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If you're not familiar with what a relieving letter is, it is a document given by an employer to an employee when they leave their job. It confirms that the employee has completed all their duties and obligations and that they are relieved of their responsibilities.
Creating a relieving letter can seem daunting, especially if you've never done it before. But don't worry, we've got you covered. In this blog post, we'll walk you through the entire process step-by-step and provide you with over 15 sample relieving letters to help you get started.
Whether you're an employer looking to create a relieving letter for your employee or an employee who needs to create one for yourself, this blog post will provide you with everything you need to know.
So, let's dive in and get started!
What is a relieving letter?
A relieving letter is a formal response issued by an employer to an employee who is resigning from their job. It is primarily an acknowledgment of the employee's intent to leave.
It serves as proof of the employee's exit and can be used for future reference or while joining a new organization.
Format of relieving letter
A typical relieving letter format of a relieving letter includes
- Company letterhead with the employer's name and address
- Date of issuance
- Employee's full name and address
- Subject line stating "Relieving Letter."
- Salutation addressing the employee by name
- Confirmation of the employee's resignation and the last working day
- Mention of any pending dues or liabilities that have been settled / Appreciation for the employee's contributions and services to the company
- Wishes for the employee's future endeavours
- Contact details of the company's HR department for any further queries
An authorised signatory of the company, such as the HR manager or the CEO, should sign the letter.
20 Sample relieving letters
Let's check out some of the sample relieving letter format according to different situations.
1. Sample of relieving letter from company
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This confirms that your resignation from the [Job Title] position with [Company Name] has been accepted. We have received your resignation letter dated [Date], and after completion of all the necessary formalities and procedures, we are pleased to issue this relieving letter to you.
Your last working day with the company was on [Date], and we acknowledge the satisfactory completion of your employment. We appreciate your contributions and services to the organisation during your tenure with us and wish you success in all your future endeavours.
Per our records, all your dues and liabilities towards the company have been settled. You can contact our HR department for assistance if you have any further queries.
Thank you for being a part of [Company Name], and we wish you all the best for your future.
Sincerely,
[Authorised Signatory]
[Company Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This letter confirms your resignation from the [Job Title] position at [Company Name]. We received your resignation letter on [Date] and have completed all the formalities required to release you from your duties with our organisation. Your last working day with us was on [Date]. We appreciate your services and dedication to the company and wish you the best of luck in your future ventures.
Sincerely,
[Authorised Signatory]
[Company Name]
2. Sample relieving letter for employee
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This is to verify that we have accepted your resignation from the [Job Title] position at [Company Name]. Your last working day with us was on [Date], and we appreciate your valuable contributions and services during your tenure with the organisation. As per our records, all dues and liabilities have been settled.
We wish the best for your future endeavours.
Sincerely,
[Authorised Signatory]
[Company Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This letter confirms that we have accepted your resignation from the [Job Title] position with [Company Name]. Your last working day with us was on [Date]. Thanks for your commitment and hard work during your tenure with the organisation.
We wish you success in your future ventures.
Sincerely,
[Authorised Signatory]
[Company Name]
3. Early relieving letter to manager
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Early Relieving Letter
Dear [Manager's Name],
This is to inform you that your request for early relief from your duties as [Manager's Title] has been accepted. Your last working day with the company will be on [Date], and we acknowledge the satisfactory completion of your employment with us.
We appreciate your services to the organisation and wish you all the best in your future journey.
Sincerely,
[Authorised Signatory]
[Company Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This letter confirms that we have accepted your request for early relief from your duties as [Manager's Title]. Your last working day with the company will be on [Date], and we acknowledge the satisfactory completion of your employment with us.
We thank you for your contributions to the organisation and wish you success in all your future endeavours.
Sincerely,
[Authorised Signatory]
[Company Name]
4. Relieving letter sample for software engineer
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Software Engineer's Name],
This is to certify that we have accepted your resignation from the position of Software Engineer at [Company Name]. Your last working day with us was on [Date], and we acknowledge the satisfactory completion of your employment with us.
We appreciate your valuable contributions and services to the organisation during your tenure with us. As per our records, all dues and liabilities have been settled.
Wishing you the best for future ventures.
Sincerely,
[Authorised Signatory]
[Company Name]
5. Sample relieving letter for terminated employee
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter for Terminated Employee
Dear [Employee's Name],
This letter confirms the termination of your employment with [Company Name] as of [Date]. We regret to inform you that we had to take this decision due to reasons beyond our control. We acknowledge your services and contributions to the organisation during your tenure with us.
As per our records, all dues and liabilities have been settled. We wish you the best in your future journeys.
Sincerely,
[Authorised Signatory]
[Company Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This letter confirms the termination of your employment with [Company Name] as of [Date]. We regret to inform you that we had to take this decision due to reasons beyond our control.
As per our records, all dues and liabilities have been settled. We acknowledge your contributions to the organisation during your tenure with us and wish you success in your future endeavours.
Sincerely,
[Authorised Signatory]
[Company Name]
6. Relieving letter after resignation
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter for Resignation
Dear [Employee's Name],
This letter confirms the acceptance of your resignation from the position of [Job Title] with [Company Name]. Your last working day with us was on [Date], and we acknowledge the satisfactory completion of your employment with us.
We appreciate your services and contributions to the organisation during your tenure with us. As per our records, all dues and liabilities have been settled.
Wishing you best for future ventures.
Sincerely,
[Authorised Signatory]
[Company Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This letter confirms the acceptance of your resignation from the position of [Job Title] with [Company Name]. Your last working day with us was on [Date], and we thank you for your hard work and dedication during your tenure with us.
We acknowledge your contributions to the organisation and wish you success in your future endeavours.
Sincerely,
[Authorised Signatory]
[Company Name]
7. Relieving letter request from employee
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Request for relieving letter
Dear [Manager's name],
I hope this email finds you well. As you may know, my last working day at [Company's name] was [Date]. As I move on to my next opportunity, I would like to request a relieving letter from the company.
The relieving letter will serve as proof of my employment with [Company's name] and will benefit my future job prospects. Please provide the relieving letter at your earliest convenience.
Thanks for support and cooperation during my time at [Company's name].
Best regards,
[Your name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
I hope this email finds you in good health. I am writing this email to request a relieving certificate from [Company's name] as my tenure with the organisation has ended.
The relieving certificate is an essential document for me to start my new journey with my new employer, and I would be grateful if you could provide it as soon as possible.
I want to thank you and the [Company's name] team for providing me with a platform to learn and grow. It was a pleasure working with you and the team.
Thank you for your kind cooperation.
Sincerely,
[Authorised Signatory]
[Company Name]
8. Relieving letter from HR to employee
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee's Name],
This letter informs you that your employment with [Company's Name] has been terminated on [Date]. Per our records, all the formalities have been completed, and you are now relieved from your duties.
We want to thank you for your valuable contributions to the company during your tenure. We appreciate your hard work and dedication towards your job.
As per your request, we have enclosed your relieving letter along with this email. The letter states the duration of your employment and other necessary details. We wish you all the very best in your future journeys.
We are grateful for being a part of our team.
Best regards,
[HR Manager's Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This email confirms that your employment with [Company's Name] has been terminated on [Date]. We sincerely thank you for your contribution to the company during your tenure.
We are enclosing your relieving letter with this email, which states the duration of your employment and other necessary details. Please collect your complete and final settlement from the HR department.
Wishing you the best for your future.
Thanks for being a part of our team.
Best regards,
[HR Manager's Name]
9. Relieving letter for HR
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee's Name],
I am sending this to inform you that your employment with [Company's Name] has been terminated as requested, and you have been relieved from your HR duties with effect from [Date].
We appreciate your contribution to the company during your tenure and wish you all the best in your future endeavours. As requested, we are enclosing your relieving letter, which states the duration of your employment and other necessary details.
Best regards,
[Manager's Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
This email confirms that your employment with [Company's Name] has been terminated as requested, and you have been relieved from your duties with effect from [Date].
Thanks for your contribution to the company during your tenure. We appreciate your hard work and dedication towards your job, and your presence in our HR department will be deeply missed.
As per your request, we have enclosed your relieving letter along with this email. The letter states the duration of your employment and other necessary details. This letter will prove your employment with the company and benefit your future job prospects.
Best regards,
[Manager's Name]
10. Relieving sample letter for team executive
Version 1
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee's Name],
This email confirms that your employment with [Company's Name] has been terminated as per your request, and you have been relieved from your duties as a team executive with effect from [Date].
Thank you for your contribution to the company during your tenure.
As per your request, we are enclosing your relieving letter, which states the duration of your employment and other necessary details. We hope that this letter will be beneficial for your future job prospects.
Best regards,
[Manager's Name]
Version 2
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject Relieving Letter
Dear [Employee Name],
We appreciate your contribution to the team during your tenure and would like to thank you for your hard work and dedication towards your job. Sending you the good luck in your future ventures.
As per your request, we are enclosing your relieving letter, which states the duration of your employment and other necessary details. We hope this letter will serve as proof of your employment with the company and benefit your future job prospects.
We wish you success and happiness in all your future endeavours.
Best regards,
[Manager's Name]
Tips for writing a perfect relieving letter
When an employee leaves their organization, writing a relieving letter is essential for any employer. Here are some tips to help you write a perfect relieving letter
Be clear and concise
Use simple language and avoid technical jargon to ensure the letter is easily understood.
Mention the effective Date of relieving
Mention the Date on which the employee's employment will end.
Include all necessary details
The letter should contain all necessary details, such as the employee's tenure and job title. This information will help the employee to verify their employment status in the future. Ensure to include the employee's contact information, including their email and phone number, for future communication.
Express gratitude
Acknowledge the employee's contributions and express gratitude towards them. This will help to maintain a positive relationship between the employee and the employer even after they leave the organisation.
Keep it professional
Maintain a professional and respectful tone, avoiding negative language.
Conclusion
Creating a relieving letter can be straightforward by following a relieving letter format and including all necessary details, such as the effective date of relieving, the employee's tenure, and job title. Using sample relieving letters can also provide a better understanding of creating an effective and professional letter.
FAQs
Q1. How to ask for a relieving letter?
You should request your employer for a relieving letter via email or a formal letter.
Q2. How to write a relieving letter?
You need to use clear language and include necessary details, such as the Date of relieving and the employee's tenure with the company.
Q3. What to do if a company is not giving a relieving letter?
If necessary, follow up with the company and escalate the matter to higher authorities.
Q4. Can I get a relieving letter without serving a notice period?
It depends on the company's policies, but it is generally required to serve the notice period before getting a relieving letter.
Q5. Can I make fake relieving letters?
Making fake relieving letters is illegal, which can lead to severe consequences.
Q6. Can we get a relieving letter after termination?
If the company provides one, getting a relieving letter after termination is possible.
Q7. How to get a relieving letter after absconding?
You need to contact the company and request a relieving letter explaining the circumstances of your absence.
