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Relieving Letter Format: 6 Samples for HR and Employees

Updated

The relieving letter format HR teams use, six samples for different cases, and how it differs from an experience letter.

By · Editorial policy

Job & Office LettersEnglish
Relieving letter format and samples
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A relieving letter format is the standard layout for the letter an employer gives an employee who has resigned and completed the exit process. It confirms that the resignation was accepted and that the employee was relieved from duties on a stated last working day. It includes the employee’s name, employee ID, designation, department, date of joining, date of resignation and last working day, and it is signed by HR on letterhead. New employers often ask for it at joining.

This guide lists what to include, compares it with an experience letter, gives a fill-in version and six samples, including letters employees can send to request one.

Key Takeaways

  • Issue it on letterhead with a reference number, date and HR signature.
  • State the resignation date, acceptance and last working day.
  • Confirm that the employee has handed over duties and company assets, if true.
  • Mention that full and final settlement will be processed as per policy, if it is pending.
  • Keep it factual; performance remarks belong in the experience letter.

What the Relieving Letter Format Includes

DetailExample
Reference number and dateBPS/HR/REL/2026/219, 2 November 2026
Employee name and IDMr. Rahul Deshmukh, Emp. ID BPS-1042
Designation and departmentSenior Software Engineer, Product Engineering
Date of joining12 October 2022
Resignation date3 September 2026
Last working day2 November 2026
Handover and no-duesDuties and company assets handed over
SettlementFull and final settlement as per policy
SignatureHR Manager, name and designation
Relieving letter format: required details

Relieving letter vs experience letter

PointRelieving letterExperience letter
PurposeConfirms exit and release from dutiesConfirms service period and role
IssuedOn or soon after the last working dayOn exit, often together
Key contentResignation, acceptance, last working dayJoining date, leaving date, designation, conduct
Who asks for itNew employer at joiningNew employers, visa and loan processes

Many Indian companies issue both documents together, and some combine them into one letter. Therefore, check which one your new employer needs.

Create a Relieving Letter

This fill-in version follows the standard relieving letter format. Fill in the fields on the right. The letter updates as you type; copy it onto letterhead or save it as a PDF.

[Company name]
[Company address]

Ref: [Reference number]
Date:

To,
[Employee name]
Employee ID: [Employee ID]

Subject: Relieving letter

Dear [Employee name],

This is with reference to your resignation dated [resignation date]. We accept your resignation and relieve you from your duties as [designation] in the [department] department, with effect from the close of business on [last working day].

You joined us on [date of joining]. [We confirm that you have handed over your responsibilities and company assets.] Your full and final settlement will be processed as per company policy.

We thank you for your contribution and wish you success in the future.

For [Company name],
[Authorised signatory]
[HR Manager]

Fill your details

The letter updates as you type. Nothing is saved.

6 Relieving Letter Samples

Each sample below follows the same relieving letter format with small changes for the situation. All companies and people below are fictional. Replace every detail before use.

1. Standard relieving letter

Brightpath Software Pvt. Ltd.
Hitec City, Hyderabad

Ref: BPS/HR/REL/2026/219
Date: 2 November 2026

To,
Mr. Rahul Deshmukh
Employee ID: BPS-1042

Subject: Relieving letter

Dear Rahul,

This is with reference to your resignation dated 3 September 2026. Your resignation has been accepted, and you are relieved from your duties as Senior Software Engineer, Product Engineering, with effect from the close of business on 2 November 2026.

You joined us on 12 October 2022. We confirm that you have handed over your responsibilities and company assets. Your full and final settlement will be processed within 45 days as per company policy.

We thank you for your contribution and wish you the very best.

For Brightpath Software Pvt. Ltd.,
Kiran Rao
Manager, Human Resources

2. Relieving letter after notice period buyout

Northstar Consumer Goods Ltd.
Andheri East, Mumbai

Ref: NCG/HR/REL/2026/88
Date: 15 October 2026

To,
Ms. Pooja Iyer
Employee ID: NCG-3310

Subject: Relieving letter

Dear Pooja,

With reference to your resignation dated 1 October 2026 and your request for early release, the management has agreed to relieve you on 15 October 2026. The shortfall in notice period will be adjusted in your full and final settlement, as per policy.

You served as Assistant Brand Manager from 4 January 2023 to 15 October 2026.

We wish you success in your future endeavours.

For Northstar Consumer Goods Ltd.,
Farah Khan
Head, Human Resources

3. Relieving letter for a school teacher

Sunrise Public School
Vaishali Nagar, Jaipur

Date: 31 October 2026

To,
Ms. Pooja Sharma
PGT (English)

Subject: Relieving order

Dear Madam,

Your resignation dated 1 October 2026 has been accepted by the management. You are relieved from your duties as PGT (English) with effect from 31 October 2026 (afternoon).

You have handed over the answer scripts, library books and class records. We appreciate your service since 1 April 2023.

Principal
Sunrise Public School

4. Short relieving letter (email format)

Subject: Relieving letter: Aisha Khan, Graphic Designer

Dear Aisha,

This is to confirm that your resignation dated 1 October 2026 has been accepted and you are relieved from Pixelcraft Studio LLP as Graphic Designer with effect from 31 October 2026. You joined us on 16 November 2024.

The signed relieving letter and experience letter are attached as PDFs.

Best wishes,
Varun Kale
Studio Manager

5. Employee request for a relieving letter

Subject: Request for relieving letter

Dear HR Team,

My last working day at Apex Healthcare was 31 October 2026 (Emp. ID AH-2231). I have completed the handover and exit formalities.

My new employer needs my relieving letter by 10 November 2026. Kindly issue it along with the experience letter at the earliest.

Regards,
Siddharth Bose
Mobile: 98XXXXXX22

6. Reminder when the relieving letter is delayed

Subject: Reminder: relieving letter pending since 31 October

Dear Ms. Arora,

I left Apex Healthcare on 31 October 2026 after serving my full notice period and completing all exit formalities. I requested my relieving letter on 1 November but have not received it yet.

Kindly issue the letter within the next five working days or let me know if anything is pending from my side.

Regards,
Siddharth Bose

When HR Issues the Relieving Letter

The relieving letter format is used only after the exit steps below are complete.

StepWhat happens
1. ResignationEmployee submits resignation; notice period begins
2. AcceptanceManager and HR accept and confirm the last working day
3. HandoverDuties, files and company assets are handed over
4. ClearancesIT, finance, admin and library clearances completed
5. Relieving letterIssued on or after the last working day
6. Full and final settlementSalary dues, leave encashment and deductions settled as per policy
Exit process and the relieving letter format

Tips for HR Teams

  • Use one template. A fixed relieving letter format keeps every letter consistent and easy to verify.
  • Issue it with the experience letter. Employees usually need both at the same time.
  • Keep a copy in the employee file. Verification agencies may call months later.
  • Share a PDF by email. Employees can forward it to the new employer quickly.

Mistakes to Avoid

  • Wrong last working day. New employers check this date against joining dates.
  • Missing employee ID. It helps verification calls.
  • Adding negative remarks. Keep the relieving letter factual.
  • Delaying without reason. A delayed letter can hold up the employee’s new job.
  • No signature or letterhead. These make the letter valid for verification.

Related Office Formats

Issue an experience letter along with the relieving letter. New employers send an offer letter, and employees report with a joining letter. For interns, use the internship certificate format.

Frequently Asked Questions

What is a relieving letter?

It is a letter from an employer confirming that an employee’s resignation was accepted and that the employee was relieved from duties on a stated last working day.

What should a relieving letter format include?

Reference number, date, employee name and ID, designation, department, date of joining, resignation date, last working day, handover confirmation, settlement note and HR signature.

Is a relieving letter the same as an experience letter?

No. The relieving letter confirms exit; the experience letter confirms the service period, role and conduct. Many companies issue both together.

When is a relieving letter issued?

Usually on or soon after the last working day, once handover and clearances are complete.

Can a company refuse a relieving letter?

Companies may hold it until exit formalities are complete. If it is delayed without reason, write to HR with your details and a polite deadline, and keep a record of your emails.

Does the relieving letter mention salary?

Usually not. It may note that the full and final settlement will be processed as per policy.

Final Check

Before issuing a letter in this relieving letter format, verify the dates, employee ID, designation and signature. More workplace formats are in our office letters section.

Related letters