A relieving letter is a formal document issued by an employer to an employee upon their resignation. It serves as proof that the employee has completed their notice period, fulfilled all handover responsibilities, and is officially relieved from their duties. This document is crucial for maintaining a clean exit and is often required by future employers during background checks to verify employment history and ensure a smooth onboarding process.
In the professional world, transitioning from one job to another is a common occurrence. However, leaving a job involves more than just submitting a resignation letter. One crucial document often overlooked is the relieving letter. This blog dives deep into what a relieving letter is, its significance, and how to request and write one, alongside providing free formats and templates.
Changing jobs is a normal part of professional life. But leaving a job isn’t just about submitting your resignation letter and moving on. One crucial document that often gets overlooked is the relieving letter. In this guide, we’ll walk you through everything you need to know about relieving letters—what they are, why they’re important, how to get one, and even offer some free templates to save you time.
What is a Relieving Letter, and Why Do You Need It?
A relieving letter is an official document from your employer that confirms you’ve completed your responsibilities and are formally relieved from your role. It’s usually handed to you on your last working day or shortly after.
Why is it Important?
Imagine landing a great new job, but during the background check, your previous employer doesn’t verify your exit properly. That’s where the relieving letter comes in—it’s a written record that you’ve left your previous job on good terms. It’s not just a formality; it’s a crucial document that proves you’ve wrapped up your old job without any loose ends.
Should You Always Ask for One?
Absolutely. Even if your new employer doesn’t demand it, having a relieving letter can prevent headaches later. It ensures that you’ve exited cleanly and can avoid disputes over notice periods, final settlements, or employment history.
What Should a Relieving Letter Include?
A relieving letter isn’t just a generic thank-you note. It contains specific details that make it an official document.
Here’s what a typical relieving letter includes:
- Your Full Name and Designation
- Employee ID (if applicable)
- Date of Resignation and Last Working Day
- Confirmation of Clearance (handover, pending dues, etc.)
- A Thank-You Note for your contribution
- Employer’s Signature along with the company seal
These elements not only make the letter complete but also give it the authenticity it needs for future use.
Relieving Letter vs. Resignation Letter: What’s the Difference?
If you’re thinking, “Isn’t the resignation letter enough?”—think again. The resignation letter is your notice to the company that you’re planning to leave. The relieving letter, on the other hand, is their acknowledgment that you’ve done everything required to leave properly.
Aspect | Resignation Letter | Relieving Letter |
Purpose | Announces your intention to resign | Confirms completion of all exit formalities |
Who Initiates It? | You (the employee) | Employer (usually HR) |
When It’s Given | At the beginning of your notice period | On or after your last working day |
Key Content | Notice period and resignation details | Confirmation of duties and clearances |
In short, the resignation letter starts your exit, and the relieving letter completes it.
How to Request a Relieving Letter from HR
If your employer doesn’t automatically give you a relieving letter, don’t hesitate to ask. Here’s how you can do it smoothly:
Steps to Request Your Relieving Letter:
- Submit Your Resignation Letter: This is the first step in the process.
- Serve Your Notice Period: Make sure you complete it as per the company policy.
- Complete the Handover Process: Document your tasks and responsibilities for a seamless transition.
- Send a Polite Email Reminder: If your relieving letter isn’t issued on your last day, follow up via email.
Sample Email Request
Subject: Request for Relieving Letter
Dear [HR Manager’s Name],
I hope you’re doing well. I am writing to formally request my relieving letter for my time at [Company Name]. My last working day was [Last Working Day], and I have completed all exit formalities, including the handover process.
I would appreciate it if you could issue the letter at your earliest convenience.
Thank you for your assistance.
[Your Name]
Who is Responsible for Issuing the Relieving Letter?
In most companies, it’s the HR department that takes care of this document. However, in smaller organizations, your immediate supervisor might handle it. Larger firms often automate the process through HR software, which speeds things up significantly.
How to Write a Relieving Letter (For Employers)
For employers, issuing a relieving letter is straightforward. However, it’s essential to ensure it contains all necessary information and is drafted professionally.
Quick Guide for Writing a Relieving Letter:
- Use Official Letterhead: This makes the document look formal and credible.
- Include Employee Details: Mention their name, designation, and tenure.
- Specify the Last Working Day: Be clear about the employee’s exit date.
- Acknowledge Resignation: Confirm the resignation date.
- State Clearance Details: Mention that all dues and responsibilities have been settled.
Example:
Relieving Letter
[Company Name]
[Address]
[Date]
[Employee Name]
[Employee Address]
Subject: Relieving Letter
Dear [Employee Name],
This is to confirm that you have been relieved from your duties as [Designation] at [Company Name], effective [Last Working Day]. We acknowledge your resignation dated [Resignation Date] and appreciate your contributions during your time with us.
We wish you all the best in your future endeavors.
[Authorized Signatory]
[Designation]
[Company Seal]
Free Templates
To make things easier, here are a few templates you can use, tailored for different industries. Simply download, fill in the blanks, and you’re good to go!
FAQs
What is a relieving letter?
A relieving letter is a formal document that confirms an employee has completed their notice period and all necessary handovers.
How do I ask for a relieving letter?
Politely request it from your HR department, either in person or via email, after completing your exit formalities.
Is a resignation letter the same as a relieving letter?
No. The resignation letter is submitted by the employee to announce their intention to leave, while the relieving letter is issued by the employer to confirm the end of employment.
Can I still get a relieving letter if I’m terminated?
Yes, in most cases, you’ll receive a document confirming your employment period and role, though it might differ slightly in tone.