Relieving Letter Generator

A relieving letter confirms three things: the employee resigned, the company accepted the resignation, and the employee was released from duty on a stated date. An experience letter describes the work itself: designation, tenure and sometimes responsibilities.

The new employer's HR team usually asks for the relieving letter to confirm the person is free to join. Background verification agencies and visa applications lean more on the experience letter. Many companies combine both into one document. That works as long as it clearly states the last working day and the fact of release. If you issue them separately, the dates in both must match exactly.

The relieving letter is the last document in the exit process, so issue it only once these are done:

• Resignation accepted in writing and the last working day agreed, including whether any notice-period shortfall was waived or will be recovered.
• Handover complete: files, client contacts and system access transferred, and the reporting manager has signed off.
• Assets returned: laptop, ID and access cards, SIM, and any salary advance or imprest settled.
• Full and final (F&F) settlement worked out: pending salary, leave encashment, recoveries and any gratuity due.

Some companies hand over the relieving letter on the last day and pay F&F later within their policy timeline; others wait until F&F is paid. Either is workable. Follow your written exit policy and apply it the same way to everyone. If something is pending, tell the employee in writing what it is and when the letter will follow, instead of leaving the request unanswered.

• Name spelled exactly as on the employee's PAN and Aadhaar.
• Joining date and last working day that match the payslips, the resignation acceptance and the date of exit your company marks against the employee's UAN in the EPF records. A mismatch here is the most common reason a verification report comes back with a discrepancy.
• Designation at exit, matching the latest appointment or promotion letter.
• Employee ID, so a verifier can quote a reference when they contact your HR team.
• A named signatory with designation, on letterhead that shows the company address and a working HR email.
• A clear statement of release, such as "relieved from duties with effect from the close of business on [date]".

Verifiers usually contact the issuing HR team directly to confirm dates, so keep a copy of every relieving letter in the employee's file.

The generator above produces a "To Whomsoever It May Concern" certificate that includes a line on conduct. The sample below is the other common format: a letter addressed to the employee that refers to the resignation, quotes the employee ID, states the F&F position and reminds the employee of confidentiality obligations. It has no performance remark, which suits companies that keep the relieving letter purely factual and put any remarks in the experience letter.

• Wrong last working day. Using the resignation date or the F&F payment date instead of the day the employee actually last worked. If the notice period was shortened, show the shortened date, not the original one.
• No named signatory. "Authorised Signatory" over an illegible signature, with no name or designation, is hard to verify.
• Internal job titles. "Associate II, Band C" means little outside your company. Use the title from the latest appointment or promotion letter.
• Statements that aren't true yet. Writing "all dues settled" while F&F is still pending invites a dispute. State what is true on the date of issue.
• Editable files. Send a signed PDF on letterhead from an official email address, not a Word document.