The importance of a job relieving letter format cannot be overstated. Many employers require this document from their new employees as part of the employment finalization process. Failing to provide this letter to your departing employee could lead their new employer to question the credibility of their previous employment.
The HR department of a company plays a crucial role in issuing a relieving letter to an employee who has officially resigned. This letter serves as a formal acknowledgment of the employee’s resignation. It contains essential information such as the dates of the employee’s tenure, both the start and end dates, and a clear confirmation that the employee has been relieved from their duties within the company.
Let us learn more about this letter and check out different job relieving letter formats.
Table of Contents
Significance of a Relieving Letter
A relieving letter serves a clear purpose, acting as documented proof that an employee has fulfilled their duties and responsibilities during their tenure with a company. This letter’s importance is underscored by its role in the hiring process. Many employers request this letter from new hires as part of the employment finalization. Failing to provide a relieving letter can raise doubts about a candidate’s previous employment.
Before extending a job offer to candidates, you can use their relieving letter to validate the information they’ve provided. It becomes a valuable tool to confirm the details presented in their resume or discussed during the interview.
Structure of a Relieving Letter
- Issue Date: The document begins with the date of issuance, typically found at the upper part of the page. This date can be crucial in case of disputes or disagreements.
- Employee Information: Directly below the issue date, you’ll find details about the employee, including their name, position, department, and often the company’s name.
- Subject: This section briefly summarizes the letter’s purpose.
- Salutation: The letter addresses the recipient by their first name, followed by an official greeting.
- Content: The main body of the letter provides information about the employee’s departure, whether the company acknowledged it, the date of resignation, and the employee’s final working day.
- Compensation and Appreciation: The employer assures the employee of receiving their final compensation after a certain period, usually expressed with appreciation and warm regards for the employee.
- Conclusion: The letter concludes with the issuer’s initials at the very end of the document.
What information should you include in the relieving letter?
- Employee Details: The most critical part of a relieving letter is providing accurate employee information, which employers often seek to verify. This should include:
– Full name of the employee
– Employee’s job title
– Start and end dates of their employment with the company - Company Details: To lend credibility to the relieving letter, it’s essential to include comprehensive company information, such as:
– Full company name
– Complete corporate address
– Company contact information
– Date of issuing the relieving letter These details should never be omitted from the letter. - Employee’s Contributions: This section allows you to highlight the employee’s roles, responsibilities, and contributions within your company. It’s an opportunity to mention the challenges they faced and the solutions they provided during their tenure. This information can positively impact their future employment prospects.
- Employee Resignation Date: Specify the exact date when the employee submitted their resignation and the notice period served. This clarifies that the individual is no longer associated with your company.
- Statement of Appreciation: Express gratitude and appreciation for the employee’s contributions during their tenure. Including a statement of appreciation or thanks reflects positively on the individual and indicates they can be an asset to their new employer.
- Issuer’s Information: Ensure your full name, job title, and signature are included in the letter. This adds authenticity to the document.
- Additional Note: As a relieving letter is a formal document, maintain a formal tone and language throughout its drafting.
Generate relieving letters with eSahayak
eSahayak is a legal documentation platform. HRs use eSahayak to draft legal documents for employees, and get them signed digitally all within one platform. Try eSahayak for creating a professional looking relieving letter and signing it digitally in minutes.
Relieving Letter Formats to choose from:
Relieving Letter Sample #1
[Company Name]
Date: [DD, MM, YY]
Sub: Employment Relieving Letter
Dear [Employee Name],
This letter serves as confirmation of your employment with [Company Name] from [Start Date] to [End Date], for a duration of [Term]. In accordance with the terms outlined in your Employment Agreement dated [Agreement Date], your association with our company will conclude by the end of the working day on [Last Working Date].
We want to bring to your attention that certain job obligations specified in the Employment Agreement will remain in effect. These obligations include, but are not limited to, the following:
All work created and developed during your tenure at the organization remains the exclusive proprietary property of [Company Name].
Therefore, any copyrights and other proprietary interests pertaining to this work will belong to [Company Name].
You are legally prohibited from disclosing any confidential company information to third parties.
You are expected not to file complaints, make public statements, or provide negative information about the company to government agencies or the media.
We would like to confirm that your full and final settlement has been cleared, and there are no outstanding dues from the company. Additionally, we acknowledge the return of all tools and company property provided to you. All necessary formalities regarding the termination of your employment have been successfully completed.
If you have any questions or require clarification regarding the above information, please feel free to contact me directly.
We wish you the best of luck in your future endeavors!
Yours sincerely,
[Name and Designation]
[Company Name]
[Employee Name]
Relieving Letter Sample #2
[Date]
To,
[Employee Name]
[Employee Address]
Dear [Employee Name],
I am writing to acknowledge your resignation letter dated [Date]. The management has duly accepted your resignation.
Your contributions to our company since your joining on [Employment Start Date] have been significant, and you have played an essential role in achieving our organizational goals.
To facilitate the settlement of your final dues, please coordinate with the Head of your department to obtain a Clearance Certificate. Once obtained, kindly submit it to our Accounts department.
We have every confidence that your dedication and hard work will lead you to success in your future endeavors. Your employment with [Company Name] will conclude on [Date].
Best of luck in your future endeavors!
Best Regards,
[Your Name]
Authorized Signatory for [Company Name]
Relieving Letter Sample #3
To,
[Employee Name]
[Employee Code]
Dear [Employee Name],
Subject: Relieving Order/Relieving Letter
I am writing to acknowledge your resignation letter dated [Date]. I want to formally convey that your resignation has been accepted.
We want to express our gratitude for your dedicated service to [Company Name] during your employment from [Start Date] to [End Date]. With this letter, we hereby relieve you from your responsibilities, effective as of [Final Working Date].
We wish you all the best in your future endeavors.
Best Regards,
[Your Name and Signature]
Relieving Letter Sample #4
[Date]
To Whomsoever It May Concern
Subject: Relieving Letter
This is to certify that [Employee Full Name] was employed with [Company Name] in the capacity of [Job Title] from [Employment Start Date] to [Employment End Date].
Following the submission of their resignation letter dated [Resignation Letter Date], Mr./Ms. [Employee Last Name] has been formally relieved of their duties, effective [Date].
We extend our best wishes for their future endeavors.
Yours Sincerely,
[Manager Details]
[Company Name]
Relieving Letter Sample #5
| [Date] To, [Employee Full Name] [Full Address] Subject: Relieving Letter Dear [Employee Name], I am writing to acknowledge the resignation letter you submitted, dated [Date], in which you specified that [Last Working Day] would be your last working day with [Company Name]. I want to inform you that your resignation has been accepted, and you will be relieved from your position as [Job Title] with [Name of Company] on [Relieving Date]. Your final settlement will be processed within the next 45 days. We deeply appreciate your valuable contributions to the company and wish you all the best in your future endeavors. Best Regards, [Name of the HR Manager] [Contact Details] |
Relieving Letter Sample #6
| [Date] [Employee Address] Dear [Full Name], Re: Relieving Order I am writing to acknowledge your resignation letter, which you submitted on [Date]. I want to formally convey that we have accepted your resignation. Consequently, your services with [Company Name] will conclude at the end of the working day on [Date]. We kindly request you to return your company ID and any other company-owned items that you have been using during your tenure with our firm. We wish you every success in your future endeavors. Warm Regards, [Company Owner/HR Professional’s Name] [Company Name] |
Relieving Letter Sample #7
[Date]
Subject: Relieving Letter
TO WHOMSOEVER IT MAY CONCERN
Dear [Employee Last Name],
I am writing in response to your resignation letter dated [Date], in which you requested to resign from your position as [Job Title], serving a notice period of [Duration]. Your services with our organization will be concluded on [Notice Period End Date].
We want to officially confirm the acceptance of your resignation. Effective as of the office closing hours on [Notice Period End Date], you will be relieved from your duties.
We also wish to confirm that your final settlement with the organization has been successfully processed.
We genuinely appreciate your contributions to the company and your achievements during your tenure. We extend our best wishes for your future endeavors.
Yours Sincerely,
[Company Owner/HR Professional’s Name]
[Title or Designation]
Relieving Letter Sample #8
[Company Logo]
[CA Firm Name]
[Company Address]
[City, State, Pin]
[Date]
This is to certify that [Employee’s Full Name], bearing Employee ID [Employee ID], served as a valued member of our team at [CA Firm Name] from [Joining Date] to [Last Working Date].
During [Employee’s Full Name]’s tenure, they demonstrated a strong understanding of accounting and taxation principles. Their contributions were instrumental in delivering high-quality financial advisory services to our esteemed clients. We deeply appreciate their dedication and professionalism.
We extend our best wishes to [Employee’s Full Name] for continued success in their professional journey.
Sincerely,
[Senior Partner’s Name]
[Senior Partner’s Title]
[Contact Information]
Relieving Letter Sample #9
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin] [Date]
Relieving Letter
This letter serves as confirmation that [Employee’s Full Name], identified by Employee ID [Employee ID], has successfully completed their tenure as an Accountant at [Company Name]. Their association with our organization spanned from [Joining Date] to [Last Working Date].
Throughout their employment, [Employee’s Full Name] consistently demonstrated exceptional attention to financial details, a commitment to accuracy, and dedication in maintaining the company’s financial records. We wholeheartedly appreciate their valuable contributions and extend our best wishes for their future endeavors.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
Relieving Letter Sample #10
| [Company Logo] [Company Name] [Company Address] [City, State, Pin] [Date] Relieving Letter This is to certify that [Employee’s Full Name], bearing Employee ID [Employee ID], has successfully completed their tenure at [Company Name] in the capacity of [Job Title] from [Joining Date] to [Last Working Date]. Throughout their association with us, [Employee’s Full Name] consistently displayed dedication, teamwork, and a strong work ethic. Their contributions have greatly benefited our organization, and we are grateful for their valuable input. We extend our best wishes to them for continued success in their future endeavors. Sincerely, [HR Manager’s Name] [HR Manager’s Title] [Contact Information] |
Relieving Letter Sample #11
[Company_Address]
[Date]
Relieving Letter
Dear [Employee_Name],
With reference to your resignation email dated [Employee_Resignation_Date], we hereby accept your resignation, and your employment with [Company_Name] as [Employee_Designation] will conclude on [Employee_Relieving_Date].
You have been a valuable member of our team from [Employee_Joining_Date] to [Employee_Relieving_Date], and we appreciate your contributions during your tenure.
We wish you the very best in your future endeavors.
Sincerely,
[HR_Name]
[HR_Designation]
[Company_Name]