A relieving letter is a simple document issued by the employer to the person who wishes to leave the organization. First, the employee is required to serve his notice period according to the company’s policy after the resignation. So, this relieving letter is basically a formal letter saying that the employee’s resignation has been accepted and now he is relieved from his roles & responsibilities. This letter is also termed as an experience letter, which the employee requests in order to give proof of his services.
It is also documented proof that the person has left the company without causing any negative issues. It also indicates that there are no overdue duties for the employee, and he is finally relieved!
What Does a Relieving Letter Contain?
A relieving letter’s format is quite simple, but still many people feel difficulty in creating a professional letter. However, following the right format is essential as it contains the employee’s joining date, his roles and responsibilities, last working day, and other additional details that might help him get an offer letter from the new company.
What is a Proper Format of a Relieving Letter?
Many professional organizations provide a relieving letter on their own. But many companies still wait for employees’ requests to issue the letter. So, if you need that letter for your new company, make sure it is written professionally and has a very formal tone.
Have a look at the professionally created relieving letter:
Respected (Sir/ Madam/):
With reference to my resignation from your company ____, I am writing this letter to request my relieving letter. I have resigned from the company on date___ and fulfilled all my roles and responsibilities. I have also served the notice period of 15 days, and my last working day will be on date___.
My managers and teammates know that I have always performed my duties with sheer dedication during the job. So, I will be very grateful if you accept my request of issuing a relieving letter.
I would appreciate it if you provide me with the letter as soon as possible because I have to submit it to my new company. I hope you will consider my request.
Thank you and regards!
Why Do You Need a Relieving Letter?
Every company needs written proof of your job responsibilities and working hours at your previous company. When they do not get that proof, it’s unlikely for them to appoint you to a senior position.
That’s why having a relieving letter is extremely important. Here are some more reasons to get a relieving letter from your company.
- A relieving letter is professional proof that you have left the previous organization and now you are not performing any of your duties.
- A relieving letter is also a document containing a quick description of all the roles and responsibilities. The letter says that you have done your job well, and there were no loopholes, the admin was happy with your work, and they are happily recommending you for the new organization.
- If you are going to work in a highly professional company, they must need something as assurance that you are the right person for the job.
What to Do if Your Organization is Not Providing a Relieving Letter?
In case your organization is still not providing you a relieving letter after accepting the resignation letter, then it’s time to follow the next steps for quick clearance.
- Drop an email to the authorities and mention all your concerns. Highlight your tenure and if needed, mention your supervisor as well.
- Send the email to the HR department and remind them about your letter if they are not taking any action
- Make sure you are done with all the responsibilities and formalities. And if not, then ask politely if there is something pending and blocking the issuance of a relieving letter.
- Also save your payslip, receipts, and other screenshots regarding your duties if you are not getting the letter.
- Visit the HR office and ask directly
- Send them reminder emails after every 2,3 days, and make sure the communication is ongoing.
- If they are not giving you a hard copy, request them to issue it in emails.
How to Create a Professional Relieving Letter?
Whether you are an employee or associated with the HR department, you must know how to create a professional relieving letter so you can have a document containing your roles in a formal manner.
- The relieving letter must be issued on the letterhead of the organization.
- Usually, the relieving letter should be addressed as, “To whom it May concern” unless there is a specific employee who needs to be addressed in the letter.
- It’s important to give the reference of a resignation letter of the employee and remind them the letter has already been accepted by the authorities.
- It’s also important to mention the last post of the employee for further clarity.
- Make sure the letter is written in a positive manner and has a formal tone by giving all the credits to the employee for his duties.
- Mention joining date and overall tenure of the person as it helps an employee to start from new dates in the next company.
- The letter must end with a positive note and also wishing the person good luck for his future endeavors.
- The letter should be in simple English language and must be written professionally.
- The relieving letter should be free from slang words.
A relieving letter is important to get from your previous organization especially if your new organization is more professional and strict in terms. This letter would help reveal your true potential and they will be able to know that you are no longer engaged with your previous company.
So, if your company is not issuing the letter, make sure you know all the tips to get it and understand the importance of a relieving letter so you could start fresh in the new company without any worries or hassles.