A relieving letter format is the standard layout of the letter your employer gives you when you leave, confirming that your resignation was accepted and that you were relieved from your duties on your last working day. It names your designation, your joining and leaving dates, and is signed by HR on letterhead. New employers usually ask for it before or soon after you join.
Below are copy-paste relieving letter formats for HR teams and small businesses, the email to send if yours is late, and what to check in your full and final settlement.
Three relieving letters, a resignation letter, an email to HR and a full and final settlement checklist. Every [field] to replace is highlighted.
What a relieving letter should include
Company letterhead, a reference number and the date of issue
Employee's name and employee ID
Reference to your resignation, with its date
Designation and department
Date of joining and last working day
A clear statement that you are relieved from your duties, with the date
Status of the full and final settlement, or that it will follow
Signature of HR or an authorised person, with name, designation and an official email
Relieving letter vs experience letter
New employers often ask for both, and some companies combine them into one document.
| Point | Relieving letter | Experience letter |
|---|---|---|
| What it confirms | Your resignation was accepted and you were released from duties | You worked here, in this role, for these dates |
| What the new employer checks | That you are free to join and did not leave mid-notice without settling | Your role and tenure for your work history |
| When you get it | On or soon after your last working day | On or after your last working day |
| Tone | Formal release | Factual, often with a line on your work |
Our experience letter formats cover the second document, including versions for interns, teachers and IT roles.
Format 1: Standard relieving letter format
Copy the right-hand column onto company letterhead and fill in the brackets.
| Part | Text to copy |
|---|---|
| Letterhead and date | [Company name] | [Registered address] | [Official email] | Ref. No.: [Number] | Date: [DD Month YYYY] |
| Addressee | [Employee's full name], Employee ID: [ID] |
| Title | RELIEVING LETTER |
| Paragraph 1 | Dear [First name], this is with reference to your resignation letter dated [DD Month YYYY]. We confirm that your resignation has been accepted and that you are relieved from your duties as [Designation] in the [Department] department at the close of business on [Last working day]. |
| Paragraph 2 | You worked with [Company name] from [Date of joining] to [Last working day]. Your full and final settlement [has been completed / will be processed as per company policy and the applicable law]. |
| Closing | We thank you for your contribution and wish you success in your future endeavours. |
| Signature block | For [Company name] / [Signature] / [Name] / [Designation, e.g. HR Manager] / [Official email] | [Phone] |
Format 2: Relieving and experience letter in one
Many companies issue a single letter that does both jobs. It is accepted widely as long as it states your role, both dates and that you have been relieved.
| Part | Text to copy |
|---|---|
| Title | RELIEVING AND EXPERIENCE LETTER / TO WHOMSOEVER 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 | [He/She] resigned from service, and [his/her] resignation was accepted. [He/She] has been relieved from [his/her] duties with effect from the close of business on [Last working day], and has completed the exit formalities. |
| Paragraph 3 | During [his/her] tenure, [he/she] was responsible for [responsibility 1] and [responsibility 2]. [His/Her] conduct was [good / very good]. |
| Signature block | For [Company name] / [Signature] / [Name] / [Designation] / [Official email for verification] |
Format 3: Relieving letter after a shortened notice period
When you leave before your full notice period, the letter should say how the gap was settled, so your new employer does not have to ask.
| Part | Text to copy |
|---|---|
| Paragraph 1 | With reference to your resignation dated [DD Month YYYY], we confirm that you are relieved from your duties as [Designation] on [Last working day]. |
| Notice line | Your notice period of [number] days was [shortened by mutual agreement / adjusted against your leave balance / recovered as per your terms of employment], as settled in your full and final settlement. |
| Paragraph 2 | You worked with [Company name] from [Date of joining] to [Last working day]. We wish you the very best. |
| Signature block | For [Company name] / [Signature] / [Name] / [Designation] |
Format 4: Resignation letter
A relieving letter refers to your resignation, so start with a clear one. Ask for your relieving and experience letters in it, so the request is on record from day one.
| Part | Text to copy |
|---|---|
| Subject | Resignation from the position of [Designation] |
| Paragraph 1 | Dear [Manager's name], I am writing to resign from my position as [Designation] at [Company name]. As per my notice period of [number] days, my last working day will be [DD Month YYYY], unless we agree on a different date. |
| Paragraph 2 | I will complete a proper handover of my work before I leave. Please let me know the exit formalities, and I request my relieving letter and experience letter on my last working day. |
| Closing | Thank you for the opportunities and support during my time here. / Regards, [Full name], Employee ID: [ID] |
Your full and final settlement: what the law says
The relieving letter usually travels with your full and final settlement, the last payment that clears what each side owes. Two rules from the Labour Codes, which took effect on 21 November 2025, matter here.
| Item | What to check |
|---|---|
| Salary up to your last working day | Paid in full, with the two-working-day rule above in mind |
| Leave encashment | As per company policy for unused leave |
| Bonus, incentives and reimbursements | Anything you earned or spent before leaving |
| Gratuity | Payable if you completed at least 5 years of continuous service, under section 53 of the Code on Social Security, 2020. Fixed-term employees have a shorter qualifying period. |
| Notice-period recovery | Only as your terms of employment allow, with the working shown |
| Loan or advance recovery | Matches what you actually owe |
| Provident fund | Your exit date is updated on the EPF portal so you can transfer or withdraw your PF |
Keep your last salary slips with your relieving letter; your next employer may ask for them. Our salary slip guide explains each line.
Format 5: Email to HR asking for your relieving letter
| Part | Text to copy |
|---|---|
| Subject | Request for relieving letter: [Full name], Employee ID [ID] |
| Greeting | Dear [HR name], |
| Body | My last working day was [DD Month YYYY], and I have completed the handover and exit formalities. Could you please issue my relieving letter and experience letter on company letterhead, signed and dated? My new employer has asked for them by [date]. Please also share my full and final settlement statement, and confirm the date my exit is updated on the EPF portal. |
| Sign-off | Thank you, / [Full name] / [Phone] |
If your company will not give a relieving letter
Escalate politely in writing to HR and your former manager, and keep copies of every message. Meanwhile, collect the documents that together prove you left properly: your resignation email and its acceptance, your full and final settlement statement, your last salary slips, and your EPF passbook showing the exit date. Tell your new employer upfront and ask which of these they accept; most HR teams have seen this before.
Never make a relieving letter on old letterhead yourself. Background checks call the previous employer, and a forged document can cost you the new job. Starting somewhere new? Our offer letter guide lists the documents to keep ready.
Checks before you accept your relieving letter
Your name and employee ID match your other documents.
The last working day matches your exit email and your EPF exit date.
It says you were relieved, not just that you resigned.
It is on letterhead, signed and dated, with an official email for verification.
You have a signed PDF and a printed copy, saved in two places.
Frequently asked questions
What is a relieving letter?
It is a letter from your employer confirming that your resignation was accepted and that you were relieved from your duties on your last working day. New employers ask for it to confirm you are free to join.
Is a relieving letter the same as an experience letter?
No. A relieving letter confirms you were released from duties; an experience letter confirms your role and tenure. Some companies combine both in one letter, which is fine if it states your role, both dates and that you were relieved.
When should I get my relieving letter?
Usually on your last working day or soon after you complete exit formalities. If it is late, send HR the email in Format 5 and keep a copy.
How soon must my final salary be paid after I resign?
Section 17(2) of the Code on Wages, 2019 says wages payable on resignation shall be paid within two working days, though the government can set a different time limit under section 17(3). Other items, such as leave encashment, follow company policy.
Am I eligible for gratuity when I resign?
Yes, if you completed at least 5 years of continuous service, under section 53 of the Code on Social Security, 2020. Fixed-term employees qualify after a shorter period.
Can I join a new company without a relieving letter?
Many employers will let you join and collect it later, but some insist on it first. Tell the new employer early and offer your resignation acceptance, final settlement statement and EPF exit record in the meantime.
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