Overview of Relieving Letter Format, Templates and FAQs

An official document that an employer gives to a departing employee is called a relieving letter. It acts as documentation indicating the worker has fulfilled their notice obligations, paid all outstanding debts, and been formally released from their duties. Maintaining a strong professional record and moving into a new career both depend on this relieving letter document.

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What is a Relieving Letter?

A formal letter from an employer verifying that an employee has been released from their responsibilities is known as a relieving letter. The last day of employment, a confirmation that the notice period has ended, and a commendable acknowledgement of the worker’s contributions to the company are usually included.

Importance of a Relieving Letter

Proof of Employment: It acts as a formal acknowledgment of your tenure with the company.
Required for New Job: Many employers ask for a Relieving Letter during the onboarding process.
Settles Legal Obligations: It ensures that there are no pending obligations between the employee and the employer.
Professional Reference: It serves as a testament to your professional conduct.

Relieving Letter Format

A standard Relieving Letter includes the following elements:

1. Header:

Company Name
Address
Date of Issue

2. Subject: Clearly mention “Relieving Letter.”

3. Salutation: Address the employee formally (e.g., “Dear [Employee’s Name]”).

4. Body:

Confirmation of resignation acceptance
Last working day
Appreciation for contributions
Statement of dues clearance

5. Closure:

Best wishes for future endeavours
Contact for further assistance, if needed

6. Signature:

Authorized Signatory’s Name
Designation
Company Seal (if applicable)

GST Registration OnLiNE

Relieving Letter Templates

Template 1: Relieving Letter: Formal Format

[Company Name]
[Company Address]
[Date]

Subject: Relieving Letter

Dear [Employee’s Name],

This is to confirm that your resignation has been accepted, and your last working day with [Company Name] was [Last Working Day].

We appreciate your contributions to the [Department Name/Project Name] and wish you success in your future endeavours. All dues have been cleared, and there are no outstanding obligations on either side.

Best Regards,
[Authorized Signatory’s Name]
[Designation]
[Company Seal/Logo]

Template 2: Relieving Letter in word and PDF Format

To create a Word or PDF template, follow these steps:

Use the format provided above.
Save it as a Word document.

How to Request a Relieving Letter

If your employer has not issued a Relieving Letter, follow these steps to request one:

Draft an Email: Use a formal tone to request the letter. Mention your last working day and other relevant details.
Follow Up Politely: If there’s a delay, send a polite reminder.
Contact HR Directly: In case of no response, contact the HR department or your manager directly.

Tips for Employers When Issuing Relieving Letters

Be Prompt: Issue the letter within a reasonable time after the employee’s last working day.
Ensure Accuracy: Double-check the details to avoid errors.
Maintain Professionalism: Use neutral language to uphold goodwill.

Conclusion: Relieving Letters

A Relieving Letter is an essential document that plays a significant role in an employee’s career transition. Whether you are an employee requesting a Relieving Letter or an employer drafting one, understanding its components, importance, and best practices is crucial. By following the guidelines and formats shared above, you can ensure a smooth and professional experience.

Common FAQs About Relieving Letters

1. Is a Relieving Letter mandatory?

Yes, it is often mandatory for joining a new organization. Many companies require it as proof of completion of your previous employment.

2. Can I start a new job without a Relieving Letter?

While some employers may allow onboarding without it, most require the document during the hiring process. Not having one might raise concerns about your employment history.