relieving letter

SuperEasy Relieving Letter Tips, Formats & Samples

Be it attrition or firing, or even the relieving of a person from duty for mutual benefit reasons, each employee must be given a relieving letter at the time of their exit from the organization under all circumstances. The relieving letter meaning is that this is a letter formalizing the resignation of the employee for the listed reason.

A relieving letter, however, does more than just terminate the services of the employee towards the company. It also allows the employee to have a record of employment for the next company he wishes to work. The letter is also crucial for the company for legal, logistical and accounting reasons.

So how does one go about writing this document? While it is true, it is mostly the HR that issues this document it is important for each employee to know what to expect in a relieving letter and for all others to know what to check in one.

How to Write A Relieving Letter: 

First, we must see what all needs to be a part of these relieving letters that you will write/ receive. The key points of any relieving letter are:

  • Employee details:

All details of the resigning employee must be put up in the relieving letter. All information about the employee that is crucial must be in 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, the terms of service, role(s), and many other details need to make it into this letter.

  • Company details:

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.

  • Letter date:

This may seem trivial but it is of the utmost importance that the date (date, month, year) of writing the relieving letter is mentioned on it. This becomes crucial in case of any dispute on the matter of the resignation of the employee.

  • Employment information:

While this is not a compulsory part of a relieving letter, it may be crucial to the employee or future employer to ascertain the work done by the employee in the company. This generally includes a recommendation of the employee or conversely the reasons for the employee’s resignation.

  • Resignation 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 tendering of the resignation by the employee.

This allows the validity of the employee applying in other companies to be verified by them. This date is not only the date of resignation but also the date of the relieving letter request by default.

  • Appreciation:

If the employee is leaving on their terms, it is beneficial to the employee, to the future employer and 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.

  • Details of the writer:

It is crucial in a relieving letter 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.

Relieving Letter Format: 

Now that we the components of a relieving letter, let us see the format for a relieving letter. It is very similar to any other formal letter written but does have unique aspects too.

A standard relieving letter format is as follows:

Date

Employer’s name

Employee ID

Designation, Department

Company name and location

Subject: 

Salutation (Dear so and so)

Resignation details addressing the employee

Acceptance of resignation and the effective date of the same

Service details 

Thanking note

Salutation

Signature

Full name

Designation

Contact details

Relieving Letter Sample: 

With this format in mind let us now have a relieving letter sample. Below is a relieving letter example to explain it.

Relieving Letter Example: 

December 31, 2019

Mr. ABC

Employee ID 123456

Team leader, XYZ team

FES Company,

Subject: Your resignation

Dear ABC,

We have received your resignation letter dated November 1. 2019. This letter is issued to confirm that December 31st, 2019 was the last date of your employment with the company. You are thus relieved from company employment with immediate effect from the end of working hours on this date. This letter is subject to your no due clearance in case of which the same shall be treated as final instead of provisional.

Please note also that your experience letter along with dues and full and final settlement statement shall be couriered to you at the address stated by you on company records.

We would like to thank you for your years of service with our company starting from January 15, 2016, to date and would like to wish you the best of luck in your future endeavors. Individually, we wish you reach the best of heights with your talent and commitment. We are sorry to have to let an employee such as you leave us for personal reasons.

Yours,

(signature)

Full Name

Designation

Company name

Contact number

Bottom Line: 

As you have seen, a relieving letter is a portal of information for the employee and all future employers. It thus helps to reiterate the point that the format of a reliving letter must be carefully and timely written. While it is the responsibility of the company to issue a correct relieving letter, the employee must also ensure that the same is correct.

It is also not uncommon for companies to demand a relieving letter from past employer companies of a person in case the same is not found and can be proved not to have been issued. This thus makes it nearly a statutory requirement for all companies to issue such a letter to all their employees that leave the company, especially those doing so by way of resignation.

 

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