Relieving Letter Format: Download PDF and Word Samples

A relieving letter is one essential document for working professionals transitioning from one position to another, especially when switching jobs. This letter serves as a formal acknowledgment from an employer, confirming that the employee has completed their responsibilities and is officially released from their role.

This guide will provide you with an easy-to-understand relieving letter format, explain its significance, and outline the key details it should include. Let’s start by defining what a relieving letter is and why it’s essential for your career journey.

What is a Relieving Letter?

When an employee leaves an organization after completing the notice period, they are provided with a relieving letter, which is a formal document confirming that they have been officially released from all duties and responsibilities. This letter includes essential employment details, such as the joining date, designation, annual CTC, and last working day.

This letter often referred to as an experience letter, it is a critical document for employees moving to a new organization or pursuing further studies, as it serves as proof of employment history and completion of responsibilities.

A relieving letter is commonly required for:

• Switching Jobs: Many employers request this letter to verify an employee’s previous role and last working date.
• Overseas Education Applications: Some universities require it to confirm that applicants have formally resigned from prior employment.

This letter acts as a background check, ensuring that the employee left the organization in good standing.

Also Read: Job Application Letter

Key Components of a Relieving Letter

To help you understand what a relieving letter should look like, here is a breakdown of the essential sections:

Component	Details to Include
Header	Company letterhead, date, and company address
Recipient Information	Employee’s full name, designation, and department
Subject	“Relieving Letter” or “Confirmation of Employment Relieving”
Main Content	Briefly state the employment duration, last working date, and acknowledgment of completed responsibilities
Company Seal & Signature	Authorized signature (HR or manager) and company seal, if applicable

Relieving Letter Format

A relieving letter format is a standardized template used to create a formal document confirming an employee’s departure from an organization. Understanding this format is crucial for students, as it provides the official documentation needed to validate their prior experience and support their future career endeavors.

Below is a relieving letter format that can be adapted to the organization’s standards:

Relieving Letter Format PDF Download

Easily access and download a free professional relieving letter format in PDF, providing you with a convenient template to ensure a smooth transition from your current job. Click on the button to download.

Details Required in a Relieving Letter

Knowing what a relieving letter should constitute is quite a task and necessary for an employer. Not only should one add all the requisite information pertaining to the candidate, but it should be included in a systematic and concise way. So, if you are wondering how a relieving letter looks, then here is a step-by-step guide to how a relieving letter format should look like:

• Date of Issuance of the Letter
  The first section in the relieving letter format should consist of the date of issuance of the letter so as to avoid any dispute.

• Employee’s Details
  Following the date, the resigning employee’s personal details, including their full name, employee ID, designation, department, and the organization’s name, have to be mentioned.

• Reference or Subject
  This part briefly describes what the letter is all about in just one line. Otherwise, in the subject line, you could just write ‘Relieving Letter’.

• Employee’s Resignation Details
  The second step of the relieving letter format is to inform the employee in the very first paragraph after the salutation about the acceptance of resignation. It broadly includes the designation and the date from which the employee will be relieved from their duties.

• A Statement of Appreciation
  The second paragraph of the relieving letter format should assure the employee that they would receive the full and final settlement within a stipulated period of time. Following the assurance, a statement of appreciation should be mentioned for the employee’s contributions to the organization, and the employee should be wished luck in their future endeavors.

• Signature
  After completing the main body, the end of the relieving letter format should conclude with ‘sincerely’, and the letter should be signed along with the employer’s name, designation, and the date of issue.

Also Read: CV Format & Samples

Importance of Relieving Letter

Before diving into the details of the relieving letter format with PDF, let us first understand its significance. Once you submit a resignation letter for higher studies or for any other purpose, you have to serve a notice period as set by the company. During this period, all the pending work or additional responsibilities as given by the organization have to be completed.

Only when you are through with all your work are you issued a relieving letter. Since it acts as proof to show that the employee has completed the assigned duties in a specific role and time, a relieving letter is thus an important document.

A relieving letter is an important document that you need as a professional. It can be used for:

• Proof to future employers that you have left your previous organization
• Proof that you have cleared all the dues from your previous employment
• Proof that you are not holding any company data or internal property

How to Write a Relieving Letter?

Writing a relieving letter requires attention to detail and adherence to a specific format. Here’s a step-by-step guide on how to write a relieving letter effectively.

1. Use a Standard Format: Start with a standard business letter format, which includes:
   – Company Letterhead: Use the official letterhead of the organization, which includes the company logo, name, address, and contact information.
   – Date: Include the date when the letter is written.
   – Recipient’s Details: Mention the employee’s name, designation, and address.
2. Write a Clear Subject Line: The subject line should be straightforward. You can use something like a “Relieving Letter” or “Confirmation of Employment Relieving.”
3. Salutation: Begin with a formal salutation, such as “Dear [Employee’s Name].”
4. State the Purpose: In the opening paragraph, clearly state the purpose of the letter. Mention that this letter serves to confirm the employee’s departure from the company.
   For example: “We are writing to confirm that you have been relieved from your duties as [Job Title] at [Company Name], effective [Last Working Day].”
5. Include Employment Details: In the subsequent paragraphs, include essential details regarding the employee’s tenure, such as:
   – Joining Date: State when the employee joined the company.
   – Last Working Day: Specify the last day the employee worked.
   – Job Title: Mention the designation held by the employee during their time at the company.
   – Annual CTC: Optionally, you may include the employee’s annual cost to the company (CTC).
6. Acknowledge Contributions: Take a moment to acknowledge the employee’s contributions to the organization. This adds a positive touch to the letter.
   For example: “We appreciate your contributions during your time with us and wish you all the best in your future endeavors.”
7. Closing Statement: Conclude the letter by reiterating that the employee has been discharged. You might also add a line offering assistance if needed, such as:
   “If you require any further information or assistance, please feel free to reach out.”
8. Sign Off: End the letter with a formal closing, such as “Sincerely” or “Best Regards,” followed by the signature of the authorized person (usually someone from HR or management), along with their name and designation.

Samples of Relieving Letters for Employee

Now that you are familiar with the basics of relieving letter format, here are some samples that can give you an idea of what an ideal letter should actually look like:

Relieving Letter Format: Sample 1

Dated: xx/xx/xxxx David Williams Employee ID: _______ Senior Marketing Executive[Name of the Company and Address] Subject: Relieving Letter Dear David, This is with reference to the resignation letter you submitted on the date ______. We would like to inform you that our management has accepted your resignation and that you shall be relieved from your duties, with effect from ________. Please visit the clearance department in the A wing of the building to verify your documents so that you receive your full and final settlement within 30 to 45 days. We highly appreciate all the contributions you have made in favour of the organization and we wish you good luck in your future endeavours. Regards, Name of the HR Manager [Signature]

Click the button below to download the free PDF of the sample above.

Relieving Letter Format: Sample 2

To,
Name,
HR Department

Date:__/__/____

Subject: Request for Issuing of a Relieving Letter

Sir/Madam,

I, _________, resigned from [company name] on [Date] and have completed all the formalities and pending work. Furthermore, I have served the 2-month notice period and my last working day was on [date].

I would request you to issue a relieving letter at the earliest as I have to submit it to the new organisation which I have joined. I would be highly obliged if you consider the matter and issue the letter at the earliest.

Kind Regards,
[Your Name]

Click the button below to download the free PDF of the sample above.

Also read: Appointment Letter

Relieving Letter for School Teachers: Sample 3

Looking for a relieving letter sample for school teachers? Here is the relieving letter format for school teachers:

Date: _______

Name
______ Teacher/Lecturer
Name of the School/College/University
Address

Subject: Relieving Letter

Dear ______,

This is in reference to your resignation from the post of ________ teacher/lecturer at _______ School/College/University. We would like to inform you that we have accepted your resignation from this position and you will be relieved from your responsibility with effect from _______.

Please visit the principal’s/dean’s office in Block B of the school building to verify your documents and receive your full and final settlement within the period of __ days. We appreciate your contributions and mentorship at the school. We wish you a successful future.

Regards,
Principal/Dean
Signature

Click the button below to download the free PDF of the sample relieving letter for school teachers above.

Important Points to Consider

As discussed, a Relieving letter is a formal communication to an employee whose resignation has been accepted and who has been relieved from all duties. However, if you are writing this letter, there are some points you should consider:

• It should be issued on the letterhead.
• “To Whomsoever It May Concern” is the ideal salutation for a Relieving letter. However, if the employee has given a specific name, then you can use it.
• Apart from mentioning the acceptance of resignation, you should also write the recent designation of the employee.
• Mention joining and resignation dates.
• Acknowledge the work done by the employee.
• The tone should be formal and simple.

Also Read: Experience Letter

How To Request a Relieving Letter After Resignation?

Requesting a relieving letter from your previous organization after your resignation can be a complicated task. The best way to do this is by drafting a professional email to the HR manager and diligently asking them to send you the relieving letter. Here are some useful tips that can help you draft a good relieving letter after resignation:

• Mention your tenure and reporting manager in your e-mail to the HR manager.
• Ask about any pending formalities from your side regarding the conclusion of your employment, and if there are any, make sure to complete them within the time frame of getting your relieving letter.
• If you don’t get a reply, then connect with HR by phone or visit the office.
• Always save copies of your pay slips and other documents that you might need to provide alongside your relieving letter to the prospective company you are applying for.

Request for Relieving Letter

Here is the request letter format for relieving letter you can refer to for requesting the HR manager for the relieving letter format with PDF:

Click the button below to download the free request for relieving letter in PDF format!

Resignation Acceptance Letter Template

If you are an HR Manager receiving the relieving letter, here is a resignation acceptance letter template:

Resignation Acceptance Letter Format

Date Name of the Organisation Address Name of the Employee Designation Department Dear ____ (Employee Name), This letter/email is to confirm and accept your letter of resignation dated _____ for the ______ (position) at ______ (name of the company/organisation), effective ______ (date). Please return the company properties at the earliest, before or on the last working day in the organization. We have attached the documents regarding employee benefits, final wages, and benefit coverage, amongst others, for exiting employees. Please feel free to reach out to the Human Resources department via ____ (email) and _____ (contact number) for queries related to the same. Thank you for working with us at ______. We wish you success in your future endeavours. Sincerely, HR Manager’s Name Signature

Click the button below to download the free resignation acceptance letter in Word format in PDF format!

Resignation Acceptance Letter Sample

9th January 2021 XYZ Pvt. Ltd. New Delhi Ritvik Ahuja Senior Content Associate Content Marketing Dear Ritvik, Your resignation from the position of Senior Content Associate has been acknowledged and accepted as of January 9th, 2021. We are sad to see you go but we know that you’ll be successful in whichever endeavour you take with the utmost professionalism and skills you possess. Please return the Skills Tech properties at the earliest, before or on the last working day in the organisation we have attached the documents regarding employee benefits, final wages, and benefit coverage, amongst others for exiting employees. Please free to reach out to the Human Resources department via [email protected] and +91 9xxxxxxxxx for queries related to the same. It has been truly a pleasure working with you and having you become a part of Skills Tech. We wish you success in your future endeavours. Sincerely, Ashwathy Sharma Signature

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Thus, a relieving letter format with a PDF with all the necessary information is important for both the employee and the employer. Be it for pursuing higher education from study abroad destinations or for switching jobs, a resume plays a pivotal role in defining the applicant’s potential. Take the assistance of Leverage Edu’s experts who will guide you in not only writing an impeccable resume but also an SOP that will help you land a job or a university you had been aiming for! Call us immediately at 1800 57 2000 for a free 30-minute counselling session.