Experience Letter Format, Sample & Components5 min readReading Time: 4 minutes
Be it your internship or a summer job, part-time employment or a full-time career; everyone needs an experience letter as proof of the work they have done, where and when. An experience letter is not just proof of work done but also a statutory requirement for companies to give to all employees. The experience letter certificate is one that is beneficial not only to the employee, employer but also the future employers of the person as a verification tool. An experience letter is also handy when someone seeks to resolve any conflicts related to the employment of the person.
So how does one write or check the writing of this document? More often than not it is the HR in any company that issues this document, yet it is important for each employee to know what to expect in an experience letter certificate and for all others to know what to check in one.
Let’s see then how to write an experience letter:
First, we must see what all needs to be a part of these letters that you will write/ receive. The key points of any such letter are:
It is important that all details of the past employee be put up in this experience letter. All information about the employee that is crucial must be on this letter. This needs to be the first thing ensured by the writer of the letter as well as the receiver. The employee full name, employee ID, term of service, role(s), and many other details need to make it into this letter.
This part of the letter must contain details about the company, its offices, contact number, etc. as this would be used by the future employers of this person to contact the company if needed as also for background verification. This should include the complete name of the company, the complete corporate address, the contact numbers, the persons to contact and also the details of the person issuing the experience letter certificate.
This may seem trivial but it is of the utmost importance that the date (date, month, and year) of writing this letter is mentioned on it. This becomes crucial in case of any dispute on the matter of the past employment of the employee.
While this is not a compulsory part of an experience letter, it may be crucial to the employee or future employer in order to ascertain the work done by the employee in the company. This generally includes a future well-wishing for the employee.
Last working date
Just as it is important to make a note of the date the letter was written, it is equally important to state the date (date, month, year) of the last full working day put in by the employee. This allows the validity of the employee applying in other companies to be verified by future employers.
If the employee is leaving on their own terms, it is beneficial to the employee, to the future employer and to the company to include a note of appreciation for the employee in the reliving letter. It needs to be ensured here that the letter stays formal but this too helps all involved parties.
Last drawn salary
The letter must mention the last drawn salary by the employer in the company. This must be in terms of the Cost to Company (CTC).
Details of the writer
It is crucial in an experience letter certificate that the name, signature, designation and contact details of the person writing the letter are included. This helps not only in proving the authenticity of the letter but in also establishing contact in case of query or dispute.
Now that we the components of this letter, let us see the experience letter format. It is very similar to any other formal letter written but does have unique aspects too. Here is the experience letter word format.
Salutation (Dear so and so)
« Experience letter certificate details on employee name, designation and date of employment (joining and leaving) along with last drawn salary
« Detailed explanation of career graph and roles and responsibilities since joining till the last date
« Appreciation for work and future best wishes
Company name and location
With this format in mind let us now have a look at the experience letter sample. Furthermore, you must know how to write a professional email as well.
Also, read about how to write a cover letter.
Experience letter sample
House number 1234, Lane ABC,
Near Mess hospital, City Y, Pin code 233456
Contact number 9999777765
Email ID [email protected]
Subject: Experience letter
This is to certify that Mr. ABC worked last as Senior Team Lead at our company XYX from Feb 1, 2015 to Dec 21, 2019. He last drew a salary of 20 Lakhs per annum as cost to the company working with us.
He joined the company as a senior associate in the HR function performing the role of administrative assistant to the senior team. Over time he has risen to become Senior Team Lead working on hiring and employee relations for all offices located in the North Eastern part of the country. In his last role, he has traveled across the regions extensively looking after all employee and worker relations along with hiring working in tandem with the legal, hiring, and industrial relations teams at all locations.
We would like to thank him for his years of service with our company till date and would like to wish him the best of luck in his future endeavors.
It is in light of this that an experience letter certificate is issued and seen for all involved, be it employer, employee or future employers. An experience letter must be a document well filed and saved by the company, the employee and all future hirers to be able to swift sort all disputes if they were to occur.
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