What is relieving letter?

A relieving letter is a formal document issued by an employer to an employee who has formally resigned from their position in the organization. Usually, relieving letter is provided in case of a voluntary exit, stating that the resignation has been accepted with terms of exit. 

This letter serves as proof that the employee has been officially relieved from their duties and responsibilities and that they have completed all necessary formalities related to their exit. It essentially confirms that the employee no longer has any binding or association with the previous employer.

What are the purposes of a relieving letter?

Proof of employment termination

The letter verifies that the employee has left the previous company and is not holding any position there.

No dues

It confirms that the employee has settled all their dues, completed all assignments, and returned any company assets they had in possession.

Future employment

Many employers require new joiners to provide a relieving letter from their last employer to ensure that the employee has properly ended their previous employment.

When is a relieving letter issued?

A relieving letter is issued after an employee has officially resigned and completed all exit procedures within the organization. It acts as confirmation that the employee has successfully concluded their responsibilities and is no longer associated with the company.

Typically, a job relieving letter is issued in the following situations:

• The employee submits a formal resignation letter
• The employee completes the notice period
• All knowledge transfer and task handovers are completed
• Company assets such as laptops, ID cards, or documents are returned
• Exit formalities and clearances are finished

In many organizations, the relieving letter format includes details such as the resignation acceptance, last working day, and confirmation that the employee has been formally relieved from duties. Most companies provide this letter on the last working day or within a few days after the employee exits the organization.

What details does a relieving letter contain?

A relieving letter follows a formal structure and contains specific details to confirm the employee’s departure from the company. While the relieving letter format may vary slightly between organizations, most letters include the following information:

• Company name, logo, and official letterhead
• Date of issuing the letter
• Employee’s full name and designation
• Department or employee ID (optional)
• Date of joining the company
• Resignation submission date
• Confirmation that the resignation has been accepted
• Last working day of the employee
• Statement confirming that the employee has been relieved from their duties
• Confirmation that the employee has completed all exit formalities and returned company assets
• A note stating that there are no pending dues or obligations
• Signature and designation of the HR manager or authorized representative

These elements ensure that the job relieving letter serves as an official proof of employment closure and helps employees present valid documentation to their future employers.

When may a company not issue a relieving letter?

Although most companies provide a relieving letter after an employee resigns, there are certain situations where an organization may refuse to issue one.

Some common reasons include:

• The employee absconds from the job without serving the notice period
• There are pending dues or unresolved financial obligations
• Company assets such as laptops or equipment have not been returned
• The employee has violated company policies or confidentiality agreements
• There are disciplinary or misconduct issues

In such cases, instead of issuing a job relieving letter, the employer may issue a termination letter or disciplinary notice. Completing all exit formalities and following company policies helps ensure that employees receive their relieving letter sample or official letter without complications.

How to request a relieving letter?

Employees can request a relieving letter from their HR department if it has not been provided after their last working day. A simple and professional request is usually sufficient.

To make a relieving letter request, employees should:

1. Send a formal email to the HR department or reporting manager
2. Mention the date of resignation and last working day
3. Confirm that they have completed the notice period
4. Request the job relieving letter for employment records

A typical relieving letter request email can be short and professional, asking HR to issue the document for future employment or verification purposes.

Difference between relieving letter and experience letter

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Relieving letter format - learn how to write one for employees

Here is a common relieving letter format that you can edit as per your requirements.

What to do if company is not giving relieving letter?

You can do the following:

• Request your HR and other people in the management to send it 
• If you don’t see a valid reason in them delaying or not giving your relieving letter, you can take legal action.

Is a relieving letter mandatory in India?

A relieving letter is not legally mandatory under Indian labor laws. However, it is widely used in corporate HR processes and is considered an important employment document.

Many organizations require employees to submit a relieving letter from their previous employer before joining a new job. This ensures that the employee has properly completed their notice period and does not have any ongoing obligations with the previous company.

For this reason, companies generally provide a relieving letter format or official document once an employee completes all exit formalities.