What is a Relieving Letter? What is its Importance?

Format and More

OR

Relieving Letter - Format, Definition, Importance,

Example, and More
If your employee is planning to switch his/her job, being an HR or the Operations
Manager of the company you need to provide several documents to that employee.
Among several documents or letters, one of the most important letters that a candidate
asks for is the Relieving Letter. This document proves that the particular employee has
completed all the required roles and responsibilities in their previous employment.

Generally, the HR Manager of the organization issues this letter. However, if you are
new to this, and you don’t know what a relieving letter is and how to write one, don’t
worry, this blog will give you every necessary information about this letter.

What is a Relieving Letter?

A Relieving Letter is an official document issued to an employee who is leaving the

organization and has finished serving the notice period. It states that the employee has
been relieved from all his roles and responsibilities and has finished all the required
formalities in his previous employer.

Typically these letters are printed on the organization’s letterhead and are issued to the
employee on the last working day. There are various HRMS Softwares in India that offer
ready-to-use HRMS letters that just require you to download, edit and print.

Important Details in a Relieving Letter

1. Date of Issuance

The date of issuance of the letter is the very first section in it and it should be written on
the top. The date helps to avoid any future dispute.

2. Employee Details

Following the date, the letter should contain the details of the employee resigning from
the company like full name, employee ID, designation, department, and the
organization’s name.

3. Subject

This part should define the purpose of the letter in just one line. Or else in the subject
line, you can just directly write “Relieving Letter”.

4. Salutation

This section contains the employee’s name preceded by a formal salutation.

5. Employee’s Resignation Details

This section contains information regarding the employee's resignation and whether or
not it was accepted by the company. It also specifies the date on which the employee
offered his/her resignation and the date on which the person's employment will end.

6. Formalities and Appreciation

The second paragraph of this letter format should ensure the employee that they will be
paid in full and final within a certain time frame. Following the assurance, express
gratitude for the employee's services to the company and wish them well in their future
endeavors with a word of appreciation.

7. Signature
After finishing the main body, end the letter format with “sincerely” and sign the letter
with the employer's name, designation, and issuing date.

As we said, the relieving letter is very crucial for the person who’s planning to change
the organization. Know why? Read further to know the importance.

Importance of a Relieving Letter

- If you plan to start a new job, your new company will most certainly request your
relieving letter. Failure to deliver it could compromise your chances of being hired by
them.
- When you are starting your new job, this document will prove that you have left the
previous employer you worked for.
- It will also show that you are no longer linked with your former organization because
you have completed all of your services and paid all of your dues.
- It will also ensure your future employer that you do not have any corporate data or
proprietary information.

How to Write a Relieving Letter?

As previously stated, this letter is a formal document provided to employees when they
accept their resignation and are relieved of all responsibilities. Here are some key points
to keep in mind while creating it:

- Always issue the letter on the company's letterhead.

- Unless the employee specifies a specific name, the best salutation is "To Whomsoever
It May Concern."
- You should specify whether or not an employee's resignation was accepted, as well as
their title.
- Include the dates of your employment and resignation.
- The letter's tone should be formal and courteous.
 Download Relieving Letter Format

You can download the Relieving letter in the following formats

Live Edit Download Word Download PDF

Letter of Relieving Format

Date [DD/MM/YY]

Employee's Name

Employee ID

Employee Designation

Subject

Salutation [MR./Mrs./Miss/Ms.] [Name]

The acceptance of resignation, the employee's designation, and the date on which the
employee will be freed of all tasks are all stated in the body of the letter.

Thank the employee for his or her contributions to the company's growth and wish
them the best of luck in their future endeavors. Ascertain that the employee receives
the final settlement within a specific time frame.

Employer's signature and name

Letter of Relieving Example

16/09/2020
 Neil Shah

AR101011

Digital Marketing Specialist

Marketing Department
Artoon Solutions

Subject - Relieving Letter

Dear Neil

With reference to your resignation email dated 16/07/2020, you are hereby relieved
from all your roles and responsibilities with effect from 17/09/2020. We confirm that
you have been working with Artoon Solutions as a Digital Marketing Specialist from
1/01/2017 to 16/09/2020.

We would like to assure you that you will get your final settlement within 30 days. We
would like to thank you for your tremendous contribution to Artoon Solutions
throughout the course of your employment and wish you all the best for all your
future endeavors.

Sincerely

Signature
Palak Patel
HR Manager

Conclusion

Many employees come and leave the organization due to any possible reason. Writing
the letters every time a candidate leaves the organization is a bit boring and time-
consuming. Our HRMS software has an HR toolkit that contains several ready-to-use HR
letters that you can use with just one click. Also, there is a live edit feature using which
you can even save time by avoiding downloading the letters. You can just click the live
edit button and the letter is ready to be customized as per your requirement.
Ultimate Business Systems is an HRMS software that helps SMEs generate customizable
HR letters like relieving letters, offer letters, appointment letters, and more. That’s not
it, UBS also is a Payroll Software along with the PMS and chat feature that helps
businesses smoothly run and manage their business operations. Still, don’t just take the
words, book the live demo for free and experience the best ever HRMS experience.

Meta Description - Relieving letter is a document issued to an employee who is

leaving the company and has finished the notice period. Read to know more.

Format 1

Company Name

Company Address

Date

Relieving Letter
Dear [name of the Employee],

This is in response to your resignation letter, which you sent on [Date] . We'd like to
let you know that our management has accepted your resignation, and you'll be
released of your responsibilities as of [end date].

Please visit the clearance department to have your documents verified so that you can
obtain your full and final payment within [state the clearance time frame]. We are
grateful for all of your efforts to the organization and wish you the best of luck in your
future pursuits.

Regards,

Name of the HR Manager

[Signature]

Designation

Format 2
[Date]

To,

[Employee Name]

[Designation]

Subject - Employment Relieving Letter

Dear [Employee Name],

This is in response to your resignation letter no. Dated___________, in which you

requested to be released from the organization's services on Date___________.

After serving a one-month notice period, we hereby certify your resignation and
hereby issue the relieving letter for your services to the company, with effect from the
closing office hours of Date__________.

We also verify that the organization has received and processed your full and final
account payment. We appreciate your commitment to the company/organization, and
we wish you the best of luck in your future efforts.

Organization Name

________________

Yours Sincerely

[Your Name]

[Designation]

Format 3

Date
Name of the Organization
Address

Name of the Employee

Designation
Department

Dear ____ (Employee Name),

This letter/email confirms and accepts your resignation letter dated [mention the
date] for the [job role] at [company name], effective from [mention the date] .

Please return the corporate property as soon as possible, preferably before or on the
last working day in the organization, and we have attached documents for departing
employees regarding employee perks, final payments, and benefit coverage, among
other things. If you have any questions, please contact the Human Resources
department at [email] and [contact number].

Thank you for taking the time to work with us at [company name]. We hope for the
best for your career.

Sincerely,
HR Manager’s Name
Signature