An experience letter format is a short letter on company letterhead confirming your full name, job title, department, joining date and last working day, with a line on your role and conduct. HR or your reporting manager signs it with name, designation and date. Below are six copy-paste formats with [fill-in] fields for common situations.
The same rules apply when you are asking for one and when you are writing one for a team member. Keep it factual, keep it to one page, and make every date and title match the company's records. A new employer or a background check agency will compare it against your offer letter, payslips and what your old HR team says on the phone.
What every experience letter must include
Company letterhead with the registered name, address, phone or email, and website if there is one
Date of issue and, if the company uses them, a reference number
Heading such as Experience Letter or To Whom It May Concern
Your details: full name exactly as on your ID, and employee ID
Role: last designation and department; mention earlier designations if you were promoted
Tenure: date of joining and last working day, written in full (for example 3 March 2023, not 3/3/23)
Work summary: two or three lines on your responsibilities
Conduct line: a neutral or positive sentence on your work and behaviour
Signature block: signatory's name, designation, signature, official email or phone, and the company seal if the company uses one
Leave out anything you cannot prove from records: vague praise, ratings, reasons for leaving and salary (unless someone has specifically asked for it, which Format 3 covers).
Experience letter vs relieving letter vs experience certificate
These three get mixed up all the time, and new employers sometimes ask for two of them. The table shows how they usually differ. Companies use the names loosely, so read what the document actually says.
| Point | Experience letter | Relieving letter | Experience certificate |
|---|---|---|---|
| What it confirms | You worked here, in this role, for these dates | Your resignation was accepted and you are released from duties | Same as an experience letter, in a shorter certificate style |
| Tone | Letter, often with a line on performance | Formal release, often mentions clearances | Certificate, usually just facts |
| When you get it | On or after your last day | On your last day, after handover and clearance | On request, often for applications that ask for a certificate |
| Who asks for it | New employers, background checks, universities, visa and loan applications | New employers, before joining | Government or institution forms, colleges, scholarship and visa applications |
Some companies merge the experience and relieving letter into one document. That is fine as long as it states your role, both dates and that you have been relieved.
Format 1: Standard experience letter for a full-time employee
This is the experience letter format most private-sector employers can use as it is. Copy the right-hand column into a Word or Google Docs file on your letterhead, replace every [square bracket], and delete any line that does not apply.
| Part | Text to copy |
|---|---|
| Letterhead | [Company name] | [Registered address] | [Phone] | [Official email] | [Website] |
| Date and reference | Date: [DD Month YYYY] Ref: [HR/EXP/Number] |
| Heading | EXPERIENCE LETTER |
| Opening | To Whom It May Concern, |
| Paragraph 1 | This is to certify that [Mr./Ms. Full name], Employee ID [ID], worked with [Company name] as [Designation] in the [Department] department from [Date of joining] to [Last working day]. |
| Paragraph 2 | During this period, [he/she] was responsible for [responsibility 1], [responsibility 2] and [responsibility 3]. |
| Paragraph 3 | We found [him/her] [sincere and dependable / hardworking and reliable] in [his/her] work. [His/Her] conduct during the employment was [good / very good]. |
| Closing | We wish [him/her] success in [his/her] future career. |
| Signature block | For [Company name] / [Signature] / [Signatory full name] / [Designation, e.g. HR Manager] / [Official email] | [Phone] / [Company seal, if used] |
Format 2: Internship experience letter
Interns often get a certificate with only dates. Ask for this fuller version instead, because a named project and named skills help when you apply for your first job or a master's programme.
| Part | Text to copy |
|---|---|
| Letterhead and date | [Company name and address] | Date: [DD Month YYYY] |
| Heading | INTERNSHIP EXPERIENCE LETTER |
| Opening | To Whom It May Concern, |
| Paragraph 1 | This is to certify that [Full name], a student of [Course, e.g. BBA Year 3] at [College or university name], completed a [full-time / part-time] internship with [Company name] in the [Team or department] team from [Start date] to [End date]. |
| Paragraph 2 | During the internship, [he/she] worked on [project name or description] under the guidance of [Mentor name, Designation]. [His/Her] work included [task 1], [task 2] and [task 3]. |
| Paragraph 3 | [He/She] showed [skill, e.g. clear written communication] and [skill, e.g. good command of Excel] and completed the assigned work on time. |
| Stipend line (optional) | The internship carried a monthly stipend of [amount]. / The internship was unpaid. |
| Signature block | [Signature] / [Mentor or HR name] / [Designation] / [Official email] | [Phone] |
If you are a fresher, our piece on what your first job will teach you is a good, honest read before you start.
Format 3: Experience letter with salary details
Add salary only when someone has asked for it in writing, such as a bank, a landlord or an overseas employer. Some HR teams prefer to give salary in a separate letter so the experience letter can be shared freely. If your new employer asks for proof of current pay, payslips usually do the job.
| Part | Text to copy |
|---|---|
| Salary line | At the time of leaving, [his/her] gross annual salary (CTC) was [amount in figures] ([amount in words]), as per the company's records. |
| Purpose line | This letter is issued at the employee's request for [purpose, e.g. submission to (Bank name)]. |
| Confidentiality line (optional) | The salary details above are shared for the stated purpose only. |
Format 4: Teacher experience letter format
Schools, coaching institutes and colleges write experience letters differently because the reader wants classes, subjects and boards. The principal or director usually signs.
| Part | Text to copy |
|---|---|
| Letterhead and date | [School or institute name] | [Affiliation or school code, if any] | [Address] | Date: [DD Month YYYY] |
| Heading | EXPERIENCE CERTIFICATE |
| Paragraph 1 | This is to certify that [Mr./Ms. Full name] worked in this [school/institute] as [PGT / TGT / PRT / Lecturer / Faculty] in [Subject] from [Date of joining] to [Last working day] on a [permanent / contractual / part-time] basis. |
| Paragraph 2 | [He/She] taught [Subject] to Classes [range, e.g. 9 to 12] following the [board or university] syllabus, and also handled [extra duty, e.g. class teacher of Class 10B / exam coordination / lab in-charge]. |
| Paragraph 3 | [His/Her] teaching was [well prepared and student-friendly], and [his/her] conduct with students, parents and colleagues was [good / excellent]. |
| Signature block | [Signature] / [Principal or Director name] / [Designation] / [School seal] |
Format 5: Experience letter for IT and software roles
Tech recruiters look for the stack and the type of work. Ask HR to name technologies and domains, but not client names that are under confidentiality.
| Part | Text to copy |
|---|---|
| Paragraph 1 | This is to certify that [Full name], Employee ID [ID], was employed with [Company name] as [Designation, e.g. Software Engineer II] from [Date of joining] to [Last working day]. |
| Promotion line (optional) | [He/She] joined as [Initial designation] and was promoted to [Later designation] on [Date]. |
| Paragraph 2 | [He/She] worked in the [domain, e.g. payments / healthcare / e-commerce] practice on [type of work, e.g. backend services and APIs], using [technologies, e.g. Java, Spring Boot, PostgreSQL and AWS]. |
| Paragraph 3 | [He/She] was a dependable member of the team, and [his/her] conduct was [good / very good] throughout. |
| Signature block | [Signature] / [HR name] / [Designation] / [Official email for verification] |
Format 6: Email asking HR for your experience letter
The easiest way to get a good letter is to ask early and make it easy. Send this a week before your last day, or as soon as you notice the letter is missing.
| Part | Text to copy |
|---|---|
| Subject | Request for experience letter: [Full name], Employee ID [ID] |
| Greeting | Dear [HR name], |
| Body paragraph 1 | My last working day is [date] (or was [date]). Could you please issue my experience letter on company letterhead, signed and dated, showing my designation as [Designation], department [Department] and tenure from [Date of joining] to [Last working day]? |
| Body paragraph 2 | I would be grateful for a signed PDF on email and, if possible, a printed copy. I have attached a draft in the company's usual format to save you time. |
| Sign-off | Thank you, / [Full name] / [Phone] |
Attaching a draft saves HR time. HR checks it, edits it and signs it on letterhead. Never sign or stamp a letter about yourself.
Check these before you accept the letter
Your name is spelt exactly as on your Aadhaar, PAN and degree.
Joining and last working dates match your offer letter and your relieving or full and final settlement.
The designation is your final one, and promotions are mentioned if you want them seen.
It is on letterhead, signed and dated, with a reachable official email or phone for verification.
The PDF is the signed version, not an unsigned Word file.
No typos in the company name. Even small mismatches can raise questions in a background check.
Save the PDF in two places, such as your email and a cloud folder. You will need it again for job switches, an online MBA aimed at a career switch, or a visa application years later, often after the company's HR team has changed.
If your company refuses or has shut down
First, escalate politely in writing to HR and your former manager, and keep a record. If the company has closed or will not respond, collect other documents that together show your employment: offer or appointment letter, payslips, salary credits in your bank statement, Form 16, your relieving or resignation acceptance email, and EPF passbook entries if you were covered. Ask your new employer which of these they accept in place of an experience letter, and tell them upfront rather than waiting for the background check to flag it.
A manager who has moved to another company can sometimes give a reference, but that is a reference, not an experience letter. Do not create a letter on old letterhead yourself. A forged document can cost you the new job and more.
Writing one as a manager or small business owner
If you run a small firm, shop or clinic and have never issued one, the Format 1 experience letter format works with your business letterhead. Keep a signed copy in the employee's file. Stick to facts you can support. A warm but accurate letter protects both of you, while an inflated one can backfire when the next employer calls to verify. If the employee left on bad terms, state the role and dates and leave the conduct line neutral.
Thinking about what comes after a few years of experience? Our honest take on whether you need an MBA for a good job and on whether online MBAs count with private employers can help you plan.
Frequently asked questions
Is there an official experience letter format?
There is no single standard that every company follows; most use their own template with the elements listed above. If a recruiter, embassy or application form gives you a prescribed experience letter format, use theirs instead.
Who signs an experience letter?
Usually the HR manager or HR head, and in smaller companies the founder, director or your reporting manager. The signatory's name, designation and an official contact should appear under the signature.
Is an experience letter the same as a relieving letter?
No. An experience letter confirms your role and tenure. A relieving letter confirms your resignation was accepted and you are released from duties. Some companies combine both in one document.
Can I write my own experience letter?
You can draft it and send it to HR as a suggestion. HR must review it, put it on letterhead and sign it. Never sign or stamp it yourself.
What should an internship experience letter include?
Your name, course and college, the company and team, start and end dates, your project or tasks, your mentor's name, and the stipend if any. Use Format 2 above.
Should an experience letter mention salary?
Only if someone has asked for it, such as a bank or an overseas employer. Otherwise salary is better shown through payslips or a separate salary letter.
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