Relieving Letter Format (How to Write + Free Templates)
Table of Contents
Resigning from your current organization involves more than packing up; it requires completing formalities like obtaining a relieving letter or release letter. A relieving letter confirms the end of employment and protects future career opportunities.
In 2025, with stricter compliance norms, using the correct relieving format benefits both employers and employees. This blog provides relieving letter formats, samples, and tips to help HR draft professional letters and employees exit smoothly.
What is a Relieving Letter?
Relieving letter meaning refers to an official document issued by the HR department to employees when they have formally resigned from their position within the company. This formal letter includes details of the employee’s start and end dates of employment. Additionally, it confirms that the employee has fulfilled all the duties and responsibilities during their employment term.
The relieving letter is usually printed on the company letterhead, signed by an authorized person, and serves as proof for joining another organization or fulfilling other professional requirements.
Details Required in a Relieving Letter
Since an employer’s name is mentioned on the relieving letter, the employer should ensure that the content is concise, the tone is professional, and the document is drafted accurately.
A standard relieving letter format for employee should include:
Company Letterhead
Using the company letterhead confirms both the authenticity and the official identity of the organization. Since a relieving letter is considered a statutory obligation, it must be issued on the company letterhead to be valid.
Date of Issuance
The release date specifies when the letter was issued. It should appear at the top of the document. In case of any dispute, the date can provide important reference information.
Recipient Details
The employee’s details, which include name, designation, employee ID (if any), and department, appear directly below the issue date.
Subject Line
The subject, in this case “Relieving Letter,” provides a summary of the letter’s intent.
Body Content
In the salutation section, the recipient should be addressed formally using a title and last name (e.g., “Dear Mr. Sharma,” or “Dear Ms. Kapoor”). If the appropriate title is unclear, use the employee’s full name(e.g., “Dear Krish Kapoor”) to maintain professionalism.
The body of the letter acknowledges acceptance of the resignation and confirmation that duties have been completed. It also specifies the resignation date, the employee’s start date, and the last working day with the organization.
Formalities Confirmation
The formalities and appreciation section requires the employer to confirm that the employee will receive the final settlement within a specified time frame. A note of appreciation and warm regards for the employee accompanies this confirmation.
Closing and Signature
The letter concludes with the signature of the CEO, HR representative, or another authorized person.
Standard Relieving Letter Format (Template Structure)
A standard relieving letter template can be prepared once and saved digitally for later use. Every time HR teams need to generate a relieving letter for an employee, they can fill in the relevant employee details in the gaps. The final draft can be stored digitally or printed as needed.
(Company Letterhead)
Date:
To: Employee Full Name:
Employee ID: (if applicable)
Designation: (Job Title)
Subject: Relieving Letter
This letter is in reference to your resignation letter dated (date), in which you requested to resign from the role of (job title) and confirmed serving the (duration) notice period.
Dear (name of the employee),
You were employed with us from (employment start date) to (employment end date). We accept your resignation and confirm that you will be relieved from your duties at our organization on (employment end date).
Your final settlement will be processed within the next (number) days, and we confirm that all formalities related to the termination of your employment have been completed.
We appreciate your contribution to the company and are certain your hard work and diligence will contribute to your success in the future.
Yours sincerely/Warm regards/Best regards,
(Authorized Professional’s Name)
(Title or Designation)
Signature
*Note: These clauses can be added to the above draft wherever applicable:
- We acknowledge that we have received all the tools and property provided to you for work purposes.
- The company retains sole ownership rights to all the work produced or developed during your employment.
- The employee must not disclose any confidential company information to external parties.
- The employee is prohibited from sharing any negative company information with the media or any other external bodies.
Step-By-Step Guide: How to Write a Relieving Letter
By following these necessary steps, one can write an accurate and effective relieving letter:
Gather Necessary Details
When creating a relieving letter in Word or any other application, an employer/HR must know what information should be included in the document.
A relieving letter must consist of the employee’s full name, resignation date, job title held by the employee, start date and end date of employment, and the notice period served. It is advisable to always use the employee’s complete name as per official documents, such as an Aadhaar card or PAN card.
Draft the Main Body
The central section of the relieving letter should affirm that the company has accepted the resignation. It must confirm the last working day, also referred to as the date of relieving, to verify that the individual is relieved from job responsibilities.
It must also include the details of the full and final settlement with the expected timeline, if applicable. The last sentence should include a brief statement of appreciation to reflect positively on the employee’s contribution and demonstrate their potential value to a future employer.
Optional details regarding the clearance of all dues, return of company assets, confidentiality obligations, and restrictions on negative publicity may also be included.
Review for Accuracy & Tone
The relieving letter templates should contain the necessary details only. Before finalizing the release letter, all details, such as names and dates, should be rechecked to avoid discrepancies. The letter must be drafted in simple language using a professional tone. It should be proofread to avoid grammatical or typographical errors.
Obtain Approvals & Signature
The final step is to validate the document by obtaining approval from the company owner, HR, or a senior authority. The signature and designation of an authorized person verify the document’s authenticity.
Best Relieving Letter Templates for HR
Make offboarding smooth with ready-to-use Relieving Letter templates for HR. Each template covers the last working day, handover, asset return, and full & final details.
Sample 1: Job Relieving Letter for Employee Template
(Company Letterhead)
Date:
To: Employee Full Name:
Employee ID: (if applicable)
Designation: (Job Title)
Subject: Relieving Letter
Dear (name of the employee),
This is to acknowledge the receipt of your resignation letter dated (date), and we confirm that your resignation has been accepted.
We sincerely thank you for your contribution to (company name) during your tenure from (employment start date) to (employment end date). You are hereby relieved from your duties with effect from (employment end date).
We wish you continued success in your future endeavours.
Yours sincerely,
(Authorized Professional’s Name)
(Title or Designation)
Signature
Sample 2: Requesting a Relieving Letter in Email Template
To: (email ID of the Owner/Manager/HR)
CC/BCC: (if needed)
Subject: Request for Relieving Letter
Dear (Owner/Manager/HR),
I am writing to request the issuance of my relieving letter formally.My tenure with (company name) began on (employment start date) and concluded on (employment end date) following the acceptance of my resignation letter dated (date).
I request you to provide the relieving letter in the standard letter format at the earliest. Please confirm my employment details, my last working day, and the details regarding the full and final settlement.
The relieving letter will assist in my future endeavors.
Thank you for your assistance.
Yours sincerely,
(Employee Full Name)
Sample 3: Relieving Letter to the Chartered Accountant (CA) Template
(Company Letterhead)
Date:
Subject: Relieving Letter
To,
(Name of Chartered Accountant)
(Firm Name)
Dear Sir/Madam,
This is to certify that (employee name) was employed with (company name) as a (job title) from (employment start date) to (employment end date). The employee tendered resignation on (date) and was relieved from duties effective (employment end date).
The employee has returned all the company property provided for work purposes and we have completed the full and final settlement.
Please update your records accordingly.
Yours sincerely,
(Authorized Professional’s Name)
(Title or Designation)
Signature
Sample 4: Relieving Letter with Notice-Period Clause Template
(Company Letterhead)
Date:
To: Employee Full Name:
Employee ID: (if applicable)
Designation: (Job Title)
Subject: Relieving Letter
Dear (name of the employee),
We refer to your resignation letter dated (date), in which you stated your last working day as a (job title) would be (employment end date). You have served the notice period of (duration) as per your employment agreement.
We’ve accepted your resignation. You’ll be relieved on [Employment End Date]. Your full & final is complete, and all company property has been returned. Wishing you success in your next role.
We appreciate your contribution to the organization and wish continued success in your future endeavours.
Yours sincerely,
(Authorized Professional’s Name)
(Title or Designation)
Signature
Sample 5: Manager-Level Relieving Letter Template
(Company Letterhead)
Date:
Subject: Relieving Letter
Dear (name of the employee),
This is to confirm that your resignation from the position of Manager at (Company Name), effective from (employment end date), has been accepted.
We acknowledge your valuable contributions over the last (number of years) years, during which you demonstrated strong leadership, expertise, and commitment. Your problem-solving skills, creativity, and professional communication have positively impacted the team and the organization.
You are required to return all company assets to the IT department by (employment end date). All pending dues, if any, will be cleared within (number) days from your last working day.
We thank you for your service and wish you success in your future endeavors.
Yours sincerely,
(Authorized Professional’s Name)
(Title or Designation)
Signature
Pro Tips: These are the best relieving letter templates for you to choose from. Maintain a digital backup of these letters for future reference. Provide one copy to the employee on their final working day and file the other copy for company records.
Importance of a Relieving Letter
A relieving letter plays a dual role for both employees and employers. For employees, it is proof that resignation has been accepted, work responsibilities have concluded, and the full and final settlement will be processed. It is commonly used for background verification when applying for new jobs, visas, or higher education.
Around 60% of employers conduct background checks during the hiring process. Recruiters often request a relieving letter to verify an employee’s tenure, role, and exit details. In the absence of this letter, they may even reject a shortlisted candidate’s application.
For employers, issuing a relieving letter reflects compliance with labor laws and HR policies. This letter records the official closure of employment and maintains positive relationships with former employees.
Automate Your HR Processes with factoHR
A relieving letter is an official document that confirms that the company accepts an employee’s resignation. For employees, it ends their job duties, confirms their decision to leave, and facilitates smooth career progression.
From the employer’s perspective, issuing an accurate relieving letter fulfills legal requirements and maintains professional relationships with employees.
Whether it is a relieving letter word format download or email, using structured formats and clear language is essential for an organization’s credibility.
Automating HR tasks with factoHR software makes work faster, easier, and accurate. The system helps HR teams quickly issue service certificates, track the relieving date, and complete final settlements on time. This makes the offboarding process clear, compliant, and smooth for everyone.
Frequently Asked Questions
1. How to Request a Relieving Letter after Resignation?
After submitting the resignation, complete all required exit formalities, such as returning company property. Next, you can write a formal request letter or email to the authorized person, requesting the relieving letter.
If you choose to email, keep all the emails and responses in a single thread to avoid confusion in the future.
2. What are Common Mistakes to Avoid in a Relieving Letter?
A relieving letter is an official document that should be drafted with accuracy.
These are a few things to keep in mind while drafting or proofreading:
- It should be drafted on the company’s letterhead with the signature of an authorized person and their designation to ensure credibility.
- It must verify and include the employee’s complete information to avoid disputes or confusion later.
- The tone must be formal and professional
- If the employee has not served the full notice period, the employment contract should specify any financial penalties or legal action.
3. How to Request a Relieving Letter after the Notice Period?
After completing your notice period, send a follow-up email to HR or your reporting manager if you have not received the relieving letter. Clearly mention your last working day and request the issuance date of the letter. Keep the email polite, professional, and within the same email thread as your resignation to maintain a clear record.
4. Can an Employer Deny a Relieving Letter?
Yes, if an employee breaks company rules, misbehaves, leaves without notice, or does not complete the notice period, the employer can refuse to issue the relieving letter. In some cases, employers may also withhold the letter if the employee’s performance did not meet expectations or if pending dues and formalities remain incomplete.
5. How Long does It Take to Issue a Relieving Letter?
Once all exit formalities and clearance procedures are complete, the timeframe for issuing a relieving letter may vary according to an organization’s policies. However, most employers generally issue this letter within a few days to a week after the employee’s last working day.
6. Is a Relieving Letter Mandatory for Resignation?
While not legally mandatory in all cases, a relieving letter is a standard HR practice. Most organizations require it for onboarding new employees, conducting background verification, and maintaining employment records.
7. Is a Terminated Employee Eligible for a Relieving Letter?
Yes, a terminated employee can receive a relieving letter if the termination followed due process or was mutually agreed upon. However, the document will state the reason for separation as termination, which may prompt questions during future employment checks.
8. What is the Difference between a Relieving Letter and an Experience Letter?
A relieving letter confirms that the employee was relieved from the job with no outstanding dues and specifies the date of relieving. An experience letter confirms the nature, duration, and quality of the service rendered. If the question is whether the experience letter and relieving letter are the same, the answer is no. An experience letter focuses on skills and performance, while a letter of relieving focuses on official closure and release from obligations.
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