How to write an email to share relieving letter with employee?

When an employee resigns from their position in a company, one of the essential documents they expect to receive is the relieving letter. This letter officially confirms the employee’s departure from the organization and is often required for future employment opportunities. As an HR professional or an employer, it’s crucial to know how to draft and send an email to share the relieving letter with the departing employee. In this blog, we’ll guide you through the process of writing an effective email to accomplish this task.

Why is the Relieving Letter Important?

Before we delve into the email-writing process, let’s briefly understand the importance of a relieving letter:

1. Confirmation of Departure: A relieving letter serves as official confirmation that the employee has left the organization on good terms.
2. Employment Proof: It acts as proof of the employee’s past employment, which can be vital for their future job applications.
3. Notice Period: The letter typically mentions the last working day, which is crucial for the employee to serve their notice period correctly.
4. Final Settlement: It often confirms the clearance of all dues and return of company assets, ensuring a smooth exit process.

Steps for writing an email to share a relieving letter with an employee

The steps for writing an email to share a relieving letter with an employee are:

Step 1: Determine the Right Timing

Timing is crucial when sending a relieving letter. Ensure that all formalities, including clearance of dues and return of company property, have been completed before sending the letter. The relieving letter should ideally be issued on the employee’s last working day.

Step 2: Use a Professional Email Address

Use a professional email address when sending the relieving letter. It’s best if the email comes from an official company email account, such as hr@companyname.com, to maintain formality and authenticity.

Step 3: Write a Clear and Informative Subject Line

The subject line should clearly indicate the purpose of the email. For example, you can write, “Relieving Letter for [Employee Name].”

Step 4: Start with a Polite Greeting

Begin the email with a polite and respectful greeting. You can use “Dear [Employee’s Name]” or “Dear Mr./Ms. [Last Name].”

Step 5: Mention the Context

In the opening paragraph, acknowledge the employee’s resignation and the context of the email. Mention the date on which they submitted their resignation and any relevant details.

Step 6: Include the Relieving Letter

Attach the relieving letter as a PDF to the email. Ensure that the document is correctly formatted and contains all necessary information.

Step 7: Provide Additional Details

In the body of the email, provide any additional details or instructions related to the relieving letter. For example, you can mention the notice period served, the final settlement process, or the return of company assets.

Step 8: Express Appreciation

Express your appreciation for the employee’s contributions during their tenure with the organization. A few lines of gratitude can leave a positive impression.

Step 9: Sign Off Professionally

Sign off the email professionally. You can use phrases like “Sincerely,” “Best Regards,” or “Yours Truly” followed by your name and designation.

Step 10: Double-Check and Send

Before hitting the send button, double-check the email for any errors or missing information. Ensure that all attachments are correctly included.

Sample Email for Sharing a Relieving Letter

Here’s a sample email template you can use as a reference:

Conclusion

Sending a relieving letter to an employee is a crucial part of the off-boarding process. By following the steps mentioned above and using the sample email template as a guide, you can ensure that the process is smooth, professional, and leaves a positive impression on the departing employee.