Experience Letter and Relieving Letter Format for India (2026)
Published
A relieving letter confirms that an employee has left, gives the last working day and says they have been relieved of their duties. An experience letter states the role, the period of employment and the work done, so the next employer can verify it. Many companies issue both together on the last working day, along with the full and final settlement.
Relieving letter vs experience letter
| Relieving letter | Experience letter | |
|---|---|---|
| What it proves | The person has left and handed over | Where they worked, in which role, for how long |
| Main date | Last working day | Date of joining to last working day |
| Who asks for it | The next employer, at joining | The next employer, during background verification |
| Tone | Formal confirmation | Factual, often with a short line on the work |
| Can be combined? | Yes, many companies issue one letter that does both | Yes |
What a relieving letter should include
- Company letterhead, date and a reference number
- Employee name and employee ID
- Designation and department
- Date the resignation was received
- Last working day
- A line that the employee is relieved of their duties
- Whether the notice period was served, bought out or waived (as per policy)
- A line that dues will be or have been settled in the full and final settlement
- Name, designation and signature of the authorised person
Sample text (format only, placeholders in brackets):
Date: [date]
Ref: [reference number]
To,
[Employee name]
Employee ID: [ID]
Subject: Relieving letter
Dear [Employee name],
This is with reference to your resignation dated [date]. We confirm that you are relieved of your duties as [Designation] in the [Department] team at [Company] with effect from the close of business on [last working day].
[Your notice period has been served in full. / Your notice period of [X] days was [waived / adjusted] as per company policy.]
Your full and final settlement will be processed as per company policy and applicable law.
We thank you for your contribution and wish you the best.
For [Company],
[Name]
[Designation]
Work out what is due on exit with our full and final settlement calculator.
What an experience letter should include
- Company letterhead, date and a reference number
- Employee name and employee ID
- Designation (and any promotions, with dates)
- Date of joining and last working day
- A short, factual line on the work done
- Name, designation and signature of the authorised person
- Company contact for verification (an HR email, not a personal one)
Sample text (format only, placeholders in brackets):
Date: [date]
Ref: [reference number]
TO WHOMSOEVER IT MAY CONCERN
This is to certify that [Employee name] (Employee ID: [ID]) worked with [Company] from [date of joining] to [last working day].
During this period, [he / she / they] worked as [Designation] in the [Department] team. [Optional: promoted to [new designation] on [date].] [His / her / their] work included [one or two lines on responsibilities].
For verification, please write to [HR email].
For [Company],
[Name]
[Designation]
What the employer must settle on exit
- Final wages: within two working days of the employee leaving, whether by resignation, removal or dismissal.
- Earned leave: wages for leave not taken, within two working days of the employee quitting or being discharged; within two months in case of retirement or death.
- Gratuity: for permanent employees as per the gratuity rules, and for fixed-term employees after one year of service.
- Tax certificate: the yearly salary TDS certificate is now Form 130 (earlier Form 16).
- PF: the employee keeps the same UAN at the next job.
Wording to avoid
- Negative remarks or the reason for leaving, unless the employee asks for it in writing. A letter that is used for verification should only state facts.
- Salary details by default. Add them only if the employee asks.
- Anything you cannot back up from your records (dates, designations, promotions).
- A personal email or phone number for verification - use a company HR address.
Checklist before you sign
- Name, employee ID and designation match your records
- Date of joining and last working day are correct
- Notice period status matches the resignation and your policy
- Full and final settlement date is planned
- Letter is on letterhead, signed by an authorised person
- A copy is kept on the employee's file
Hiring the replacement? See our offer letter and appointment letter format.
Frequently asked questions
Formats for reference only, not legal advice. Check the standing orders and state rules that apply to your establishment.