What Is a Relieving Letter? Definition, Format and Example
Updated 8 November 2022
During your career, you may seek a career move that provides greater prospects for skill development and competitive pay. When planning to start a new role, it's important to have a formal relieving letter saying that the employer acknowledges your resignation before leaving your current work. Understanding the significance of a relieving letter is essential in your career path. In this article, provide a definition a relieving letter, list the components of the letter, explain its importance, review the format and give an example you can refer to.
What is a relieving letter?
A relieving letter is an official document an organisation supplies to an employee stating that their notice period has ended. The employer issues a relieving letter to an employee after they leave an organisation. The letter also indicates that the employee has left the prior employer after fulfilling all the appropriate requirements. The letter says that they've resigned from the position and that the organisation has concluded its former responsibilities. A formal release letter may also include other important employment information, such as the employee's start date, job description and accomplishments.
On the last day of work, the employer usually issues a relieving letter on the company's letterhead. Also known as an experience letter, a relieving letter is a necessary document for joining other firms. When you wish to join another firm, you can provide tangible documentation that you've properly resigned from the prior employment.
Components of a relieving letter
You may consider the following components when looking at your relieving letter:
Date of publication
There's usually a date at the top of the page. This way, the employer may document the day they delivered the letter. A new employer can use this date to confirm that you're available to start a new role.
Information about the employee
The employer typically includes your contact information under the issuing date. They generally share information on the individual who's leaving the firm. Contact information for employees includes their complete name, job title and role description, department or team and firm name.
Topic and greeting
A brief, informative and concise subject line aids in clearly stating the aim of the letter. You can expect the subject to be Relieving letter. The employer may also add your name in the subject or topic line. For instance, they can write Sophia Lim: Relieving Letter' or 'Relieving Letter for Sophia Lim. The employer would typically use an introductory greeting to begin a professional correspondence. As an example, they may write Dear Sophia, Dear Mrs. Lim or Dear Sophia Lim.
Information on the employee's resignation
After the initial greeting, the letter informs the reader that the organisation has acknowledged and confirmed an individual's official resignation from their existing position in the first paragraph. You can ensure that they specifically mention your position within the company. It's also critical to ensure that the employer incorporates your last day of work.
Confirmation and gratitude
You can expect to receive the appreciation and assurance portions in the later sections of the relieving letter. The employer may communicate that you can expect to receive your final payout on a specified date in the assurance section. Following that, they may attach an appreciation note in which they praise you for your efforts and highlight the valuable contributions you gave to the organisation.
Another key aspect of professional letters is the concluding greeting. The employer typically uses a sign-off and provides their email signature below it. The goal is to inform you who sent the resignation letter. You can expect to see their full name, role title, organisation name and signature date underneath the signature.
What is the significance of a relieving letter?
A relieving letter is an essential document in almost every industry since it performs the following:
demonstrating that you've fulfilled the necessary notice period that followed the submitted resignation letter
clearly stating that you've gracefully and officially resigned from your role
explaining that you're no longer liable for your previous responsibilities
affirming that you've no property or data relevant to your previous employer
ascertaining you've received the funds owed to you by the firm
demonstrating to a potential employer that you've officially resigned from your prior employment on good terms and can legally begin employment with them
Relieving letter request example
Below is a sample of a relieving letter request you can refer to:
3 December 2020
513 New Lane
Subject: Sophia Lim - Relieving Letter Request
Human Resources Manager
I'm writing to let you know that I'm looking forward to receiving my release letter. On 1 September 2020, I resigned from the company name and finished all of my requirements. I served a three-month notice period, and my final day of work with the firm was 1 December 2020. I have worked passionately for four years in your organisation and would be thankful if you could accomplish the necessary documentation as soon as possible.
I would appreciate it if you could provide me the letter as soon as possible because I need to submit it to my new employer. I hope you will think about it and get back to me as soon as possible.
Thank you and best wishes,
Relieving letter example
Here's a sample of a corporate relieving letter to help you understand how it may look:
3 December 2020
513 New Lane
Subject: Sophia Lim- Acceptance of Resignation Letter
I am writing to accept your resignation letter dated 29 November 2020. We are disheartened to see you leave our team, but we are certain that you will prosper in your future endeavours. Your resignation will be effective on 10 December 2020.
Before this date, you are to give back the production documentation, camera tools and the business laptop. We have attached all of the essential information you need about your last pay and remuneration. If you have any queries about this, please contact Mr. Tan in the human resources department.
Thank you for your efforts and contributions to Simple Corporation throughout your four years with Simple Corporation. You have been conscientious and honest in your efforts. We sincerely wish you the best of luck in your future endeavours.
Human Resources Manager
3 December 2020
Frequently asked questions about a relieving letter
A relieving letter demonstrates that you've cleared all dues and have no pending work for an organisation. The letter also assists companies in ensuring that the employee who's resigning is entirely released of their obligations and is not retaining any company's data or internal property. Discussed below are some of the most frequently asked questions about a relieving letter:
What is the distinction between an experience letter and a relieving letter?
A relieving letter is a document that an employer gives to an individual after they resign from the company. The human resources department of the corporation validates the employee's resignation letter and records the last date of employment in the relieving letter, whereas the experience letter says what sort of experience the employee has and the time length from beginning to end. It also serves as evidence and helps the individual advance in their job.
What are the ramifications for an employee who did not receive a relieving letter while leaving a job?
Most organisations just perform one level of verification, which is the most recent relieving letter. If you don't have the most current relieving letter, your application to a new role is may be rejected, regardless of whether you're a suitable candidate. The employer has no means of knowing if you no longer have attachments with your prior assignment and if you have any ongoing commitments with your previous employer.
Can an employer refuse a resignation letter?
An employer has the right to refuse to issue a relieving letter, just as they have the right to refuse to issue a relieving and experience certificate. There are instances in which an employer may refuse to accept an employee's resignation. This might be due to the employee failing to complete the notice period or any other issue where the employer can terminate the employee for a specific cause.
The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
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