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:
| Relieving Letter
Subject: Relieving Letter
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 for your future endeavours.
Name of the HR Manager
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.
Relieving Letter Application
Here is the application format you can refer to for requesting the HR manager for the relieving letter:
Subject: Request for Issuing of a Relieving Letter
I, _________, resigned from [company name] on [Date] and have completed all the formalities
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.
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!