Table of Contents
1. Purpose of Relieving letter
2. Details required in a relieving letter
3. Relieving letter format
4. Importance for Employees
5. Importance for Employers
6. Sample email requesting Relieving Letter
A relieving letter is an official document issued by an employer to an employee who is leaving their job. It confirms the employee's resignation and specifies the last working day. It may also include details such as the employee's job title, duration of employment, and any outstanding dues or obligations. Relieving letters are typically required by the employee's new employer as proof of their previous employment status.
The purpose of a relieving letter is to officially acknowledge an employee's resignation and confirm their departure from a job. It serves as evidence that the employee has completed all necessary tasks and obligations before leaving. This letter is crucial for the employee to showcase their work experience to potential future employers. Additionally, it helps the employer maintain clear records and ensures a smooth transition in the workforce. Overall, the relieving letter facilitates both the employee's career progression and the employer's administrative processes.
A relieving letter typically includes the following details:
* Employee Information
*Full name of the employee
*Employee ID or reference number (if applicable)
*Designation or job title
*Company Information
* Name of the company
* Company address
*Confirmation of Resignation
*Date of resignation
*Last working day
*Appreciation
*Acknowledgment of the employee's contributions
*Any notable achievements during their tenure
* Completion of Formalities
*Confirmation of clearance of all dues and pending tasks
*Return of company property (if applicable)
*Any outstanding obligations or commitments
*Best Wishes
*Wishes for the employee's future endeavors
*Expression of goodwill and appreciation
*Contact Information
*Name and contact details of HR or relevant personnel for further assistance
*Signature and Seal
*Signature of an authorized representative of the company
*Company seal or stamp (if required)
A relieving letter typically includes the following content:
1. Header Information:
Begin the relieving letter with the company's official letterhead, including the company logo, name, address, and contact details.
Clearly state that the document is a "Relieving Letter" to avoid any confusion about its purpose.
2. Date:
Include the date when the relieving letter is issued. This helps in establishing the timeline of the employee's departure.
3. Salutation:
Address the employee formally with a salutation, using their full name and designation. For example, "Dear [Employee's Full Name]."
4. Opening Paragraph:
Begin the letter by acknowledging the receipt of the employee's resignation letter. Express appreciation for their contributions during their tenure with the company.
5. Details of Employment:
Provide details such as the employee's joining date, last working day, and the duration of their employment. This section sets the context for the termination of the employment relationship.
6. Job Responsibilities:
Briefly outline the employee's job responsibilities and achievements during their tenure. This can be a concise summary to highlight their contributions.
7. Handover Process:
Mention the employee's involvement in the handover process, emphasizing any pending tasks or responsibilities that have been successfully transferred to other team members.
8. Work Conduct and Behavior:
Include a brief statement regarding the employee's conduct and behavior during their time with the company. This section is typically positive, highlighting professionalism and adherence to company policies.
9. Acknowledgment of Dues:
Confirm that all dues, such as pending salary, benefits, or reimbursements, have been settled. This instills confidence in the departing employee that their financial matters with the company are in order.
10. Good Wishes:
Extend best wishes to the employee for their future endeavors. This adds a positive and professional touch to the letter.
11. Closure:
Conclude the letter with a closing statement, such as "Yours sincerely" or "Best regards," followed by the name and designation of the person issuing the letter.
12. Signature:
The letter should be signed by the authorized signatory, usually a member of the HR department or a senior manager.
Job Transition: A relieving letter is crucial for individuals transitioning to new employment. It serves as proof of the end of the previous employment and facilitates a smooth transition to a new job.
Background Verification: Prospective employers often request relieving letters during the background verification process to confirm the authenticity of an individual's work history.
Legal Documentation: Issuing a relieving letter ensures that the employer has fulfilled its legal obligation to formally terminate the employment contract.
Employee Records: It helps maintain accurate employee records, detailing the tenure and job responsibilities of each employee.
Subject: Request for Relieving Letter
Dear [HR Manager's Name],
I hope this email finds you well.
I am writing to formally request a relieving letter from [Company Name]. As per our previous discussions, my last working day with the company was [Last Working Day], and I have fulfilled all the necessary formalities before my departure.
A relieving letter is crucial for me to proceed with my future career plans and to provide documentation to my new employer. I would greatly appreciate it if you could expedite the process of issuing the relieving letter at your earliest convenience.
If there are any additional formalities or documentation required from my end to facilitate this process, please do not hesitate to let me know, and I will ensure prompt compliance.
Thank you very much for your assistance in this matter. I look forward to receiving the relieving letter soon.
Best regards,
[Your Name]
[Your Position/Department]
[Contact Information]
Subject: Relieving Letter for [Employee's Name]
Dear [Employee's Name],
We hope this email finds you well.
This letter is to confirm that your resignation from [Company Name] has been accepted, and your last working day was on [Last Working Day].
We would like to express our appreciation for your contributions and dedication during your tenure with us. Your efforts have been invaluable to the company, and we wish you all the best in your future endeavors.
Please find attached your relieving letter, which confirms your departure from the company. Should you require any further assistance or clarification, please do not hesitate to contact us.
Once again, we extend our best wishes for your future success.
Warm regards,
[HR Manager's Name]
[HR Manager's Position]
[Company Name]
[HR Department Contact Information]
- To download the relieving letter format click here
1.What is a relieving letter?
A relieving letter is an official document issued by an employer to an employee who is leaving their job. It confirms the employee's resignation and specifies the last working day.
2. Why is a relieving letter important?
A relieving letter serves as proof of the employee's resignation and completion of their employment obligations. It may be required by the employee's new employer as part of the onboarding process.
3. What information is included in a relieving letter?
A relieving letter typically includes details such as the employee's name, designation, date of resignation, last working day, and acknowledgment of any outstanding dues or obligations.
4. When should I request a relieving letter?
It is advisable to request a relieving letter from your employer after formally resigning from your position and completing all necessary exit formalities, such as returning company property and settling any outstanding dues.
5. Who issues the relieving letter?
The relieving letter is usually issued by the HR department or another authorized representative of the employer.
6. How long does it take to receive a relieving letter?
The time taken to receive a relieving letter may vary depending on the company's internal processes. It is recommended to request the letter well in advance of joining a new employer to avoid any delays.
7. Can I request a relieving letter if I was terminated from my job?
Yes, in case of termination, you can still request a relieving letter from your employer. However, the contents of the letter may differ from those issued to employees who resign voluntarily.
8. Is a relieving letter mandatory?
While not legally required in all jurisdictions, a relieving letter is often considered a standard practice and is beneficial for both the employee and the employer to formalize the end of the employment relationship.
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