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The relieving letter format was straightforward and saved me a lot of time. It was professional and met all the requirements for my resignation process. I highly recommend it to any HR team!
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What is a Relieving Letter?
A relieving letter is issued by the HR department, it states that the employee has completed their duties with the organisation. Unlike an experience letter, which includes details like tenure and designation, the relieving letter focuses on confirming the end of employment. It is usually provided on the employee's last working day.
Definition of a Relieving Letter
A relieving letter is an official document issued by an employer to confirm the end of an employee's employment, serving as proof that they have been formally relieved of their duties. It serves as proof that the employee has been formally relieved of their duties and responsibilities and that their employment with the organisation has ended.
Why is a Relieving Letter Important?
A relieving letter is a significant tool to show formally the acceptance of an employee's resignation letter and relieve the person of their responsibility toward the company. This is a written evidence that proves that the resignation has been accepted and is useful if either party refers to it later. Here are few important reasons why relieving letter is important:
Verification of Employment Termination: Provides written proof that the employee has resigned and is no longer employed by the company
Clearance of Dues: Confirms that all outstanding payments or dues have been settled
No Pending Responsibilities: States that the employee has completed all tasks and has no further obligations
Positive Impression on New Employers: Demonstrates that the employee left on good terms, making them more appealing to potential employers
Legal Protection: Serves as legal documentation in case of future disputes regarding employment dates or termination details.
Common Scenarios for Issuing a Relieving Letter
A relieving letter is typically issued in various scenarios including resignation, retirement, termination, or completion of a contract, serving as formal confirmation of the end of employment. Here are five main scenarios for issuing a relieving letter:
Resignation: One of the most common reasons for issuing a relieving letter is when an employee submits a formal resignation. The letter formally acknowledges the resignation and confirms the final working day of the employee, thus providing a smooth transition for both parties
Termination: When an employee has been dismissed on account of poor performance, misbehaviour, or due to downsizing by the organisation, a relieving letter is issued as a confirmation letter of the end of service. It will specify the fact that the employee no longer serves with the company to avoid further claims
Contract Termination: A relieving letter is issued when an employee's fixed-term contract expires. It is done to formally end the employment relationship, thus helping in recognising that the contract period has been completed and there is nothing left behind
Mutual Accordance: In some cases, employees and employers decide mutually to part ways amicably. In that event for issuing a relieving letter, it is only appropriate to document the mutual accord and clear the employee from any further responsibilities
Relief from probation: If the employee leaves or is not retained at the end of probationary service, a relieving letter may be issued to record brief employment tenure and confirm the closure of his employment, as evidence of short-term engagement
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How to Draft a Relieving Letter
Drafting a relieving letter involves a clear and formal process to ensure that all essential information is included. To start, the letter should mention the employee's resignation date and the last working day with the company. Include the employee’s job title, department, and the period of their employment. It's important to express gratitude for their contributions and mention that all exit formalities and dues have been settled. Another easy way is to download the ready to use Relieving letter format here and start editing.
Key Components of a Relieving Letter Format
A relieving letter is an official document issued by an employer to confirm an employee's departure after resignation or completion of their tenure. It includes key details as follows:
Date: The date when the relieving letter is issued
Employee Information: Details about the employee, including name, job title, and department
Signature: The signature of the HR representative or authorized person issuing the letter
Salutation: A formal greeting addressed to the employee (e.g., 'Dear [Employee Name]'
Resignation Details: Information about the resignation, including the resignation date and last working day of the employee
Subject: The title of the letter, typically ‘Relieving Letter,’ indicating its purpose
A Relieving Letter Example: A sample format or template for reference
Contact Information: Company contact details, including address, phone number, and email
Formalities and Appreciation: Confirmation that exit formalities are completed and expressing gratitude for the employee’s service
Before Your Last Working Day: Actions to be taken by the employee and employer before the last working day
Body of the Letter: The main content of the letter, outlining resignation, appreciation, and clearance
Company Name: The name of the company issuing the letter
Dates of Employment: The start and end dates of the employee’s tenure with the company
Expression of Gratitude: Acknowledging the employee's contributions and thanking them for their service
Name of the Employee: Full name of the employee being issued the relieving letter
Conclusion: The closing statement, wishing the employee well in future endeavors
Company Details: The company’s name, address, and contact information included in the letter
Credibility and Professionalism: Maintaining a formal tone and ensuring the letter is accurate and official
Employee Conduct: A note on the employee’s behavior and adherence to company policies during employment
Employee's Contributions: Recognition of the employee’s key contributions during their tenure
Future Job Prospects: Wishing the employee success in their future professional endeavors
In Case of Layoff or Termination: Addressing the circumstances of termination or layoff, if applicable, in the letter
Relieving Letter Email Format: The format for sending a relieving letter via email, maintaining the same formal tone.
Relieving Letter Template (Free Download)
1. Company Information
2. Date of Issuance
3. Subject
4. Salutation
5. Introduction and Resignation Details
6. Acknowledgment and Appreciation
7. Closing and Signature
Employee Relieving Letter Format
An Employee Relieving Letters structure and style should be professional, clear, and concise, including key details like the resignation date, last working day, and appreciation for the employee's contributions. Here is an outline of the same:
Date: Put the date at the top of the page. This is going to be a very important reference in case of any future tussle
Employee Information: Just below the date, include the following information: the name of the employee, his designation, and the department. The company name may also be included
Subject: This section mentions the purpose of the letter, such as 'Relieving Letter.'
Salutation: Salute the recipient with a formal salutation, for example, 'Dear John.'
Body of the letter: Include in this paragraph the intention of the employee to quit the job including the acknowledgment of his resignation, and specifying the last day of reporting at work
Formalities and appreciation: Accept that all full and final settlements will be done within a specified timeline. Write afterward, in appreciation of his services, wishing the best for him
Signature: The letter has to close with the signature of the official, at the bottom left side of the page.
Outline for Relieving Letter (Formal Template)
1. Company Letterhead
2. Date
3. Salutation
4. Subject
5. Introduction and Employment Details
Statement of confirmation:
6. Clearance and Formalities
Statement on formalities
7. Acknowledgement and Appreciation
Acknowledgement of contributions:
8. Well Wishes
Future success:
9. Closing Remarks
Best regards,
Can You Customise a Relieving Letter Template?
Yes, you can easily customise a relieving letter template to suit your company's specific needs. Whether it's adjusting the tone, adding personalised details such as the employee's achievements, or including company-specific policies, the template can be tailored to reflect your organisation's standards while maintaining professionalism.
Why Customise Your Relieving Letter Format?
Accurate information: A customised letter ensures that the most important details such as your name, job title, department, start and end dates, and last working day are accurately listed; therefore, no confusion arises.
Positive Impression: Mentioning relevant achievements or positive contributions during tenure can leave a good impression on both your former and your future employers.
Legal Compliance: The relief letter may vary according to different companies, so tailoring it ensures that it is acceptable to the company's policy and avoids any legal problems.
Particular Cases: According to the reason for leaving, be it resignation or termination, the wording of your relieving letter is adjusted to represent the situation correctly.
Professionalism: A well-arranged and customized relieving letter reflects attention to detail and professionalism, thereby making your image more attractive.
Common Mistakes to Avoid in a Relieving Letter
A relieving letter is a crucial document for both employers and employees, marking the end of employment. To ensure its effectiveness, it's important to avoid common mistakes in its drafting and issuance. Here are 4 common mistakes to avoid in a Relieving Letter:
Incorrect Dates or Employment Periods:
Any incorrect dates or mistakes in the employment period can create confusion and make the letter legally questionable. Double-check the dates to ensure accurate documentation of the employee’s tenure and resignation date.
Ambiguous Language or Vague Statements:
Clearly state the employee’s last working day, the acceptance of their resignation, and any pending dues or obligations. Unclear wording in the resignation letter can lead to misunderstandings and undermine the letter’s effectiveness.
Not Including Important Details (e.g., final salary, clearance):
Ensure that all relevant details are included in the relieving letter, such as the employee’s full name, designation, dates of employment, and any specific terms related to the resignation. Omitting details, like the final salary, clearance status, or pending obligations, can lead to confusion and potential issues regarding the validity of the relieving letter.
Failing to Issue the Relieving Letter on Time:
It is essential to issue the relieving letter on time, ideally on the employee’s last working day or shortly after. Timely resignation letter issuance reflects professionalism and ensures a smooth exit for the employee while preventing any issues with delayed documentation.
Legal Considerations: When to Seek Expert Legal Assistance
In India, while the Industrial Employment (Standing Orders) Act, 1946 mandates the issuance of relieving letters for employees who resign, there is no specific legal requirement for employers to provide them. However, withholding a relieving letter is often considered an unfair labor practice by the courts. As per law:
Notice for Termination: A written notice must be given by either the employer or the employee when terminating employment—one month's notice for monthly-rated employees and two weeks' notice for other workers. Alternatively, pay in lieu of notice can be provided
Temporary Workmen and Probationers: Temporary workmen, probationers, or badlis are not entitled to notice or pay in lieu of notice if their services are terminated, except that temporary workers cannot be terminated as punishment without a chance to explain alleged misconduct
Settlement of Dues: When an employee's employment is terminated, all wages earned and other dues must be paid before the end of the second working day after termination.
Legal Issues in Relieving Letters
Relieving letters are crucial legal documents, but several issues can arise:
Non-Issuance: Some employers may withhold relieving letters, which could signal poor HR practices
Relevance for Short-Term Employment: Relieving letters may not apply to short-term or part-time roles; employees can request a work completion certificate instead
Denial by Employers: Employers may refuse to issue the letter if certain conditions, like notice pay, are unmet
Negative Remarks: Employees cannot demand a relieving letter with negative comments about their performance.
Given their importance in verifying employment history, employees should request a relieving letter well before their last working day. If not provided, it can be requested after the notice period or even after starting a new job.
Note: If your employer is ignoring your demands for a relieving letter, you can issue a legal notice through an attorney. The notice must formally request the letter and warn of potential legal action if it is not provided. You are entitled to receive the relieving letter if your employer does not want to provide you with it. You may start with a demand letter. This is one of the most cost-effective steps at first, and you may escalate to the Labor Commissioner if it does not yield results, or you can file a civil case in court. For more legal clarity talk to our lawyers . Our team can give you clear input of the same and help you tackle the issues.
Do You Need a Legal Expert for Drafting Your Relieving Letter?
Not mandatory but seeking the help of a legal expert may be necessary if your employer is withholding your relieving letter. A legal professional can assist in understanding your rights and the obligations of your employer under labor laws.
They can provide advice on how to approach the situation, including drafting formal requests or even taking legal action if necessary. This helps resolve the issue by possibly negotiating with the employer to settle the matter, but if the case is extreme, then through legal action. Consulting a lawyer will ensure that your rights are protected and the problem is addressed according to the law.
How Legal Experts Can Help Draft a Relieving Letter
Legal experts can assist in drafting a relieving letter by ensuring it complies with labor laws and company policies. They can help include the correct legal language, address any potential issues, and ensure that the document protects both the employer's and employee's rights, preventing future disputes.
Contact our legal experts if you need a customised Relieving letter. Our team provides prompt and accurate advice to address your specific invoicing challenges while ensuring that it is legally compliant.
What you will get at Vakilsearch:
A 30-minute consultation regarding understanding your unique needs
An expertly drafted customised Relieving letter template according to your business needs
Comprehensive customisation with 2 free revisions for accuracy
Legal standards are followed to ensure that the offer letter is clear and enforceable.
Frequently Asked Questions (FAQs)
A relieving letter format is a structured document used to draft the relieving letter by an employer. It includes details like the employee's tenure, designation, and confirmation of the resignation's acceptance. This format ensures a professional acknowledgment of the resignation and facilitates a smooth exit process.
Yes, a relieving letter template can be adapted for various jobs, as it typically follows a general format. However, specific industries or senior-level positions may require additional details. Customising templates based on job roles ensures the letter remains professional and relevant to the employment context.
The key components of a relieving letter include the employee’s full name, designation, tenure, date of resignation acceptance, and a statement confirming the employee's clearance of duties. It may also express appreciation and offer best wishes.
Customising a relieving letter involves adding specific details like the employee's role, final working day, and achievements, if relevant. You can personalise it by adjusting the tone to reflect the company culture or relationship with the employee. This ensures the letter aligns with professional standards.
A relieving letter should be issued after the employee has completed their notice period and all exit formalities, including clearance of dues. Ideally, it is provided on the employee's last working day to formally acknowledge their departure and to serve as proof of their resignation.
Yes, you can seek legal help to draft a relieving letter, especially if there are complexities related to employment terms or disputes. Professional legal advice ensures that the letter is compliant with labor laws, minimises risks, and maintains the company's interests while being fair to the employee.
Companies generally follow a standard format for a relieving letter, though some specifics may vary depending on policies. A formal structure typically includes company letterhead, employee details, resignation confirmation, and closing statements. Following a consistent format helps maintain professionalism and clarity across the organisation.
