What is a Relieving Letter?

Purpose of a Relieving Letter

Knowing the primary reasons for giving a relieving letter and its significance in the employee exit process is crucial. It speaks of the mutual advantages for both employer and employee.

1. Acts as Proof of Resignation and Formal Exit

The Relieving Letter is written evidence that the employer has accepted the employee's resignation confirming the exit of the employee from work. It specifically indicates the date of the last working day thereby certifying that the employer has no further claims on the employee's services or time.

2. Mandated by New Employers on Verification of Antecedents

Most organisations need a Relieving Letter for background verification. This ensures that the candidate has followed resignation and handover and is not contractually obligated anywhere and has no double employment periods.

3. Ensures There Are No Outstanding Dues or Commitments

Usually, the Relieving Letter states that the employee has returned company equipment and settled any dues owed. This safeguards the employer and employee from future conflicts concerning unpaid wages, unreturned assets or unfinished work. Also, potential employers are assured that the candidate is available without legal or financial liabilities.

When is a Relieving Letter Issued?

Proper timing and circumstances for issuing a relieving letter are specified. It underlines compliance with company procedures and formalities.

1. Once the Employee Has Completed the Notice Period and Handover

A Relieving Letter is generally granted once the employee submits resignation, serves the mandated notice period as stated in the employment contract and finishes handover formalities. The handover can comprise transferring tasks, educating successors and recording running projects.

2. Normally Issued On or After the Employee's Last Working Day

The letter is typically provided on the last working day or within 7–15 days, per HR policy, unless otherwise agreed (e.g., mutual agreement for early issuance).

3. May Be Delayed if Full & Final (F&F) Settlement is Not Completed

If the full and final settlement (F&F), comprising salary dues, leave encashment and refund of company property, is incomplete, the employer can withhold relieving letters until these formalities are over.

Key Contents of a Relieving Letter

A formal Relieving Letter consists of the following essential details:

• Employee's Full Name and Designation: It mentions the full legal name and job designation at the time of departure to prevent confusion.
• Employment Term (Joining and Last Working Day): States the joining date and last working day to confirm tenure.
• Acceptance of Resignation and Termination of Notice Period: Acknowledges the resignation letter and completion of the notice period.
• Statement of Relief from Responsibilities: Confirms the employee is relieved from all duties, effective from the last working day, ending employment.
• Good Wishes for the Future (Optional): Includes a brief expression of goodwill for the employee’s future endeavours.
• Company Name, Letterhead, Date, and Signature: Printed on official letterhead, dated, and signed by an HR manager, with an optional company seal for authenticity.

Relieving Letter Format Components

The format of the relieving letter is standardised to contain the following components:

• Company Letterhead: Official branding, company name, and address.
• Date of Issue: The date when the letter is issued
• Employee Information: Full name, job title, employee ID, and department.
• Subject Line: States the purpose (e.g., "Relieving Letter").
• Salutation: Formal greeting (e.g., "Dear [Employee's Name]")
• Body
• Outlining acceptance of resignation
• Tenure of employment
• Fulfilment of notice period and confirmation of release of responsibilities
• Expression of appreciation and good wishes (optional)
• Closing: A sign-off (e.g., "Sincerely").
• Signature: Signed by an HR manager, with an optional company seal.
• Acknowledgement Section: Space for the employee’s signature to confirm receipt (optional).

Relieving Letter Sample Templates

Some of the sample templates of a relieving letter are as follows: 

Sample Template 1: General Relieving Letter Template

[Company Letterhead]

Date: [DD/MM/YYYY]

To,

[Employee Name]

[Employee Address]

Subject: Relieving Letter

Dear [Employee Name],

This acknowledges receipt and acceptance of your resignation dated [Resignation Date]. You have been employed with [Company Name] as [Designation] between [Date of Joining] and [Last Working Day].

We hereby confirm that you have been relieved from your duties since [Last Working Day], after serving the required notice period and completing all exit formalities, including handover and return of company property.

We thank you for contributing to [Company Name] and wish you success in your future endeavours.

We acknowledge receipt and acceptance of your resignation dated [Resignation Acceptance Date]. You were employed with [Company Name] as [Designation], Employee ID [Number], in the [Department] from [DD/MM/YYYY] to [DD/MM/YYYY].

You have served the required 60-day notice period and completed all exit formalities, including project handover and return of company assets (e.g., laptop). The full and final settlement, including pending salary and leave encashment, has been processed. You are relieved from your duties effectively [DD/MM/YYYY] .

We appreciate your contributions and wish you success in your future endeavours.

Sincerely,

[HR/Manager Name & Signature]

[Designation]

[Company Name]

Sample Template 2: Relieving Letter After Resignation During Probation

[Company Letterhead]

Date: [DD/MM/YYYY]

To,

[Employee Name]

Subject: Relieving Letter

Dear [Employee Name],

We confirm acceptance of your resignation dated [Resignation Date], submitted during your probation period as [Designation], Employee ID [Number], in the [Department]. You served the required 30-day notice period, and your last working day was [DD/MM/YYYY].

All exit formalities, including return of company assets (e.g., access cards) and full and final settlement, have been completed. You are relieved from your duties effective [DD/MM/YYYY].

We wish you success in your career.

Best Regards,

[HR/Manager Name]

[Company Name]

Sample Template 3: Relieving Letter for Remote Employees or Contractual Positions

[Company Letterhead]

Date: [DD/MM/YYYY]

To,

[Employee Name]

Subject: Relieving Letter

Dear [Employee Name],

We confirm that you have been relieved from your contractual/remote role as [Designation], Employee ID [Number], in the [Department] with [Company Name], effective [DD/MM/YYYY]. You served the required 30-day notice period following your resignation on [DD/MM/YYYY], and all exit formalities, including return of company assets (e.g., software licenses) and full and final settlement, have been completed.

We value your contributions and wish you success in your future endeavours.

Sincerely,

[HR/Manager Name]

[Company Name]

These relieving letter models are practical examples and may be adapted to organisational needs.

Difference Between a Relieving Letter and an Experience Letter

The following table outlines key differences between a relieving letter and an experience letter based on purpose, timing, content, job requirement, and legal implications:

Employees usually need experience and relieving letters to meet new employer needs.

What to Do If You Don't Get a Relief Letter

Below are suggested procedural steps for employees to take in case of delayed or non-issue of a relieving letter.

1. Follow Up with HR in Writing

If the Relieving Letter is not being received within a reasonable time from your last working day, write formally to HR (email or letter) requesting the Relieving Letter. State your resignation date and last working day, and confirm completion of F&F.

2. Mention Your Resignation and F&F Completion

Clearly state the resignation submission and full and final settlement details, such as cleared dues or returned assets, to prompt issuance within statutory deadlines (e.g., 30 days per the Shops and Establishments Act).

3. Legal Recourse if the Employer is Non-Compliant

 If requests are ignored, escalate by:

• Issuing a legal notice via a lawyer.
• Approach the local labour commissioner or labour court.
• Filing complaints with labour officials or employment tribunals.
• Indian labour laws and corresponding jurisdictions require employers to give the Relieving Letter and settle dues within prescribed periods. 

Conclusion

The Relieving Letter is a formal document officially announcing the end of an employee's service with an organisation. It confirms acceptance of resignation, completion of formalities and clearance of dues. It is generally required for background verification by future employers. Employees are responsible for strictly following the exit procedures and seeking their Relieving Letter in advance in order to have an easier transition and protect their professional record.