A relieving letter is a formal document to verify that an employee is no longer a part of the company after resigning. The employee has the right to obtain this letter once all the duties are completed, or he/she is qualified to leave according to the employment contract.
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Table of Contents
What is a relieving letter?
A relieving letter is an official way for the employer or HR manager to inform the acceptance of the employee’s 🔗 resignation after verifying it. This letter helps confirm the employee’s last working day with the final settlement and affirms that he or she is being released from the services of the company without any issue. Professional employers may ask for this letter to ensure the potential candidate leaves the company entirely and is ready if they get hired without any delay.
Why is it important to get a relieving letter?
The HR department or the employer also uses this relieving letter for several specific purposes. For example, this formal letter acts as documented proof to help a company keep records of the employee’s leaving. It can also help verify for the employees that they left the organization in a good term, positively and professionally.
If you are an employee, requesting a relieving letter from your employer to acknowledge and finalize your employment before leaving is necessary. The new employer would ask for proof of your time and job title in your previous company for many reasons. They may want to verify if you officially resigned from the company. Another reason could be that they want to verify whether your resume’s job title is correct or not.
How to A write relieving letter?
Whether you’re an employer or an employee, It’s essential to learn everything you can about relieving letter layouts. This letter should be written in a 🔗 standard business format because it is a formal 🔗verification of an employee to the new employer. Then, this letter often contains these details as follows:
Resigning employee’s information in detail
This is the most critical part of the letter since it uses to confirm details of the resigning employee. The information must be shown in this letter as follow:
- The employee’s full name.
- The full job title that the employee held till the resignation date.
- Clarify the tenure from the start to the end of the employee’s employment in the company.
- The date of the employee’s resignation.
- You can add details about the employee’s resignation and performance (if any), for example, all of the employee’s responsibilities or contributions throughout his employment.
Details about the company and the sender
As an employer with high professionalism, it is vital to attach this information about the company too:
- The sender’s (can be the employer or HR manager) full name.
- The sender’s job title.
- The company’s complete name.
- The company’s full address.
- The company’s contact information.
The date this relieving letter was made
Following the business letter format, the date should be written in the exact day, month, and year to avoid confusion.
A statement of relieving and thank you to the employee
The primary purpose of this letter is to acknowledge the letter of resignation and verify the employee’s performance before leaving. You can confirm all the pending duties and responsibilities if the employee completes them in the letter. After that, you can officially declare that the employee has resigned and is no longer a part of your company. It is time to say thank you for everything the employee has contributed to the company. Doing so shows the new employer value between the employee and your company, a good relationship.
💡 NoteA relieving letter is actually a formal document, so please make sure you use polite language and always check typos in this letter before sending it.
Excellent Templates Of Relieving Letter
Relieving Letter Template
Professional Relieving Letter From HR
Simple Relieving Letter Sample
Experience Letter Template
How to ask for relieving letter?
Once your employer or HR department has received your resignation letter, you should ask for relieving letter via email formally as soon as possible before leaving the company.
Remember that this letter is essential for the last settlement and formally verifying that you are no longer a part of the company. So, there’s nothing wrong with 🔗 following up on your relieving letter, especially when you know how important it is and why you need it.
If there is a delay, do not hesitate to remind them again. It is good to ask because you will have an idea of the reason for holding them from issuing the relieving letter to you. Then, you can talk with your employer about what you need to do and work on these issues for them and give the relieving letter and, if possible, an experience letter.
In conclusion, the relieving letter is an official document confirming the 🔗 termination of an employee’s contract with the company. It is a crucial part of the employee’s exit process and ensures a smooth transition for both the employee and the company. For that reason, remember to complete all your duties in order to get this letter for your following interview before leaving the company.