Every working professional looks forward to finding new opportunities that can provide them a platform for skill development and equip them with the competencies required for growth. A relieving letter is one such document that is required to take a step ahead to achieving your goals. Be it for switching companies or for persuing overseas education, a resignation letter is required to relieve your self from the roles and responsibilities as specified by the company. Through this blog, we will discuss the relieving letter format and what details it must entail. But before delving into the salient features, let us first understand what exactly this letter is.
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What is a Relieving Letter?
When an employee is leaving the organization and has completed the notice period, they are issued an official document which states that the employee is relieved from all the duties and responsibilities and this is what is known as a relieving letter. Containing all the necessary employment details, an ideal relieving letter format states the joining date, annual CTC, designation, last working details, etc. Often termed as an experience letter, it is one of the most essential documents when the employee wants to proceed to the next organization where this letter is used as a background check.
Is a Relieving Letter Important?
Before diving into the details of the relieving letter format, 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, you are issued a relieving letter. Since it acts as a 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.
Relieving Letter Format
Knowing what exactly a relieving letter should constitute is quite a task and also 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 that how does a relieving letter look then, here is a step by step guide into 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 personal details of the resigning employee which includes their full name, employee ID, designation, department and the name of the organization has to be mentioned.
- Reference or Subject
This part would briefly describe what the letter is all about, in just one line. Else, 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 contributions the employee has made to the organization and wish them luck for their future endeavours.
After completing the main body, the end of the relieving letter format should conclude with ‘sincerely’ and sign the letter along with the name of the employer, designation, and the date of issue.
Samples of Relieving Letter from Employee
Now that you are familiar with the basics of relieving letter format, here are some samples which can give you an idea of what an ideal letter should actually look like:
Important Points to Consider
As discussed, Relieving letter is a formal communication to an employee who’s resignation has been accepted and has been relieved from all the 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.
How to Request a Relieving Letter After Resignation?
Requesting a relieving letter from your previous organisation after resignation can be a complicated task. The best way to do this is by drafting a professional email to the HR manager and diligently ask them to send you the relieving letter. Here are some useful tips which 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 time to get your relieving letter.
- If you don’t get any reply, then connect with the HR through call or visit the office.
- Always save the copies of your payslips 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:
Resignation Acceptance Letter
If you are an HR Manager receiving relieving letter, here is a resignation acceptance letter template:
Resignation Acceptance Letter
Name of the Organisation
Name of the Employee
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 organisation and we have attached the documents regarding employee benefits, final wages, benefit coverage, amongst others for exiting employees. Please 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 for your future endeavours.
HR Manager’s Name
Resignation Acceptance Letter Sample
|9th January 2021|
Skills Tech Ltd.
Lajpat Nagar, New Delhi
Senior Content Associate
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 professionals and skills you possess.
Please return the Skills Tech properties at the earliest, before or on the last working day in the organisation and we have attached the documents regarding employee benefits, final wages, benefit coverage, amongst others for exiting employees. Please free to reach out to the Human Resources department via email@example.com and +919750431122 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 for your future endeavours.
Thus, a relieving letter format 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 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!