When an employee leaves a company, he/she needs an official document confirming the company’s agreement to their resignation. This official document is known as a Relieving Letter. It allows HR professionals to record important dates and protect the company with backup documentation of events whenever required. However, learning more about this letter and how to create an effective one can help you manage employee resignations in a professional way.
In this article, we will discuss this important document that serves a crucial role for both employers as well as employees. So, hold tight, and let’s roll with the definition of a relieving letter.
What is a Relieving Letter?
It is a formal document that an employer gives to their employees when they leave the company. It’s a statement confirming the company’s acceptance of their employees’ resignation. It indicates that the employer has released the employee from his responsibilities after completing all the necessary formalities. Furthermore, a letter of release is necessary when an employee moves to another company. It serves as proof that the employee has left the organization in a professional way. This document also claims that the organization has no outstanding employee payments.
Moreover, relieving letters are usually given by the company’s HR department, but a manager or supervisor might also provide one instead. Different from an experience letter, it includes the total duration the employee worked for the company. (We’ve described the main difference between a relieving and an experience letter further in the blog) Mostly, the employees receive this letter on the last working day in the organization.
How to Write a Relieving Letter?
It is a formal document, and the writing tone of its content should be clear, professional, and straightforward. The Relieving Letter Format includes the following components:
Issue Date
The date of issue is the first component that should be written on the top left of the page. Date, sometimes, can be a critical factor in case of any argument or dispute.
Employee Details
Employee details include the name of the employee, designation, and the department. These details come right after the date of issue from the next line. (See the sample template below.)
Company Name
The name of the organization is our next format entry for this letter. In some cases, the address can also be included below the name of the company.
Subject Line
This section entails the statement of the purpose of the letter, like a “Relieving Letter.”
Greeting or Salutation
This part of the letter includes the first name of the recipient (the employee) preceded by a formal salutation. For Instance: ‘Dear Alex’ or ‘Dear Anna’.
Letter Body
The body is the main section of the letter. It contains the particulars about the employee’s resignation and the company’s acceptance of the resignation. Additionally, it includes the dates when the employee tendered the resignation and the last day of employment.
Expression of Gratitude
This section assures full and final settlement of the employee after a specific period of time. It is followed by thank you and best wishes for the employee.
Signature
In the bottom left, the letter ends with the authorized signature of the issuer of the letter.
Now, we will show you a Relieving Letter Sample and template that you can copy and then personalize with your specific details and then utilize according to your needs.
The Relieving Letter Sample and Template
Here is the Format of this letter below:
- Issue Date
- Employee Name
- Job title
- Employee ID
- Company Name
- Address
- Subject Line
- Greeting or Salutation
- Letter Body
- Expression of Gratitude
- Authorized Signature
Now, this is a Relieving Letter Sample or Template:
25 October 2023
To: Alex Hoffman
Cyber Forensics Associate Investigator
ABC-111
Rapidsoft Technologies Pvt. Ltd.
Gurugram, Haryana, India
Subject: Relieving Letter
Dear Alex,
We hereby acknowledge receipt of your resignation letter dated 25 October 2023, in which you requested to be relieved from your position as Cyber Forensics Associate Investigator at Rapidsoft Technologies Pvt. Ltd. We are pleased to provide you with your relieving letter.
This is to inform you that your Employee ID: ABC-111 will be relieved after careful consideration and necessary formalities.
You have successfully completed your tenure at Rapidsoft Technologies Pvt. Ltd as Cyber Forensics Associate Investigator from 03 March 2023 to 25 October 2023. We appreciate your dedicated service and commitment during your time with us.
Thank You
Sincerely,
David Mitnik
HR Administrator
Email: hradmin@rapidsofttech.com
What to Do If the Company Is Not Giving a Relieving Letter?
If your employer didn’t give your relieving document even if you have requested one and completed the notice period according to the company’s policies, then you can do the following:
Send a request for a Relieving Letter
You can create an email to your HR department specifying your Name, Employee Code, and the relevant information about your concern. Furthermore, you can also enquire about any pending formalities at your end.
Additionally, include the employment consequences of not submitting that letter timely to the next employer. Emphasize the message in a way that it has to be resolved as quickly as possible.
In case of any delay, do follow-ups.
Contact or visit your HR manager if you are not getting a fast response to your relieving letter request. You can also inquire about the status of your resignation letter to them. Moreover, you can keep a record of your paychecks or payslips, as well as any other evidence, to show to your new employer (if required).
Take action
If your employer still does not provide that letter, the last thing you can do is take action. Initially, try to persuade your employer to believe that you’re going to the labor board. If it doesn’t work, don’t be afraid to file a legal notice or a complaint with the labor board about the matter. However, it is significant to understand that this scenario is not your fault and it can negatively impact your upcoming employment.
However, before contacting the authorities, you must evaluate the employment contract. Some businesses claim that they do not provide experience or relieving letters.
Additionally, you can also contact your lawyer and send your company a legal notice for the concern. This way, you can claim your employment rights promptly.
What is the difference between a Relieving Letter and an Experience Letter?
The main differences between a relieving letter and an experience letter are as follows:
- The purpose of the relieving document is to acknowledge the acceptance of the employee’s resignation. On the other hand, an experience letter is a certification document about the employee’s working experience with the organization.
- A relieving document consists of the last day of employment and certifies that the employee has fulfilled his obligations to the company. Whereas, the experience letter states a brief description of the duties and responsibilities of the employee.
Last Lines
The Relieving Letter typically ensures the future employer that the particular employee is free from his/her jobs and responsibilities. It means that the employee is now can join another organization. Moreover, the purpose of this letter is to confirm the company’s acceptance of the employees’ resignation. It indicates that the employee has been relieved from their job role after completing all necessary formalities. This letter is an essential part of the employees’ resignation process.
Conclusively, we have detailed various aspects of a relieving document in this blog. After reading this blog, you can have a clear understanding of this important document from the point of view of both the employee and the employer. We included the format as well as a template of a relieving letter so you won’t have any difficulties creating one for your needs. Additionally, we also included a few steps employees can follow when the company is not providing this document promptly. Overall, you can ensure a smooth resignation process without any trouble in your career as well as in the company.
Frequently Asked Questions
Q. Why do I need a Relieving Letter?
Ans. You need a relieving document because it ensures that your last employer has accepted your resignation and you have completed all the formalities according to the company’s policies.
Q. Are terminated Employees also eligible for this letter?
Ans. Yes, a terminated employee is also eligible for a relieving document, but the reason for termination should be clearly mentioned in it.
Q. Is providing a relieving letter compulsory?
Ans. No, it is not compulsory to provide a relieving letter to everyone. However, companies can deny providing a relieving document to any employee in case of any misconduct or certain issues.