What is Relieving Letter?
Relieving letter is an official document issued to an employee by the company management on the letter head after completion of his or her responsibilities in the organization. It is provided to an employee after completion of his or her notice period and all the necessary formalities. It is also known as experience certificate given by the employer to the employee which confirms serving period of a particular employee in the organization.
Relieving letter is a very important document requested by the new employer at the time of entry of a new employee in the organization to ensure that the employee completed his or her notice period and left the previous organization after completing all the required formalities without any issues. It is mandatory to take resignation letter from your employee prior issuing the relieving letter.
When & how to issue a relieving letter?
This letter is issued by the employer to an employee on his or her last working day in the company. This document is printed on the letterhead and signed by the authorized representative of the company i.e. HR manager of the company.
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Laws governing Relieving letter
A relieving letter is issued to an employee at the time of leaving the organization and it is governed by the shops & establishment act.
Purpose of Relieving letter
There are many purposes of providing relieving letter to an employee and they are as follows –
- It is needed when you enter into a new company or organization.
- It confirms that company accepted the employee’s resignation and employee has been relieved from his or her duties and responsibilities.
- It shows your experience of previous organization which helps you in getting new job in another organization.
- It ensures that the employee has completed all the necessary formalities in the previous organization.
- It confirms that you leave the organization on the specified date and your working period with the organization.
How to make a relieving letter?
Relieving letter of a company contains many elements which are as follows –
It is important to give information about the resigning employee in the relieving letter. It includes –
- Name of the employee (First name, middle initial name and the last name)
- Job designation
An employer must give complete information about the company in the relieving letter which includes –
- Complete name of the company
- Company’s address
- Contact information such as official phone number and e-mail of the company.
Date of relieving letter indicates the date on which the relieving letter was made. Date of the relieving letter should be in proper format i.e. it must include day, month and year so that it will not create any confusion for the leaving employee as well as the new employer.
The body of the relieving letter must contain the information regarding employee’s resignation from the company. It may include tasks & responsibilities performed by the employee in the previous organization.
Date of employee’s resignation from the company is the most important element of the relieving letter. Employee resignation date is the date on which employee resigned or left the organization. It should be written in a proper format i.e. day, month & year so that the prospective employer knows exactly when the employer has accepted the resignation and granted the employee to leave the organization.
Relieving letter should contain statement of thanks at the end of the letter as employee serves many years of service and deserved to be thanked for whatever he or she has done for the organization.
It is very important to put your complete name, designation and signature in the end so that the prospective employer knows who writes this letter and whether it is authenticated or not. The authenticity of the letter is proved when the previous employer provides the following details –
- Complete name (First name, middle initial name and the last name)
- Signature of authorized representative