Experience Letter Generator

In practice the names overlap, and many companies issue one combined letter at exit. Whatever you call it, a hiring company or visa officer reads it for the same things: dates, roles and who confirms them.

• Name and employee ID, with the name as on the employee's PAN and Aadhaar.
• Joining date and last working day, matching payroll and EPF records.
• Designation history with dates. If the person was promoted, list each title with its period. Showing only the final title understates experience and can confuse a verifier who calls about the earlier role.
• Department and employment type: full-time, part-time, contract or fixed-term.
• Main responsibilities in three or four lines, if your policy allows it. These help with job applications abroad, where duties often matter more than titles.
• A named signatory and a verification contact.

Leave salary out by default. Some immigration and skills-assessment bodies ask for salary or weekly hours; add those only when the employee requests them for that purpose.

The generator above writes the short "To Whomsoever It May Concern" version: one role, the dates and a line describing the employee as sincere and hardworking. The sample below is a neutral, factual version. It adds the employee ID, every designation with its dates, employment type, main responsibilities and a verification contact, and it makes no comment on conduct, so you can use it for any departure.

When an employee left after a performance issue, a dispute, or without serving notice, the experience letter still has to be accurate. The safest approach is to state facts and leave out opinions.

• Keep: dates, designations, department, employment type and responsibilities. These come from records and can't be argued with.
• Drop: the conduct line. Leaving out "sincere and hardworking" is neutral. Writing something you don't believe is a misstatement a future employer may rely on.
• Don't add: the reason for leaving, disciplinary history or pending recoveries. Those belong in your internal records and, if needed, in a separate communication with the employee.
• Be consistent: use the same factual template for every leaver, so a missing conduct line isn't read as a coded warning.

If a matter is under legal dispute, have the letter checked by your legal adviser before you issue it.