Every organization is particular about onboarding the right employees. Most people are in constant search of good opportunities. At some point, the majority of people make a job switch for a better hike, learning opportunities, and taking up a new role. A piece of document that validates releasing an employee from their job is the relieving letter.
The relieving letter format includes all information like the employee’s last working date, effective relieving date, and resignation acceptance. The article further delves into its importance along with a few samples for reference.
Also Read: Resignation Letter Format with Samples
A relieving letter is a formal letter issued to an employee upon leaving an organization. The official document relieves the roles and responsibilities of the employee through formal communication. Every organization has its own relieving letter format mentioning important information. The document confirms the resignation of the employee along with the late date of employment.
Most companies ask for a relieving letter at the time of new joining. Usually, HR Department prepares the document. The letter consists of information like the final date of employment, joining date, CTC, job responsibilities etc. The relieving letter format for an employee might differ from place to place.
The relieving letter is a formal acknowledgment of releasing an employee from their roles and responsibilities. It gives all the important information packed in one document. The document is a mandatory requirement for big companies as it builds trust and reliability. In short, it is a formal end to an employee’s service for a company.
Here is the importance of the relieving letter:
The relieving letter requires a format. It is a professional formal letter making the format a critical element. The relieving letter format for employees remains the same for all organizations. Use crisp and simple language to create the letter. Here is the important information necessary for the same:
Salutation [Mr, Ms, Mrs, Dr] Name,
The first paragraph is for the resignation information. Confirm acceptance of the resignation of an employee from the designation. Mention the last day of work. State the date when the employee is released from all roles and responsibilities.
The second paragraph is to assure the employee that all due will be settled. Mention the date or number of days when the due will be settled or the customer will be paid in full. Express appreciation for the employee’s contribution. Also, wish you good luck in any future endeavors.
The relieving letter word format includes the following details:
Here are two samples of Relieving Letters:
Subject: Reliving letter for (Employee Name)
We hope you are doing well. This letter is to acknowledge acceptance of your resignation dated (Insert date, month, and year). We wish to inform you that you are relieved from your position of (Insert designation) with (Insert company name) effective from (Insert date, month, and year).
It is to inform you that your full and final payment will be settled within 30 days from your last working day. We appreciate your contributions to our organization. It has been invaluable in our growth. Wish you all the best of luck in all your future endeavors.
Subject: Relieving letter for (Employee Name)
Dear (Employee Name),
This is about your resignation letter. We would like to inform you that your resignation has been accepted by the management effective today. As per the employment contract letter, you will be released from your duties after serving one month’s notice period. Your last day of working with (Insert organization name) will be (Insert date).
Your full and final settlement would be processed and credited in the next 30 days. The final amount will be credited to your bank account provided during your employment.
We appreciate your outstanding contributions to the organization. We will always value your tenure with us. Wish you all the best and success in your future endeavor.
With best regards,
(Name of the Organisation)
The above-relieving letter samples give an idea of how to write a formal letter. The language must be professional and crisp. The formatted document is issued to the employee after accepting the resignation. The letter mentions relieving the employee from their duties. Here are a few things to consider while writing a relieving letter:
Most organizations have a set relieving letter format. As soon as the employee resigns and is accepted, the organization must provide the employee with the formal document.
The employee requested the relieving letter after submitting of resignation letter. As an employee, follow the formal procedure to request the letter by writing to HR:
Many employees underestimate the importance of a relieving letter. A lot of people also confuse between relieving and a resignation letter. An employee writes a resignation letter requesting resignation from the designation of the company. The relieving letter acknowledges acceptance of resignation and releases employees from their duties.
A relieving letter is important both for the employer and the employee. The employer adds it to the database to keep a record of all the past employees. The formal document is acceptance of employee’s resignation. It makes clear that the notice period is over and now the employee is released from the company. It also clarifies any dues or settlements.
Using an existing format or template makes it easy to write a relieving letter. The customizable templates make the whole process of writing relieving letter easy. In summary, the article gives important inclusion necessary through relieving letter sample and template.
The relieving letter acts as formal communication of releasing an employee from their job. New jobs or joining often demand the letter. It mentions necessary details like the date of joining, last working day, CTC, job responsibilities, etc. Also, It acts as proof of the employee is no longer working with the previous organization. It validates the acceptance of resignation.
The relieving letter in the majority of companies is written by the HR department. However, even the manager or senior management is entitled to provide the same.
Yes, a terminated employee is eligible for getting the letter if the employment term is more than six months. But, it mentions the reason for termination.
The relieving letter mentions the organization accepting the employee’s resignation. HR department prepares it. It mentions important information like employment dates, last working date, and no dues.
Experience letter mentions the employee’s work experience with the organization. It mentions the tenure, designation, and job description. It includes the service history of the employee.
In some cases, relieving letter can be denied. Example – If an employee has absconded or has less than six months of tenure. However, an employer must provide the letter when the employer followed standard protocol.
Got a question on this topic?