Are you handling the formality of letting go of an employee for the first time? Are you worried that your employer will let you go too if you ask them how to do your job? Don’t worry, you have hit the right link for the situation. Here you will find how to write a relieving letter for an employee… rather than an ex-employee.
What is a Relieving Letter?
It is weird when you don’t even know what you are supposed to do in this situation. But don’t worry, a relieving letter is only a small part of a formality. It is something any efficient employee figures out as they engage with the exit process. You don’t need weeks of training to figure out what it is.
A relieving letter is a document that confirms the approval of a resignation. An employee writes a resignation letter. After the completion of the notice period and all formalities involved in the exit, the process is resolved and agreed upon, and the employer’s representative approves the resignation through a relieving letter.
Importance of a Relieving Letter
A relieving letter is a confirmation of a person’s official release from all responsibilities as an employee. It is only granted after the employee has fulfilled the terms of the resignation. Hence, this letter marks the completion of the notice period and confirms that there are no pending tasks. The employee also makes sure that her or his replacement receives a session of knowledge transfer regarding the core responsibilities that she or he was handling until the resignation.
It implies that the now ex-employee does not owe the company any hours, wages, or labour. It also serves as a background check for the immediate next employer. People produce their relieving letters as official proof of their service at the previous job/s. In specific cases it, can also serve as a recommendation letter. It also certifies that the employee is not holding on to any company property, virtual or physical.
This is why a relieving letter should not be written in a hurry. It should be written with care because it affects the future prospects of a person who has dedicated months or years to your company.
Request for a Relieving Letter
The resignation letter itself is a request for the relieving letter. But if the HR is slacking even after the completion of the notice period, the employer can send a second request for relieving letter.
The request will address the employer/HR Manager with the subject line “Request for relieving letter and experience certificate”. It needs to state the employee details, date of resignation, date of completion of notice period, and a request for immediate release.
Details to put in a Relieving Letter
Now that the importance of a relieving letter is established, you need to know how it serves as such an important document. Here are the details a relieving letter carries:
Employee name and employee ID.
The final department and designation of the employee.
Joining date and last working date.
Major roles and a brief account of best achievements.
Annual CTC as reference for the salary structure at the next job.
A brief account of the overall conduct of the employee.
Employer’s name, designation, and signature.
A relieving letter is thus akin to going on record to vouch for the professional value and overall behaviour of an employee.
How to Write a Relieving Letter
Knowing that a letter you write has the power to make or ruin your ex-employee’s new career move could be an unsettling thought. Exactly how good should you say your employee was? What should you mention and what is too much? If it is making you nervous, here’s good news.
The relieving letter/experience letter is evidence of documents the employee will produce and claims they will make at the interview. This letter is not the sole document influencing the future-employer’s decision. So don’t worry and just write the facts in a pleasant but formal tone. Here’s how to go about it:
The letter is to be written on the company letterhead. It is not written/typed on any blank paper. It has to be on the official paper with the name, address, and logo of the business.
The first information should be the date of issuance of the relieving letter because that is the most important piece of information for future employers.
The subject line is about accepting the resignation of a “cherished employee”.
The letter is addressed to the employee because this letter is in response to the resignation letter. The entire letter is addressed to the employee. The employee details are to be mentioned.
The first paragraph will state the date of resignation and date of release from all duties.
The second paragraph should mention appreciation and gratitude towards the employee. You need to mention how the employee will be an asset to any business (or the particular company your employee requested you to address).
Sign off “Sincerely” with your name, designation, and signature.
The employee will attach salary slips, offer letter, copy of the resignation letter, and whatever the next job asks. As an HR representative you will only have to provide the employee with the necessary documents before they leave.
Format of a Relieving Letter
Now you more or less know what to do. But if you are still confused, here is an example that will help you format your letter. The format will remain more or less consistent for any relieving letter. This will serve as a standard template for anybody asking how to write a relieving letter.
<Date of issuing the relieving letter>
<Name of Employee>
<Employee ID of the Employee>
<Designation of the Employee>
<Current CTC>
<Department and Company Name>
Subject Line: <“Relieving Letter”>
Dear (Employee’s name),
We would like to inform you that the management has accepted your resignation that was submitted on <date of resignation> and you will be relieved from all your duties as <designation> effective from <date of release>.
Please contact <HR contact email/number> to complete the formalities and settle your dues until your last working day <date of last working day>. We acknowledge your professional conduct and dedication throughout your tenure. We are grateful for your unfaltering service as <major role> at <company name> and wish you all the very best for your future endeavours.
Sincerely,
<Your Signature>
<Your Name>
<Your Designation>.
This relieving letter is the document an employee is waiting for to be able to apply for a new job. For the sake of professionalism, an HR representative must never write a negative relieving letter. A relieving letter is proof that the employee was not fired but resigned on their own volition and followed every guideline as an employee. Hence, the letter has to be positive.