Letter template
Relieving letter template
Issued on or after the employee’s last working day, once notice has been served or bought out and the exit process is complete. It confirms that the employee has been relieved of duties from a specific date and that the full and final settlement has been made, and it is what the next employer will ask for as proof of a clean exit.
Free to use and adapt. Not legal advice: have a lawyer check anything you rely on in a dispute.
Fill in the details
Nothing you type leaves your browser. The document is built on this page.
Relieving letter
Date: Date of letter
To,
Employee name
Employee code: Employee code
Subject: Relieving from the services of Company name
Dear Employee name,
This is with reference to your resignation dated Date of resignation from the position of Designation in the Department department, which was accepted by the management.
We confirm that you have been relieved from the services of Company name with effect from the close of business on Last working day. You served the Company from Date of joining to Last working day, and you have completed the notice period required under the terms of your appointment.
Your full and final settlement, including salary up to your last working day, encashment of eligible leave and any other amounts due, has been computed in accordance with Company policy and will be credited to your registered bank account within the period stated in the settlement statement, after adjustment of any recoveries. Your Form 16 for the current financial year will be issued after the year ends.
We record that you have returned all Company property in your possession, including your identity card, access card, laptop and any documents and data belonging to the Company, and that the clearance process across departments has been completed. No dues are pending against you as on the date of this letter.
We remind you that the confidentiality obligations you accepted in your appointment letter continue to apply after your employment ends. You must not disclose or use any confidential information of the Company or its clients that you had access to during your service.
You may contact the Human Resources department for your experience certificate and for any assistance with the transfer or withdrawal of your provident fund balance.
We thank you for your contribution to Company name during your tenure and wish you success in your future endeavours.
Yours sincerely,
Signatory name
Signatory title
Company name
What to get right
Issue the letter on the last working day, or within a few days of it. The new employer usually cannot complete onboarding without it, and delay creates ill will and complaints.
Do not withhold a relieving letter to force the employee to serve notice or repay dues. Deduct what is lawfully due in the settlement instead, and record it in writing.
Keep the dates consistent: resignation date, last working day and the period of service must match the resignation acceptance and the full and final settlement statement.
State plainly whether any dues are pending. If a recovery is outstanding, say so and describe how it will be adjusted rather than issuing a vague letter that will be questioned later.
Sign it on letterhead with the HR head or an authorised signatory, and keep a copy in the employee’s file with the clearance form and settlement statement.
Questions people ask
Can a company refuse a relieving letter?
No statute compels an employer to issue one, but withholding it without a proper reason is treated as unfair and can invite a complaint to the labour authorities or a civil claim. If the employee has not served notice or owes money, the correct route is to recover it through the full and final settlement, not to hold the letter back.
What is the difference between a relieving letter and an experience certificate?
A relieving letter confirms that the employee has been released from duties on a specific date and that the exit formalities are complete. An experience certificate describes the period of service, the designation held and, usually, the employee’s conduct. Many companies issue both together; the relieving letter is the one the new employer needs first.
When should the full and final settlement be paid?
The Code on Wages provides that wages due on resignation or termination are to be paid within two working days of the last working day, and most companies target thirty to forty-five days for the remaining components such as leave encashment and reimbursements. State the timeline in the settlement statement and in this letter so the employee knows what to expect.
Does the relieving letter need to mention the reason for leaving?
No. It should state that the employee resigned and was relieved on a given date; the reason is not needed and adding it can cause problems. If the employee was terminated, the letter should still be neutral and factual, recording the date of separation and the settlement, without commentary on performance or conduct.
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.
WhatsApp us