Experience Letter Format: 8 Samples for Employers and HR
Updated
A complete experience letter format for Indian employers, 8 ready samples for different roles and a fill-in version HR teams can print on letterhead.
An experience letter format is the standard layout employers use to confirm that a person worked with them, in which role and for how long. It sits on company letterhead and states the employee’s name, ID, designation, joining date and last working day, followed by a short note on conduct and the signature of an authorised signatory.
This guide gives HR teams and managers a ready format, 8 samples for common roles and a fill-in version you can print. Employees can also use it to check that their own letter carries every detail a new employer will look for.
Key Takeaways
- Print the experience letter on company letterhead and have an authorised person sign it.
- Always include full name, employee ID, designation, department, joining date and last working day.
- Keep the conduct remark factual and positive; avoid promises you cannot stand behind.
- An experience letter confirms service; a relieving letter confirms exit formalities. Employees often need both.
- Background verification teams compare these dates with payroll and PF records, so they must match exactly.
What Is an Experience Letter?
An experience letter, also called an experience certificate or service certificate, is an official document that proves a person’s employment history. New employers, background verification (BGV) agencies, universities and visa offices ask for it because it confirms what a CV only claims.
In India, most companies issue it as standard HR practice when an employee leaves. In some cases the law also backs this up. For example, the Kerala Shops and Commercial Establishments Act requires employers to issue a service certificate within seven days of an employee’s request, and other state laws carry similar provisions. Hence, it is safer to treat the experience letter as a routine exit document rather than a favour.
Experience Letter Format: Parts and Order
Use this experience letter format for every employee so that your letters look consistent. The table lists each part in the order it should appear.
| Part | What to include |
|---|---|
| Letterhead | Company name, logo, registered address, CIN or GSTIN if used on letterhead |
| Reference number and date | Internal reference such as HR/EXP/2026/114 and the issue date |
| Heading | “Experience Letter” or “To Whom It May Concern” |
| Employee details | Full name, employee ID, designation, department |
| Service period | Date of joining and last working day, written in full |
| Role summary | One or two lines on responsibilities (optional) |
| Conduct remark | A factual line on performance and conduct |
| Closing wish | A short line wishing success |
| Signature block | Name, designation, signature and company seal |
Which details do background checks verify?
BGV agencies usually match three things against your payroll and provident fund records: the employee ID, the joining date and the last working day. Therefore, copy these from the HRMS rather than typing them from memory. A mismatch of even one day can delay an offer at the new company.
Create an Experience Letter in 60 Seconds
Fill in the employee details below. The letter updates as you type. Then copy it into your letterhead template or print it directly.
[Company name]
Date:
EXPERIENCE LETTER
This is to certify that [employee name] (Employee ID: [ID]) worked with [Company name] as [designation] in the [department] department from [joining date] to [last working day].
During this period, [employee name] was sincere, hardworking and professional, and maintained good conduct throughout the tenure.
We wish [employee name] success in all future endeavours.
For [Company name]
[Authorised signatory]
[Designation]
Tip: after copying, paste the text below your letterhead and add the reference number your HR team uses.
8 Experience Letter Samples
Each sample uses the experience letter format above, adapted to a different role. Replace the names, IDs and dates, and remove the role summary if your company prefers a shorter letter.
Sample 1: Standard experience letter format
BrightPath Solutions Pvt. Ltd.
Ref: HR/EXP/2026/041
Date: 30 September 2026
TO WHOM IT MAY CONCERN
This is to certify that Mr. Rahul Mehta (Employee ID: BP1187) worked with BrightPath Solutions Pvt. Ltd. as Senior Executive – Operations from 1 June 2022 to 29 September 2026.
During his tenure, he handled vendor coordination and daily reporting. We found him punctual, reliable and professional.
We wish him every success in his career.
For BrightPath Solutions Pvt. Ltd.
Anita Desai
HR Manager
Sample 2: Experience letter for a software engineer
CodeNest Technologies LLP
Date: 15 October 2026
EXPERIENCE LETTER
This is to certify that Ms. Pooja Iyer (Employee ID: CN-2045) worked with us as Software Engineer in the Product Engineering team from 3 January 2023 to 14 October 2026.
Pooja developed and maintained backend services in Java and Spring Boot. Additionally, she mentored two junior developers. Her technical skills and teamwork were consistently strong.
We wish her the very best for the future.
For CodeNest Technologies LLP
Karthik Raman
Head – People Operations
Sample 3: Experience letter for a school teacher
Sunrise Public School, Jaipur
Date: 31 March 2027
EXPERIENCE CERTIFICATE
This is to certify that Mrs. Kavita Sharma worked in our school as TGT (English) from 1 April 2021 to 31 March 2027.
She taught English to Classes VI to VIII and served as class teacher of Class VII-B. Moreover, she coordinated the annual debate competition for three years. Her conduct was exemplary.
We wish her success in her future assignments.
Principal
Sunrise Public School, Jaipur
Sample 4: Experience letter for a sales executive
Greenleaf Consumer Products Ltd.
Date: 10 November 2026
TO WHOM IT MAY CONCERN
This is to certify that Mr. Imran Qureshi (Employee ID: GL-7731) worked with us as Sales Executive, Western Region, from 5 August 2021 to 9 November 2026.
He managed a territory of 120 retail outlets in Gujarat and met his quarterly targets consistently. His conduct during the tenure was good.
We wish him all the best.
For Greenleaf Consumer Products Ltd.
Regional HR Manager
Sample 5: Experience letter for an accountant
Mehta & Associates, Chartered Accountants
Date: 1 December 2026
EXPERIENCE LETTER
This is to certify that Ms. Sneha Kulkarni worked with our firm as Accounts Executive from 15 July 2023 to 30 November 2026.
She handled GST returns, TDS filings and bank reconciliations for our clients. Furthermore, she was accurate and meticulous in her work.
We wish her success in her future endeavours.
For Mehta & Associates
CA Nikhil Mehta, Partner
Sample 6: Experience letter for a nurse
City Care Multispeciality Hospital, Lucknow
Date: 20 January 2027
EXPERIENCE CERTIFICATE
This is to certify that Ms. Reena Thomas (Staff ID: CC-N-318) worked in our hospital as Staff Nurse in the Medical ICU from 1 February 2022 to 19 January 2027.
She was sincere, compassionate and followed all clinical protocols. Her conduct and character were good.
We wish her a successful career ahead.
Nursing Superintendent
City Care Multispeciality Hospital
Sample 7: Experience letter for an intern
Pixel Media Studio
Date: 31 July 2026
INTERNSHIP EXPERIENCE LETTER
This is to certify that Mr. Aditya Nair, a student of B.Com (Hons) at St. Joseph’s College, Bengaluru, completed an internship with us as Marketing Intern from 1 May 2026 to 31 July 2026.
During the internship, he managed social media calendars and prepared campaign reports. He was enthusiastic and eager to learn.
We wish him success in his studies and career.
For Pixel Media Studio
Founder
Sample 8: Experience letter for a driver or support staff
Shree Ganesh Logistics
Date: 5 February 2027
EXPERIENCE CERTIFICATE
This is to certify that Mr. Ramesh Yadav worked with us as Driver (LMV) from 10 March 2020 to 4 February 2027.
He drove company vehicles safely and maintained daily logbooks. Additionally, he was honest and punctual throughout his service.
We wish him all the best.
Proprietor
Shree Ganesh Logistics
Experience Letter vs Relieving Letter
Employees and HR teams often confuse the two documents. However, each one proves something different, and new employers frequently ask for both.
| Point | Experience letter | Relieving letter |
|---|---|---|
| Purpose | Proves the service period and role | Confirms resignation acceptance and exit clearance |
| Key content | Designation, dates, conduct remark | Resignation date, acceptance, dues settled, handover done |
| Issued | On or after the last working day, or on request | On the last working day, after clearance |
| Who asks for it | BGV agencies, visa offices, universities | New employer’s HR at joining |
| Can be combined? | Yes, some companies issue one “experience and relieving letter” | Yes, same as left |
Mistakes HR Teams Should Avoid
- Wrong dates. Copy joining and exit dates from payroll, not from memory.
- Missing employee ID. BGV agencies rely on it to match records.
- Plain paper. An experience letter format printed without letterhead and seal often fails verification.
- Negative remarks. Keep remarks factual; disputes belong in separate HR correspondence, not in the certificate.
- Unauthorised signatory. Only HR heads, directors or designated managers should sign.
How Employees Can Request an Experience Letter
If your employer has not issued the letter, send a short written request to HR and share this experience letter format as a reference. Mention your employee ID, designation, joining date and last working day, and ask for the letter on letterhead with signature and seal. Consequently, HR has everything needed to process it quickly.
Keep a copy of your request email. If the delay continues, escalate politely to your former manager. For other workplace letters, browse our job and office letters, or create one instantly with the Letter Generator. Students writing to school can use our sick leave application and informal letter format guides.
Frequently Asked Questions
What is an experience letter format?
It is the standard layout for a document that confirms a person’s employment. It includes company letterhead, date, employee name and ID, designation, service dates, a conduct remark and the signature of an authorised signatory.
Who signs an experience letter?
In the standard experience letter format, an authorised person signs it, usually the HR manager, a director or the head of the department. Many companies also add the company seal.
Is an experience letter the same as an experience certificate?
Yes. Companies use both names for the same document. Some also call it a service certificate.
What is the difference between an experience letter and a relieving letter?
An experience letter proves your role and service period. A relieving letter confirms that the company accepted your resignation and completed exit formalities.
Can an employer refuse to give an experience letter?
Employers generally issue it as standard practice, and some state Shops and Establishments laws, such as Kerala’s, require a service certificate on request. If a company refuses, request it in writing and keep a record.
Should an experience letter mention salary?
Usually not. Salary details go in a salary certificate or payslips. Mention salary only if the employee specifically requests it for a visa or loan and your policy allows it.
Can an intern get an experience letter?
Yes. Companies issue an internship certificate or internship experience letter with the internship dates, role and a short remark.
Final Checklist Before You Issue the Letter
Before signing any letter based on this experience letter format, check the name spelling, employee ID, designation and both dates against payroll records. Then print the experience letter format on letterhead, sign it and add the seal. Finally, share a scanned PDF by email and keep a copy in the employee file, as future verification requests will come to you. More templates are on the Local Letter homepage.