Relieving Letter Format

By the MuftTools teamUpdated October 2026How we check

What a relieving letter does

A relieving letter closes the employment on paper. It tells the employee, and anyone they show it to later, that their resignation was accepted and that they were relieved from service on a particular day. New employers and background verification agencies often ask for it before or soon after joining, because it shows that the person has left their previous job properly and is free to join.

The format above opens with the relieving letter selected. Fill in the employee's details and the dates, and the letter is ready to print on your letterhead or download as a PDF or Word file.

The lines a relieving letter normally has

1. Reference to the resignation. "This is with reference to your resignation letter dated …" ties the letter to the employee's own request.
2. Acceptance and the relieving date. The resignation has been accepted and the employee is relieved "at the close of working hours" on the last working day.
3. Period of service and designation. Joining date, last working day and the designation at exit. The tool works out the total service.
4. Notice period. Served in full, waived by the company, or the shortfall settled as per the terms of employment. You can also leave this out.
5. Full and final settlement. Completed, or being processed. Choose the one that is true on the day you sign.
6. Handover. An optional line confirming that company property and documents were handed over.
7. Confidentiality reminder. An optional line that the employee's confidentiality obligations continue.
8. Signature. "For" the company, then the name and designation of the HR head or another authorised person, with the seal if you use one.

Relieving letter or combined letter?

Some companies send two letters on the last day: a relieving letter and a separate experience certificate. Others send one "relieving and experience letter" that does both jobs. The combined format in this tool adds the promotions, main responsibilities and a conduct line to the relieving wording. Either is fine; what matters is that the dates and designation match your records.

Common mistakes

• Wrong last working day. Use the day the employee actually stopped working, not the date the resignation was accepted.
• Saying the settlement is complete when it is not. If dues are still being worked out, choose "Being processed".
• Missing the resignation date. Without it, the letter reads like a termination. Always refer to the employee's resignation letter.
• No signatory name. A signature without a printed name and designation is hard to verify later.

On timelines for final wages, section 17(2) of the Code on Wages, 2019 says wages due to an employee who resigns shall be paid within two working days of the resignation. Check with your payroll or legal adviser how this applies to your case; this page is a format only.

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Need more options? Open the full Experience Letter Generator.