A relieving letter format in Word is one of the most asked-for HR documents in the case of employees leaving an organization to join another job. A relieving letter works as formal proof that you have completed your notice period, handed over all responsibilities properly, and are officially free from your previous company’s duties. In this comprehensive guide, we shall discuss what a relieving letter is, why it is important, how to request it, and share fully editable formats in both Word and PDF. You will also find sample letters, HR tips, FAQs, and a download section for ready-made templates created for your convenience.

What is a relieving letter?

A relieving letter is a certificate the employer issues to an employee on their release from the organization after completion of all formalities. It confirms the employee has served the notice period, completed the pending tasks, and fulfilled all responsibilities. This document generally includes the employee’s name, designation, joining date, last working day, and a confirmation statement from HR. A relieving letter further ensures that the transition is smooth and professional. This acts as a very important record during background checks and is a must for joining future companies.

Why Is a Relieving Letter Important?

1. Proof of Formal Closure of Employment

A relieving letter confirms that your previous employer has accepted your resignation and closed everything concerning your employment officially. This letter states that you have discharged all responsibilities and that nothing pending remains with the firm. This helps avoid confusion later if anything crops up regarding your last working day. It ensures that you exited the organization in the right manner as per company rules and policies. In the absence of this, you can never prove that your job ended on a proper and respectful note.

2. Required to Join a New Company

Most of the new employers ask for a relieving letter to make sure that you are not still working with your previous company. That helps them to verify that you have completed your legally required notice period and are free to join their organization. Many HR departments will hold up your process of onboarding until this letter is given. Basically, this document establishes trust between you and your new employer. Because, without this, there would be delays or complications in joining the new job.

3. Helps to Validate Work Experience

A relieving letter mainly comprises important details, including designation, joining date, and last working day. This helps prove that you have actually worked in that company for the duration of time mentioned. Employers match this document with your work experience to verify that it coincides with your resume or job application. It also removes suspicion that one might fake or exaggerate their work experience. This makes the process of hiring easy and credible for both parties.

4. Needed for Background Verification

Most companies today perform strict background verification to ensure that candidates have clean professional records. A relieving letter acts as an official document of confirmation that you left the previous job through the right procedure. Without this letter, the verification process may be significantly slowed down or even fail, which might jeopardize your new job offer. A proper relieving letter ensures that you avoid any unnecessary problems during this crucial step.

5. Protects You from Employment Conflicts

Sometimes, there are misunderstandings between an employer and an employee regarding resignation or pending tasks. The relieving letter protects you with evidence that you cleared all responsibilities before leaving. This makes sure that the previous employer cannot claim incomplete work or sudden absconding. This letter becomes your legal and professional safeguard in case any dispute arises in the future. Having this keeps your professional reputation clean and secure.

6. Supports Professional Image & Credibility

Carrying a relieving letter during job transitions reflects professionalism and responsibility. It tells employers that you respect proper procedures and maintain good relationships with past workplaces. This document adds credibility to your career profile and strengthens your image as a reliable employee. In fact, most recruiters would love to have candidates with complete and genuine documents. A clean employment record always makes a strong impression.

7. Required for Final Settlement & Benefits

The relieving letter, in most companies, is one of the key documents to process your full and final settlement. It also provides for any transfer of PF, claiming benefits, or verification of service history. Without this, the process of financial clearances may stall or get rejected. It acts as a record that all dues, responsibilities, and paperwork have been completed, ensuring you receive all your pending payments and benefits without trouble.

Difference Between a Relieving Letter and an Experience Letter

1. Intent of the Document

A relieving letter is an official confirmation of an employee’s resignation, as well as the completion of all handover processes; it acts as proof that an employee is released from duties and has no pending responsibilities.

The experience letter, however, includes the employee’s job designation, tenure, skills, and work performance. Its prime use is to establish the employee’s work experience for possible future employment.

While the relieving letter focuses on exit formalities, the experience letter focuses on career history.

2. When It Is Issued

A relieving letter is issued after the employee resigns, completes the notice period, and hands over all tasks. It is usually provided on or after the last working day.

Generally, the experience letter is issued after all exit formalities are complete and often comes along with or shortly after the relieving letter. Some companies do issue both at the same time.

Hence, the relieving letter is linked with the completion of resignation, while the experience letter is related to service verification.

3. What It Contains

Relieving letter includes, inter alia, the employee’s last working day, confirmation of no dues, acceptance of resignation, and clearance of responsibilities. Its content is short, formal, and focused on relieving status.

An experience letter includes information such as job designation, tenure, skills, accomplishments, and behavior in general. It gives a positive summary of the contribution by the employee.

While both of these documents are official, the experience letter is more descriptive and career-oriented.

4. Why Employers Need It

New employers ask for a relieving letter to confirm that the candidate has legally exited the previous job and is not still employed. It helps avoid dual employment issues.

An experience letter is demanded as a way to verify your job profile, responsibilities, and experience level. It helps the employers understand your skill set and suitability for the new role.

Together, both documents give a complete picture of your past employment-from joining to officially exiting.

5. Legal and HR Importance

A relieving letter saves employees from disputes like claims of absconding or incomplete handover. It acts as proof that the employee followed the right resignation procedure. An experience letter is important for career growth, promotions, visa applications, and background verification related to job experience. Without it, it becomes difficult to prove your actual work history. While the relieving letter secures your exit, the experience letter supports your long-term career records.

6. Impact on Future Employment

Without a relieving letter, background verification can fail, and joining in a new company may get delayed. HR treats it as mandatory proof of proper exit. Employers may doubt your actual work experience, job role, and achievements if it does not come with an experience letter. It may ruin chances of getting better positions or salary hikes. Both documents play different roles, but each is important for successful hiring and smooth career progression.

if you want to create the experience certificate in Word to check our previous blog – experience certificate in Word

How to Request a Relieving Letter From HR

1. Send a Formal Email Request

Begin with a formal and polite email to your HR department, asking for your relieving letter. Make sure you clearly mention your name, employee ID, department, last working day, and the date of acceptance of resignation. This helps your HR track your records faster. Your tone should always be professional and respectful. A formal email becomes a documented reference in case you need to follow up later.

2. Mention That You Have Completed the Notice Period

HR will only provide the relieving letter after confirming that you have served your notice period. You should state clearly in your request that you completed the notice period as per company policy. Attach or refer any acknowledgment you received during resignation in the form of acceptance emails. This assures HR that the exit criteria are fulfilled. Mentioning your completion helps avoid unnecessary back-and-forth communication.

3. Verify Completion of All Handover Tasks

Before issuing any relieving letter, HR checks that your responsibilities have been handed over. Mention in your email that all your tasks, files, and access details have been successfully transferred to the concerned person. Attach a handover document or your manager’s approval, if any. This makes your request stronger and more professional. If everything is clearly completed, then it’s likely that HR will process it sooner.

4. Request Clearance of No-Dues (If Applicable)

Some companies only issue a relieving letter when a No Dues Clearance from all departments is given, like IT, finance, admin, etc. Request HR politely to check if there is any no-dues process pending. If yes, do it right away and update them. This shows responsibility and speeds up your document process. Ensuring no dues helps HR finalize your exit formally.

5. Follow up politely after a few days

HR people receive numerous requests, and therefore, the delay is quite normal. In case you don’t get a response within 3-5 working days, send a gentle follow-up message. Make sure to keep the tone polite, mentioning that this document is required for joining your next company. Avoid sounding frustrated or demanding. Consistent but respectful follow-ups help you to get your relieving letter faster.

6. Seek Support from Reporting Manager

If it is taking too long in HR, you can approach your immediate manager for help. The manager can request HR on your behalf or confirm your handover and exit status. Their approval holds weight, and this will speed up your relieving letter process. Explain to them that you urgently need the document to join the new organization. Many times, a manager’s simple confirmation helps clear the delay.

7. Visit the HR Department if Needed (For Offline Companies)

This can be achieved quickly by physically visiting the HR department in smaller companies or offline workplaces. You can request the status politely, asking whether any formality is pending on their part. In most cases, face-to-face communication hurries up the paper work. Bring your resignation letter, ID card, and related documents, if any. This helps the HR check on the spot and issues the relieving letter as soon as possible.

8. Ensure all communication is professional and documented.

Make sure every communication, be it through email, messages, or conversations, is professional. Never argue or use a harsh tone, as the HR department keeps all records of such communications. Secondly, also keep a copy of your resignation email, acceptance email, and follow-up conversations. These documents will save you if there is some conflict in the future. Proper documentation always helps in professional careers.

Step-by-Step Guide to Writing a Relieving Letter

1. Start with company letterhead and date

Place the company letterhead (logo, address) at the top of the letter, as this makes the letter official and easy to verify. Add the city and exact date when the letter is issued. Use a readable font and professional margins. For an email, locate an identical company header in the body of the letter or attach it as a PDF. Exact dating leaves no ambiguity about the official date of release of the employee.

2. Clearly address the employee

Write down the full name of the employee, designation, department, and employee ID, if any, just below the date. This will ensure there is no confusion as to whom the letter pertains. If necessary, include the last working day and contact details for record-keeping purposes. Address properly in order for HR, payroll, and prospective employers to verify it. Keep it concise and accurate.

3. Use a concise subject line-or opening line

If it is an email or memo, specify a subject like “Relieving Letter — [Employee Name]” to make it clear. If it is a printed letter, the first line can say, “This is to certify that Mr./Ms. X has been relieved from duties.” A clear subject aids in sorting and future retrieval. It signals at once the legal/HR importance of the document. Avoid vague subjects.

4. State acceptance of resignation and last working day

Clearly state that the resignation was received and was accepted, if applicable, and confirm the last working day. If the employee is terminated, then mention the reason in neutral terms, like “employment terminated due to…”, only when needed. Also, note whether the notice period is served or waived. This forms the core of the relieving letter: it legally confirms the date of exit.

5. Confirm handover and no pending duties

Specify that the employee has handed over the responsibilities and that the reporting manager has cleared the handover. Mention if all company property-i.e., ID card, laptop, etc.-has been returned or is to be returned. Also, note any pending dues or clearances and clarify the next steps on those. This section reassures future employers that there are no loose ends.

6. If applicable, state financial/settlement status

Briefly state whether the employee’s full and final settlement is completed or is being processed. If the final settlement is pending due to formalities, state expected timelines or conditions. Avoid detailed financial figures in the relieving letter – those go in the settlement documents. This line simply confirms the status and avoids confusion later.

7. Add a positive closing statement-if desired, but recommended

Include a neutral-to-positive note such as “We wish them success in future endeavors” or “We thank them for their services.” This adds goodwill and helps the employee’s professional image. Keep the tone professional, avoiding subjective performance comments. A courteous closing also looks good to future employers.

8. Close with authority and contact information

Have the letter signed by the authorized HR person or reporting manager with his/her name, designation, and contact details. Add the company stamp, if required, for extra authenticity. If sending via email, attach a scanned signature or provide HR contact lines for verification. A clear sign-off makes the document official and verifiable.

HR-Approved Relieving Letter Format in Word

This format is designed for professional use across all industries.
You can download the full Word file and PDF using the links in the next section.

Relieving Letter Format (Preview):

Download Section For Relieving Letter Format in Word & PDF

Use the ready-to-download Word file to quickly create a professional relieving letter.

Formats	Files
Relieving Letter Format in Word	Download Word File
Relieving Letter Format in PDF	Download Excel File

Sample Relieving Letter for Office Job

This template can be used for IT companies, startups, agencies, or corporate offices.

Sample Relieving Letter for Internship

Interns also need relieving letters for further education or job applications.

Sample Relieving Letter for Part-Time Job

Suitable for retail staff, café workers, tutors, and service employees.

Sample Relieving Letter for Teachers / School Staff

Suitable for schools, Teachers and the education department

Common Mistakes to Avoid in Relieving Letters

1. Not Including Proper Dates

Most of the relieving letters miss key dates, like the date of resignation, the last working day, or the joining date. These dates come into great importance during employment verification, background checks, and even further job applications. In case any of these dates is not present or incorrect, there can be confusion on both sides. Make it a point to verify all dates before issuing the letter.

2. Incomplete Employee Information

A mistake that usually happens with the HR department while issuing the letter is not mentioning the full name, designation, department, and employee ID. If it lacks all such information, the letter seems incomplete, and doubts may arise during its verification. Verify that every piece of information, personal or job-related, is correct and clearly stated.

3. Writing in an Informal or Emotional Tone

A relieving letter is a formal HR document; hence, the tone should be professional. Casual, rude, or highly emotional language is not at all appreciated and lowers the credibility of the letter. Even in cases where the employee is leaving under difficult circumstances, the letter must remain polite, respectful, and neutral.

4. Not Clearly Mentioning Resignation Acceptance

Other letters simply state that the employee is relieved, but they do not actually confirm that their resignation has been accepted. It is indispensable to include this acceptance line because it really confirms the resignation and ensures that there will be no misunderstanding later on. It protects both the company and the employee from disputes.

5. Not mentioning the completion of clearance or handover.

A relieving letter should always confirm the completion of handover, return of company assets, and clearance of pending tasks. If this detail is missing, issues will arise if some equipment or documents are found missing later on. Mentioning clearance will make the letter stronger and reliable.

6. Feeling Unappreciated or Unrecognized

Some companies issue relieving letters without any appreciation, making the document look cold or incomplete. A simple line of thanking the employee for their services would help maintain a better relationship, even if the experience was not perfect. Goodwill matters in employer branding also.

7. Missing Signature or Company Seal

A relieving letter without an authorized signature or company stamp may be rejected during background checks. It also looks unofficial and incomplete. The letter should be signed by HR or an authorized manager; if the seal forms part of your company policy, it should be affixed.

8. Using Outdated Letter Formats

Most companies often use an old format that is not updated according to current HR policy or even by industry standard, thus resulting in inconsistencies and old information. Always check the format for updating first before issuing the letter to avoid errors.

9. Grammar, Typos, and Formatting Issues

Spelling mistakes, poor sentence structures, and irregular formatting create an unprofessional-looking relieving letter. Such errors are bound to confuse any reader and immediately lower credibility. Always proofread and keep the layout clear.

10. Not Including Contact Information

Many letters do not include a verification contact number or official email ID. When a future employer wants to verify the letter, this creates a problem. A simple contact line added to the letter makes it more valid and useful for background verification purposes.