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Relieving Letter Format — Free Generator

A relieving letter confirms that an employee's resignation was accepted and they have been released from their duties. Enter the dates, say how notice and handover were handled, and download it as Word or PDF.

Sample relieving letter format — edit it live

More sample formats

Relieving letter subject to clearance

For an exit where handover is not yet complete on the last day. It relieves the person but records what is still outstanding.

[Company Name]

[Registered office address]

[Date]

To, [Employee Name]

Subject: Relieving letter

Dear [Employee Name],

This refers to your letter of resignation dated [Resignation Date]. We confirm that your resignation has been accepted and that you are relieved from your duties with [Company Name] with effect from the close of business on [Last Working Day].

Name[Employee Name]
Designation[Designation]
Department[Department]
Date of joining[Date of Joining]
Last working day[Last Working Day]

You have served your notice period.

Your relieving is subject to your completing the handover of your responsibilities and the return of all Company property in your possession. Any item still outstanding will be communicated to you in writing.

Your full and final settlement will be processed separately, as per Company policy and applicable law.

Please note that your obligations of confidentiality, and in respect of the Company's intellectual property, as set out in your terms of employment, continue after you leave.

We thank you for your contribution to [Company Name] and wish you well in the future.

_______________________________

[Name], HR Manager

For and on behalf of [Company Name]

Date: ____________________

Fill in your details and download this as Word

Relieving letter for a mutually agreed separation

No resignation to accept: it records the agreed separation, with the notice period waived by the company.

[Company Name]

[Registered office address]

[Date]

To, [Employee Name]

Subject: Relieving letter

Dear [Employee Name],

This refers to our discussions and the separation agreed between you and [Company Name]. You are relieved from your duties as [Designation] with effect from the close of business on [Last Working Day].

Name[Employee Name]
Designation[Designation]
Department[Department]
Date of joining[Date of Joining]
Last working day[Last Working Day]

The Company has waived or shortened your notice period, and you are not required to serve the balance.

We confirm that you have handed over your responsibilities and all Company property in your possession, and that you have no dues to the Company on account of property or assets.

Your full and final settlement will be processed separately, as per Company policy and applicable law.

Please note that your obligations of confidentiality, and in respect of the Company's intellectual property, as set out in your terms of employment, continue after you leave.

Thank you for everything you brought to [Company Name]. It has been a pleasure working with you, and we wish you every success in what comes next.

_______________________________

[Name], HR Manager

For and on behalf of [Company Name]

Date: ____________________

Fill in your details and download this as Word

How to write a relieving letter

  1. 1

    Take the dates from payroll

    Date of joining, date of resignation and last working day, matching payroll and the PF record.

  2. 2

    Choose how the employment ended

    Resignation accepted, or a mutually agreed separation.

  3. 3

    Record the notice

    Fully served, waived or shortened, or bought out. Do not state a number unless it is on record.

  4. 4

    Confirm handover

    Say handover and property return are complete, or that relieving is subject to completing them.

  5. 5

    Keep settlement separate

    One line that full and final settlement follows separately as per policy and law.

  6. 6

    Sign and send as a PDF

    Put it on letterhead, sign it, and email it with a short covering note.

What a relieving letter is, and what it is not

A relieving letter is the employer's written confirmation that an employee has left and has been released from their duties. It is addressed to the employee and says the resignation was accepted, the date they were relieved, and that handover is done. A new employer will usually ask for it before or just after you join.

It is not a settlement statement, and it is not a character reference. The money owed on exit goes in the full and final settlement. Praise or criticism of the person, if any, goes in an experience letter.

Relieving letterExperience letterResignation acceptance
Addressed toThe employeeTo whom it may concernThe employee
IssuedOn or after the last working dayOn request, any timeSoon after the resignation
Main messageYou are relieved from dutiesYou worked here from X to Y in this roleYour resignation is accepted
Shown to the next employerYesYesRarely

What to put in a relieving letter

Keep it short and factual. Every line should be something payroll and HR records can back up.

Employee details
Full name, employee ID if you use one, designation and department when leaving.
Dates
Date of joining, date of the resignation letter, and the last working day. These must match payroll and the PF record.
Acceptance
That the resignation was accepted and the person is relieved from duties with effect from the close of business on the last working day.
Notice
Whether the notice period was served, waived or shortened, or bought out. Do not give a number unless it is on record.
Handover and clearance
That responsibilities and company property have been handed over, and that there are no dues on assets.
Settlement
A single line saying full and final settlement is processed separately, as per policy and applicable law.
Continuing obligations
That confidentiality and IP obligations in the employment terms carry on after the person leaves.

Notice not served, and the settlement question

The most common argument around a relieving letter is about notice. The person wants to leave before their notice period is over, and the letter becomes leverage. Handle it in writing: record the actual last working day, and deal with any shortfall the way the contract allows, usually by pay in lieu or an adjustment in the settlement. If the company agrees to waive part of the notice, say so.

The letter should not wait for the full and final settlement to be paid, and the settlement should not wait for the letter. They are separate. There are legal timelines for paying final wages, and they have changed with the Labour Codes, so check the current rule for your company with your payroll adviser.

Do not hold back an employee's original certificates or personal documents as security. It turns a small disagreement into a bigger one.

If you are the employee: check these before you join elsewhere

A background check compares the letter against your records, so small errors can cost you an offer.

Dates
Joining date and last working day should match your payslips and PF record.
Designation
The title at the time of leaving, not your first title.
PF exit date
Ask your employer to update your date of exit on the provident fund portal so you can transfer or withdraw your balance.
Settlement statement and Form 16
Ask for a written statement showing the pay, leave and any deductions, and for your Form 16 for the year.
If the letter is delayed
Write to HR with the date, ask what is outstanding, and keep a copy. Escalate in writing before you consider anything else.

What goes wrong

Most problems are small errors with expensive consequences for the person who has to show the letter.

Dates that do not match payroll or PF
A background check flags it against the employee. Always take dates from payroll.
Saying handover is done when it is not
Use the 'subject to completing clearance' version instead of claiming something that is untrue.
Using it for a termination
If the company ended the employment, the resignation wording is wrong. Use a termination letter, and give a factual experience letter.
Unsigned or on plain paper
Issue it on letterhead, signed by an authorised person, and email a PDF the employee can keep.
Mixing praise into it
Keep conduct remarks to an experience letter, and keep them to one true sentence.

Frequently asked questions

What is a relieving letter?

It is a letter from the employer confirming that the employee's resignation has been accepted and that they are released from their duties from a stated date, after handover. New employers often ask for it before confirming a job.

What is the difference between a relieving letter and an experience letter?

A relieving letter is addressed to the employee and confirms they have left and been relieved. An experience letter is addressed 'to whom it may concern' and certifies the period and role. Many companies issue one combined letter; our experience letter generator makes that version.

When should a relieving letter be issued?

On the last working day, once handover and exit clearance are done. If clearance takes a few more days, issue it when it is complete. It should not wait for the full and final settlement to be paid.

Is a relieving letter mandatory in India?

It is standard practice and most employers give one, and some state rules and standing orders expect a certificate of service to be given on request. What applies to you depends on your establishment, so check with your HR or legal adviser. Refusing a factual letter to someone who left properly usually creates more trouble than it saves.

Can a company refuse a relieving letter if notice was not served?

Companies often withhold it until the notice shortfall is settled as the contract allows, typically by pay in lieu of notice. Whether that is fair depends on the contract and the facts. As an employee, ask HR in writing what is outstanding and how to close it.

What should a relieving letter contain?

The employee's name and designation, date of joining, date of resignation, last working day, a line confirming the resignation is accepted and the person is relieved, how notice was treated, a confirmation of handover and no dues on company property, a line on full and final settlement, and an authorised signature.

Should a relieving letter mention salary?

No. The employee will show the letter to others and salary is private. If they need proof of income, give payslips or a separate salary certificate.

Can I issue a relieving letter if the employee was terminated?

No. The resignation wording would be untrue. Use a termination letter for the decision, and a factual experience letter with their dates and designation. If the separation was by mutual agreement, this generator has a version for that.

Does a relieving letter need a stamp or to be on stamp paper?

No. Issue it on company letterhead, signed by an authorised person. Adding the company seal is common practice, not a legal requirement for a letter like this.

Is an emailed PDF of a relieving letter valid?

Yes, in practice most companies send a signed PDF, and electronic records are recognised under the Information Technology Act, 2000. Keep the email it came with as well.

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