Relieving Letter Format

Relieving Letter Format banner

Every working professional is on the lookout for new opportunities that can provide them a platform for skill development and equip them with the competencies required for growth. A relief letter is a document that is needed to take a step forward in achieving your goals. Be it changing companies or pursuing foreign education, a resignation letter is required to free oneself from the roles and responsibilities assigned by the company. Through this blog, we will discuss the relief letter format PDF and what details it should include. But before looking at the main features, let’s first understand what this letter actually is.

In This Article

What is a Relieving Letter?

When an employee is leaving the organization and has completed the notice period, they are issued an official document which states that the employee is relieved from all the duties and responsibilities and this is what is known as a relieving letter. Containing all the necessary employment details, an ideal relieving letter format states the joining date, annual CTC, designation, last working details, etc. Often termed as an experience letter, it is one of the most essential documents when the employee wants to proceed to the next organization where this letter is used as a background check.

Relieving Letter Format

relieving letter format

Details Required in a Relieving Letter

Knowing what exactly a resignation letter should contain is quite a difficult task for an employer and is also necessary. One should not only add all the expected information related to the candidate but also include it in an organized and concise manner. So, if you are wondering what a relief letter should look like, here is a step-by-step guide on what the format of a relief letter should look like:

  • Date of Issuance of the Letter
    The first section in the relieving letter format should consist of the date of issuance of the letter so as to avoid any dispute.
  • Employee’s Details
    Following the date, the personal details of the resigning employee which includes their full name, employee ID, designation, department and the name of the organization have to be mentioned. 
  • Reference or Subject
    This part would briefly describe what the letter is all about, in just one line. Otherwise, in the subject line, you could just write ‘Relieving Letter’.
  • Employee’s Resignation Details
    The second step of the relieving letter format is to inform the employee in the very first paragraph after the salutation about the acceptance of resignation. It broadly includes the designation and the date from which the employee will be relieved from their duties. 
  • A Statement of Appreciation
    The second paragraph of the relieving letter format should assure the employee that they would receive the full and final settlement within a stipulated period of time. Following the assurance, a statement of appreciation should be mentioned for the contributions the employee has made to the organisation and wish them luck in their future endeavours.
  • Signature 
    After completing the main body, the end of the relieving letter format should conclude with ‘sincerely’ and sign the letter along with the name of the employer, designation, and the date of issue.

Importance of Relieving Letter

Before going into the details of the relief letter format with PDF, let us first understand its importance. Once you submit the resignation form for higher studies or any other purpose, you have to complete the notice period prescribed by the company. During this period all pending work or additional responsibilities given by the organization will have to be completed. Only when you have completed all your work, you are issued a relief letter. Since it serves as evidence to show that the employee has completed the assigned duties in a specific role and time, a discharge letter is an important document.

A relieving letter is an important document that you need as a professional. It can be used for:

  • Proof to future employers that you have left your previous organization
  • Proof that you have cleared all the dues from your previous employment
  • Proof that you are not holding any company data or internal property

How to Write a Relieving Letter?

Samples of Relieving Letters for Employee

Now that you are familiar with the basics of relieving letter format, here are some samples that can give you an idea of what an ideal letter should actually look like: 

Sample 1

Dated: xx/xx/xxxx

 

David Williams
Employee ID: _______
Senior Marketing Executive[Name of the Company and Address]Subject: Relieving Letter

Dear David,
This is with reference to the resignation letter you submitted on the date ______. We would like to inform you that our management has accepted your resignation and that you shall be relieved from your duties, with effect from ________.

Please visit the clearance department in the A wing of the building to verify your documents so that you receive your full and final settlement within 30 to 45 days. We highly appreciate all the contributions you have made in favour of the organization and we wish you good luck in your future endeavours.

Regards,

Name of the HR Manager
[Signature]

Relieving Letter Example or Sample

Sample 2

To,
Name,
HR Department

Date:__/__/____

Subject: Request for Issuing of a Relieving Letter

Sir/Madam,

I, _________, resigned from [company name] on [Date] and have completed all the formalities and pending work. Furthermore, I have served the 2-month notice period and my last working day was on [date]. 

I would request you to issue a relieving letter at the earliest as I have to submit it to the new organisation which I have joined. I would be highly obliged if you consider the matter and issue the letter at the earliest.

Kind Regards,
[Your Name]

Relieving Letter Sample 2

Relieving Letter for School Teachers

Looking for a relieving letter sample for school teachers? Here is the relieving letter format for school teachers:

Relieving Letter Sample

Date: _______

Name
______ Teacher/Lecturer
Name of the School/College/University
Address

Subject: Relieving Letter

Dear ______,

This is in reference to your resignation from the post of ________ teacher/lecturer at _______ School/College/University. We would like to inform you that we have accepted your resignation from this position and you will be relieved from your responsibility with effect from _______.

Please visit the principal’s/dean’s office in Block B of the school building to verify your documents and receive your full and final settlement within the period of __ days. We appreciate your contributions and mentorship at the school. We wish you a successful future.

Regards,
Principal/Dean
Signature

Relieving Letter For School

Important Points to Consider

As discussed, a resignation letter is a formal communication to an employee whose resignation has been accepted and who has been relieved of all duties. However, if you are writing this letter, there are some points you should consider:

  • It should be issued on the letterhead.
  • “To Whomsoever It May Concern” is the ideal salutation for a Relieving letter. However, if the employee has given a specific name, then you can use it.
  • Apart from mentioning the acceptance of resignation, you should also write the recent designation of the employee.
  • Mention joining and resignation dates.
  • Acknowledge the work done by the employee.
  • The tone should be formal and simple.

How to Request a Relieving Letter After Resignation?

Requesting a resignation letter from your previous organization after your resignation can be a complicated task. The best way to do this is to draft a professional email to the HR manager and diligently ask them to send you a relief letter. Here are some useful tips that can help you draft a good relief letter after resignation:

  • Mention your tenure and reporting manager in your e-mail to the HR manager.
  • Ask about any pending formalities from your side regarding the conclusion of your employment and if there are any, make sure to complete them within time to get your relieving letter.
  • If you don’t get any reply, then connect with HR through a call or visit the office.
  • Always save copies of your pay slips and other documents that you might need to provide alongside your relieving letter to the prospective company you are applying for.

Request for Relieving Letter

Here is the request letter format for relieving letter you can refer to for requesting the HR manager for the relieving letter format with PDF:

Relieving Letter Sample 3

Resignation Acceptance Letter

Date
Name of the Organisation
Address

 

Name of the Employee
Designation
Department

Dear ____ (Employee Name),

This letter/email is to confirm and accept your letter of resignation dated _____ for the ______ (position) at ______ (name of the company/organisation), effective ______ (date).

Please return the company properties at the earliest, before or on the last working day in the organisation we have attached the documents regarding employee benefits, final wages, and benefit coverage, amongst others for exiting employees. Please free to reach out to the Human Resources department via ____ (email) and _____ (contact number) for queries related to the same.

Thank you for working with us at ______. We wish you success in your future endeavours.

Sincerely,
HR Manager’s Name
Signature

Resignation Acceptance Letter Sample

9th January 2021
XYZ Pvt. Ltd.
New Delhi

 

Ritvik Ahuja
Senior Content Associate
Content Marketing

Dear Ritvik,

Your resignation from the position of Senior Content Associate has been acknowledged and accepted as of January 9th, 2021. We are sad to see you go but we know that you’ll be successful in whichever endeavour you take with the utmost professionalism and skills you possess.

Please return the Skills Tech properties at the earliest, before or on the last working day in the organisation we have attached the documents regarding employee benefits, final wages, and benefit coverage, amongst others for exiting employees. Please free to reach out to the Human Resources department via hr@xyz.com and +91 9xxxxxxxxx for queries related to the same.

It has been truly a pleasure working with you and having you become a part of Skills Tech. We wish you success in your future endeavours.

Sincerely,
Ashwathy Sharma
Signature

FAQs

How do you write a relieving letter?

To write a relieving letter, you can simply start by stating that as an employer, you acknowledge and accept the resignation of the employee and further appreciate the employee for their work and contributions to the position. Make sure to mention when they can collect all the remaining documents they need and further wish them success in their future endeavours.

Is relieving letter compulsory?

A relieving letter is not compulsorily needed but mainly shows a strong relationship between the employer and employee and becomes useful for the employee when they will be pursuing their next employment.

Can an employer deny relieving letter?

There are employers who can deny a relieving letter mainly because the employee’s performance would not be up to the mark or they might not be leaving the firm on the best note.

What are the points to remember while writing a letter?

The following are the points to remember while writing a relieving letter:
It should be issued on the letterhead.
“To Whomsoever It May Concern” is the ideal salutation for a Relieving letter. However, if the employee has given a specific name, then you can use it.
Apart from mentioning the acceptance of resignation, you should also write the recent designation of the employee.
Mention joining and resignation dates.
Acknowledge the work done by the employee.

What is the importance of a relieving letter?

A relieving letter is an important document that you need as a professional. It can be used for:
Proof to a future employer that you have left your previous organization
Proof that you have cleared all the dues from your previous employment
Proof that you are not holding any company data or internal property

Read similar interesting blogs by clicking on the links given below.

Career Options After 12thMarketing Management
Career in Foreign LanguageHow to Build a Promising Career in Digital Marketing

Thus, a relieving letter format with a PDF with all the necessary information is important for both the employee and the employer. Be it for pursuing higher education from study abroad destinations or for switching jobs, a resume plays a pivotal role in defining the applicant’s potential. Take the assistance of Ieltstuts experts who will guide you in not only writing an impeccable resume but also an SOP that will help you land a job or a university you had been aiming for! 

0 0 votes
Article Rating
Subscribe
Notify of
guest
0 Comments
Inline Feedbacks
View all comments
0
Would love your thoughts, please comment.x
()
x