.

By avoiding these mistakes, employers can enhance the quality and effectiveness of their relieving letters and foster positive professional relationships with departing employees.

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Relieving Letter: Legal and Compliance Considerations

While not legally mandated, a relieving letter is significant in the employer-employee relationship. It is prudent for a company to establish a clear and well-defined procedure for issuing relieving letters, including specific terms. These guidelines should be communicated to the employee upon hiring to ensure clarity and prevent misunderstandings during their departure or termination.

When an employee decides to leave an organization, adhering to the notice period is crucial to comply with legal requirements, particularly regarding the issuance of a relieving letter. Failure to observe this notice period can lead to several legal consequences:

1. Violation of Employment Contract: The employment contract typically outlines the mandatory notice period. Disregarding this period can be considered a breach of contract, allowing the employer to pursue legal action against the departing employee.

2. Delayed or Withheld Relieving Letter: The relieving letter, a formal document confirming the employee’s departure, may be delayed or withheld if the notice period is not served. This document is vital for legal compliance and future employment opportunities.

3. Financial Penalties: Breaching the notice period might lead to financial penalties as stipulated in the employment contract. These penalties could involve forfeiting certain benefits or paying compensation to the employer.

4. Legal Implications and Damages: Employers can take legal action against the employee for non-compliance. Legal proceedings can result in the employee being liable for legal fees and damages if the court rules in favor of the employer.

5. Impact on Career: Leaving without fulfilling the notice period can damage the employee’s professional reputation and hinder future job prospects, especially in roles where adherence to legal and contractual obligations is critical.

6. Challenges in Joining New Organizations: Without a proper relieving letter, joining a new organization becomes problematic as proof of previous employment and departure terms is unavailable, leading to potential legal and professional complications.

7. Emotional and Psychological Stress: Apart from the legal ramifications, there is the emotional burden of strained relationships with former colleagues, anxiety about legal repercussions, and uncertainties regarding future employment prospects.

In light of the legal compliances related to relieving letters, employees should prioritize open communication with HR and management. It is essential to fulfill the notice period to ensure legal obligations are met, safeguarding one’s professional standing and avoiding potential legal consequences.

Frequently Asked Questions About Relieving Letters

A: A relieving letter is a written response to an employee's formal notice of resignation. It acknowledges the employee's intention to depart, accepts the notice they supplied, and verifies their last day of employment.

A: Once a relieving letter is issued, modifying or editing it is generally discouraged to maintain its integrity. If there are inaccuracies, contact the HR department to address the issue. They can guide you on rectifying mistakes, possibly by issuing a supplementary letter.

A: Relieving letters are usually issued by the HR department to ensure consistency and adherence to organizational policies.

A: A relieving letter typically includes: The employee's full name Job title Department Dates of employment Confirmation of duties completion Clearance status Appreciation for the employee's contributions

A: Employers should draft a relieving letter with a clear and professional tone. The letter should include: An introduction Statement of termination Reasons for departure Achievements Appreciation Clearance status Best wishes for future endeavors

A: Common mistakes include: Ambiguity Excessive negativity Failure to address pending issues Ignoring legal obligations Lack of appreciation Providing inaccurate contact information

A: Employers must ensure that the relieving letter adheres to legal requirements. This includes providing necessary documentation and certificates and consulting legal experts to avoid potential legal consequences.

A: A relieving letter confirms an employee's resignation and states the last working day. An experience letter, or service certificate, includes details such as the employee's name, designation, salary, joining and leaving dates, and a summary of their experience.

A: Employers may refuse to issue relieving letters if employees abscond, provide subpar service, or have worked for less than six months. If you have completed all formalities and still haven't received your letter, request it via email, phone, or in-person as soon as possible

A: If a relieving letter contains errors, the employee should immediately contact the HR department or the individual who issued the letter to request revisions. It is critical that the document accurately displays their employment history and clearance status.