Letter template
Experience certificate template
Given at exit, alongside the relieving letter, or later on request from a former employee who needs it for a job application, visa or background check. It certifies the period of service, the designations held and the employee’s conduct. Keep it factual and consistent with the HR record, because a verification call will check exactly these details.
Free to use and adapt. Not legal advice: have a lawyer check anything you rely on in a dispute.
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Experience certificate
Date: Date of certificate
To whomsoever it may concern
This is to certify that Employee name (employee code Employee code) was employed with Company name from Date of joining to Last working day.
Employee name joined the Company as Designation on joining in the Department department and, at the time of leaving, held the position of Designation on leaving. During this period, their responsibilities included Key responsibilities.
We found Employee name to be sincere, hardworking and dependable. Their conduct and character during the period of employment were good, and they carried out the duties assigned to them to the satisfaction of the management.
Employee name resigned from the services of the Company of their own accord and has been relieved of all duties with effect from Last working day, after completing the required exit formalities. There are no dues outstanding against them.
This certificate is issued at the request of the employee for the purpose of their future employment and carries no liability on the part of the Company.
We wish Employee name every success in their future endeavours.
For Company name,
Signatory name
Signatory title
Note: This certificate is issued on the Company’s letterhead and bears the seal of the Company. Verification of this certificate may be requested from the Human Resources department at the address above.
What to get right
Match the dates and designations to the HR master record. Background verification agencies call to confirm exactly these details, and a mismatch flags the candidate, not the mistake.
Keep the conduct line honest. If you cannot say conduct was good, leave the sentence out rather than write something you would not stand behind on a verification call.
List the last designation and the first one if there was a promotion. Career progression is what the candidate most wants recorded, and it costs you nothing.
Issue it on letterhead with a company seal and a named signatory, and keep a scanned copy. Certificates on plain paper are routinely rejected by verification teams and visa officers.
Do not mention salary, reason for leaving or performance ratings unless the employee asks and the company is comfortable confirming them. The certificate is about tenure and conduct.
Questions people ask
Is an employer required to give an experience certificate in India?
No central law makes it mandatory for every employee, though the model standing orders under the Industrial Employment (Standing Orders) Act entitle workmen to a service certificate on leaving, and some state rules require one on request. In practice every reputable employer issues it, because refusing it harms the employee’s job search and reflects badly on the company.
What is the difference between an experience certificate and a relieving letter?
The relieving letter confirms that the employee was released from duties on a specific date and completed the exit process. The experience certificate describes the period of service, the positions held and the employee’s conduct, and is addressed to whomsoever it may concern. Employers often issue both on the last working day; they serve different readers.
Can an experience certificate be issued years after the employee left?
Yes, provided the HR record still exists. Many former employees ask for one when applying abroad or for a government job. Issue it with the current date, state the original period of service and designations from the record, and note that it is issued on request. Retain personnel files long enough to be able to do this.
Should the certificate mention salary?
Not by default. Salary belongs on payslips and the Form 16, and stating it here can create disputes during the next employer’s verification. If the employee needs it for a visa or bank purpose, issue a separate salary certificate on request rather than adding it to the experience certificate.
Usually issued alongside
All templates
In Kuzhu
In Kuzhu, this letter is generated from the employee record: names, dates and amounts fill themselves, the issued copy is filed against the person, and nobody retypes a CTC.
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