When someone leaves a job, there are a few important documents they receive from their employer. One of these important documents is the relieving letter. We will understand what a relieving letter is, why it is important, and what a good relieving letter format looks like.
What Is a Relieving Letter?
A relieving letter is a formal document issued by an employer to an employee who has resigned from the job. This letter confirms that the employee has completed all duties, served their notice period, and has been officially relieved from their role in the company.
It is usually given on the last working day or shortly after. The relieving letter acts as proof that the employee left the company in a professional manner and has no pending obligations. Many companies ask for a relieving letter before hiring a new employee, especially in formal or corporate roles.
Why Is a Relieving Letter Important?
A relieving letter is important for many reasons. Let’s understand why:
- Proof of Resignation: It is proof that the employee has resigned and is no longer working in the previous company.
- No Dues Clearance: It shows that the employee has cleared all dues and has no pending tasks or responsibilities.
- Smooth Joining in New Company: Many new employers ask for a relieving letter before confirming the job.
- Maintains Professional Image: Having a relieving letter shows that the person left their job in a professional way and followed proper exit procedures.
- Supports Career Progression: It helps in creating a clear job history when changing jobs.
When Do You Receive a Relieving Letter?
Usually, an employee receives a relieving letter:
- After submitting their resignation.
- After serving the notice period (which can be 15 days, 1 month, or as per company policy).
- After completing the exit formalities, like handing over company assets, finishing final tasks, and getting approval from team leaders or HR.
If everything is done properly, the HR or reporting manager will give the relieving letter to the employee on their last day or within a few days after leaving.
Sample Relieving Letter 1
[Company Name]
[Company Address]
Date: 15th May 2025
To
Mr. Rajesh Kumar
Software Engineer
Employee ID: EMP1023
Subject: Relieving Letter
Dear Rajesh,
This is to confirm that you were employed with TechWave Solutions Pvt. Ltd. as a Software Engineer from 10th January 2020 to 30th April 2025.
Based on your resignation letter dated 1st April 2025 and the successful completion of your notice period, we accept your resignation and relieve you from your duties with effect from 30th April 2025.
We appreciate your contribution to the company and wish you all the best for your future endeavors.
Yours sincerely,
[Signature]
Anjali Mehra
HR Manager
TechWave Solutions Pvt. Ltd.
Sample Relieving Letter 2
[Company Name]
[Company Address]
Phone: [Phone Number] | Email: [Email Address]
Date: 17th May 2025
To
Ms. Priya Sharma
Marketing Executive
Employee ID: MKT2022
Subject: Relieving Letter
Dear Priya,
This is to acknowledge the receipt of your resignation letter dated 20th April 2025. We hereby confirm that you have been relieved from your responsibilities as Marketing Executive at BrightLeaf Media Pvt. Ltd. with effect from 16th May 2025, after the successful completion of your notice period.
During your tenure from 12th July 2022 to 16th May 2025, your performance and contribution to the marketing team have been appreciated. We confirm that there are no dues pending from your end and all exit formalities have been duly completed.
We thank you for your efforts and wish you the best in all your future professional endeavors.
Yours sincerely,
[Signature]
Rahul Mehta
HR Manager
BrightLeaf Media Pvt. Ltd.
Sample Relieving Letter 3
[Company Name]
[Company Logo/Letterhead]
Address | Phone | Email
Date: 17th May 2025
To
Mr. Arjun Nair
IT Support Staff
Employee ID: IT7890
Subject: Relieving Confirmation
Dear Arjun,
This is to formally inform you that your resignation dated 1st May 2025 has been accepted. You are hereby relieved from your duties as IT Support Staff at TechBridge Solutions with effect from 15th May 2025, post completion of the required notice period.
Your services from 1st March 2021 to 15th May 2025 have been valuable to the organization. We also confirm that you have completed all handovers and other formalities. No dues are pending as per our records.
We appreciate your hard work and dedication. We wish you great success and growth in your future career path.
Warm regards,
[Signature]
Meera Joshi
Senior HR Executive
TechBridge Solutions
Things to Keep in Mind While Writing a Relieving Letter
- Always use formal and polite language.
- Print the letter on official company letterhead.
- Double-check dates and spelling of names.
- Mention that the employee has completed the notice period.
- If there were any pending dues, mention if they are cleared.
- Offer good wishes to leave a positive impression.
What to Do If You Don’t Get a Relieving Letter?
Sometimes, an employee may leave a company and not receive a relieving letter. If that happens:
- Follow up with your HR department by email or call.
- Send a written request for the relieving letter.
- Remind them of your last working day and that you completed your responsibilities.
- If they still do not respond, you can explain this situation to your new employer and provide other documents like experience letter, resignation acceptance email, or salary slips as proof.
Difference Between Relieving Letter and Experience Letter
While both are job exit documents, they are different. Here is a quick comparison:
| Relieving Letter | Experience Letter |
|---|---|
| Confirms resignation and final exit | Confirms the work experience and role |
| Given after last working day | Usually given along with or after relieving |
| Focuses on resignation and completion of duties | Focuses on roles, responsibilities, and skills |
| Used mainly for joining new job | Used for future references or CV |
Useful Tips for Employees
- Always resign formally through an email or HR portal.
- Serve your full notice period as per your contract.
- Ask for both experience letter and relieving letter.
- Keep a copy of resignation acceptance email for safety.
- Stay professional till your last day – this helps in getting all exit documents smoothly.
Relieving Letter for Freshers or Interns
If you are an intern or fresher, and you resign from your first job or training role, you can still ask for a relieving letter. It may be simpler in format, but it is still proof of your work and shows professionalism.
Final Thoughts
A relieving letter is a simple but very important document in your professional life. Whether you are moving to a new job, applying abroad, or updating your resume, this letter plays a big role. Always make sure you receive it from your employer and keep a copy safe for future use.
It also helps employers verify your employment details and know that you have left your previous job responsibly. If you are an HR professional, use a clean, polite format and issue the letter quickly after all formalities are done.
Just like other professional documents such as the resignation letter or employment contract, the relieving letter is part of good workplace practice.
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Frequently Asked Questions
What is a relieving letter and why is it needed?
A relieving letter is a formal document given by a company when an employee leaves the job. It confirms that the person has completed the notice period and is officially relieved from duties. It helps prove the employee left professionally and has no pending tasks or dues.
What should be included in a relieving letter?
A relieving letter must include the employee’s name, job title, start and end dates, a confirmation of resignation, and a statement that all duties are complete. It should be on company letterhead and signed by an HR or authorized person. A polite and formal tone is always recommended.
Can I get a job without a relieving letter?
Yes, it’s possible, but many companies ask for a relieving letter as proof of proper exit from your previous job. If you don’t have it, you can explain the reason and show other documents like resignation emails, experience letters, or salary slips as alternative proof of leaving.
How to ask HR for a relieving letter politely?
You can write a simple and polite email to HR. Mention your name, job role, and last working day. Request the relieving letter and thank them in advance. Keep your tone respectful and professional. Follow up after a few days if you don’t get a response.
What’s the difference between experience and relieving letter?
An experience letter highlights your job role, skills, and performance during your time in the company. A relieving letter confirms that you resigned, served your notice period, and are officially released from duties. Both are important documents when switching jobs and should be requested after resignation.
