EXPERIENCE letter

How to Write a Letter of Experience?

The process of seeking new job opportunities or switching between jobs can be a stressful time.  There are a number of documents required and an extensive list of tasks to complete. One document that is almost always required when pursuing a new job is a Letter of Experience.

In this blog, we will elaborate upon why a letter of experience is important, what are the essential components, and some tips on how to draft an experience letter.

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Letter of Experience vs Letter of Recommendation

Although similar in many ways, a letter of experience and a letter of recommendation serve different purposes and should not be confused for the other. 

A letter of experience also referred to as an experience letter, is issued on behalf of the organisation to an employee who is leaving the organisation for a new job. It is often work-related and lays out the details of the employee’s work in the organisation.

A letter of recommendation, on the other hand, is issued by an individual for a student or an employee. It can be academic or professional. It gives the individual’s judgment of the student or the employee in terms of how highly they would recommend them. 

A recommendation letter is commonly issued to exhibit the qualities, capabilities, and personality as well as the professional and academic performance of an individual seeking educational or work-related opportunities.

Whereas an experience letter is useful when the employee’s work history and experiences need to be authenticated. It includes information such as the extent of the employee’s responsibilities, the extent of their employment in the organisation, and other details such as their salary may be included.

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How to Write a Letter of Experience?

While writing an experience letter on behalf of the company for an employee that is leaving there are some components that must be kept in mind.

Format of a Letter of Experience

  1. Name of the Organisation
    An experience letter should always include the name of the company along with contact details at the very start.
  2. Date of Issuance
    The date on which the letter was issued must be mentioned in the top left or right corner. This goes to show the date till when the employee was a part of the company.
  3. Employee’s Details
    An important detail that must be always included in a letter of experience is the details of the employee in question. This includes the full name of the employee, their title or designation in the organisation, and their duration of employment in the company. 
  4. Description of the Employee’s Work
    Possibly the most important aspect of a letter of experience is a brief description of the employee’s work history with the company. It must mention exactly what the roles and responsibilities of the employee were. Additionally, the skills required for the job that was demonstrated by them should also be included. 
  5. Signature
    The final step in drafting a letter of experience is to include the signature line. The letter must be signed by the relevant department head and/or the HR manager of the company. This is then followed by their contact details in case the new employer wishes to contact them regarding the employee.

These are the basic components that must be included in every experience letter. However, below we will list a few tips that will make the experience letter all the more impactful.

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Tips for Writing a Letter of Experience

  1. Since a letter of experience is an official document, it would be recommended to have it written out on the company’s letterhead.

    If however, a letterhead is not available, then the name of the company and the contact details should be mentioned along with the company seal. This is important for authenticating the document in the employee’s portfolio. 
  2. It is necessary to mention the details of the employee and a basic outline of their employment in the organisation. However, in order to add value to the experience letter, it could be a good idea to go into a bit more detail.

    The letter may mention the skills of the employee, how they have been used to contribute to the company and how the employee has prospered in their time working with the company. 
  3. In order to write a well-tailored experience letter, the job description of the employee’s new job can be referred to for picking out keywords and only including the relevant information. This helps to avoid overcrowding the employee’s qualities and keeping the letter simple and concise. Doing this expresses the current employer’s confidence in the employee.
  4. Finally, when concluding the letter, always end with a positive statement in favour of the employee. By reinstating a productive trait and wishing the employee all the best for their future, the new employer gets an impression of the healthy reputation held by the employee in the eyes of the company.

As an administrative manager, you now know what a letter of experience is and how to write one.

READ THIS ALSO: What is the significance and contents of an experience certificate?

How to Write a Letter Requesting a Letter of Experience?

Now, if you are an employee looking for new job opportunities, you might be in need of a letter of experience. Here is how to write a request letter for a letter of experience.

  1. To begin with, always plan in advance and make sure to send in your request well in time to avoid disorder at the last minute and to allow for delays and changes that may be required. 
  2. For the purpose of writing a letter of experience, a wise decision would be to contact your manager as well as the HR department. Your manager will be able to help with the letter of experience as they are most likely aware of your skills and capabilities.

    The HR manager on the other hand is responsible for maintaining all relevant information of the employees and will be primarily in charge of issuing experience letters and similar documentation.
  3. In the request letter, always be concise and to the point. Clearly state the purpose of your letter and the reason for which you will require an experience letter. Always include a brief description of what your new job opportunities entail and any other information that you believe is relevant.
  4. The tone of your letter should be grateful towards the organisation. However, keep in mind that it is an official request and the format should be formal. 

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