Meaning & Definition
A relieving letter, also known as an experience letter or a service certificate, is a formal document issued by an employer to an employee when they leave their job or resign from their position. This letter serves as an official confirmation of the employee’s departure from the organization and typically includes important details about their employment history with the company.
Key components of a relieving letter may include:
- Employee Details
The employee’s full name, employee ID, and job title or designation.
- Employment Dates
The letter should specify the dates of the employee’s tenure, including the joining date and the last working day.
- Job Responsibilities
A brief description of the employee’s job role and responsibilities during their time with the company.
- Performance and Conduct
Some relieving letters may include a statement about the employee’s performance and conduct during their employment, which can be positive or neutral.
- Notice Period
The letter may mention whether the employee served the required notice period or was exempt from it.
- Exit Date
Confirmation of the employee’s last working day.
A statement acknowledging the employee’s contributions to the organization, if applicable.
- No Objection or Liability
A statement indicating that the employee has been relieved of their duties and responsibilities with the company and that the organization has no objections or claims against the employee.
- Company Seal and Signatures
The relieving letter is usually signed by the appropriate company authorities, such as HR personnel or the immediate supervisor. It may also bear the company’s official seal or stamp.
Relieving letters serve several purposes:
They provide a formal record of the employee’s work history with the organization, including the dates of employment and job responsibilities.
- Proof of Employment
Relieving letters are often required by future employers as proof of the candidate’s prior work experience and to verify the details mentioned on the candidate’s resume.
- Legal Requirement
In some regions, providing a relieving letter is a legal obligation to ensure that the employee’s exit is following labor laws and regulations.
- Smooth Transition
They help in facilitating a smooth transition for the departing employee and offer closure to both the employer and the employee.
Relieving letters are generally considered essential documents for employees seeking new job opportunities, so employers are typically expected to provide them when an employee resigns or leaves the organization. It’s essential for both employers and employees to maintain professionalism during the exit process, and the issuance of a relieving letter is a standard part of that process.