Relieving Letter Format: Elements & 7 Free Templates
Relieving letters are one of the most referenced offboarding documents during background checks and new joiner onboarding. A clear format protects your brand, closes out compliance neatly, and helps former employees transition without delays.
This guide explains the purpose of a relieving letter, the exact elements to include, and ready-to-use templates you can copy, customise, and share.
TL;DR
What you get: a clear definition, key elements, and multiple relieving letter templates for different scenarios.
What to do: collect final dates, confirm handover and settlements, and issue the letter on company letterhead with an authorised signature.
What to avoid: wrong dates, vague role descriptions, and missing company details.
Bonus: a ready-to-use Word-friendly format and quick formatting checklist.
What is a Relieving Letter?
Relieving Letter is a formal document that confirms the end of an employee’s service with an organisation, states the tenure and last working date, and certifies that all handover, dues, and obligations are cleared.
Because it serves as official proof of separation and compliance in India, where employers often request it during background verification, it directly affects onboarding at the next company and full and final settlement processes. Let’s look at why a relieving letter matters.
Understanding the Importance of a Relieving Letter
Many HRs and founders overlook the importance of a proper relieving letter, leading to disputes. A poorly crafted relieving letter can hinder employees from getting new opportunities and impact the employer's brand reputation. It can even lead to compliance concerns, which can be costly for startups and small businesses.
Understanding the core aspects of a well-written relieving letter can ease these concerns and create a smooth offboarding process. Below, we break it down step-by-step, including real-life examples, samples, templates and legal compliance things to consider.
Key Benefits of a Relieving Letter
Legal Compliance: Ensures the employee has fulfilled all responsibilities.
Employee's Transition: Helps employees validate their employment history, crucial for joining a new employer.
Employer Benefits: Providing a clear and professional relieving letter helps maintain positive relations and enhances the company’s reputation.
Key Elements of an Effective Relieving Letter Format
A well-crafted relieving letter must include the following components:
Employee's Full Name: Ensure that the name matches the official records.
Designation and Department: Mention the last role held by the employee within the company.
Dates of Employment: Include both the joining date and the relieving date.
Roles and Responsibilities: Provide a brief mention of the roles the employee performed.
Acknowledgement of Duties: Confirm that all responsibilities have been duly handed over.
Company Seal and Signature: Validate the document with an authorised signatory's signature.
These components ensure that the relieving letter format is comprehensive and supports the employee’s future roles.
Relieving Letter Format
[Company Letterhead]
Date: [DD/MM/YYYY]
To Whom It May Concern,
Subject: Relieving Letter for [Employee Name]
This is to certify that [Employee Name], [Designation], was employed with [Company Name]
from [Joining Date] to [Last Working/Relieving Date].
[Employee Name] has completed the required handover, cleared company property and
obligations, and is relieved from duties effective [Relieving Date].
We appreciate their contributions during the period of employment and wish them success
in future endeavours.
Authorised Signatory
[Name]
[Title]
[Company Name]
[Seal/Signature]
[Company Address] | [Phone/Email]
Relieving Letter Word Doc Format guidelines :
Page setup: A4 size, 1-inch margins on all sides.
Fonts: Company name in 14–16 pt bold; body text in 11–12 pt (Calibri, Arial, or Times).
Alignment: Left-align body; keep subject line bold.
Spacing: 1.15–1.5 line spacing; 8–12 pt space after paragraphs.
Placeholders: Use square brackets for variables ([Employee Name], [Designation], [Relieving Date]).
Branding: Insert high-resolution letterhead or header with logo; add footer with address and contact.
Signature: Reserve space for wet or digital signature; include name and title below.
File output: Save as “.docx” for editing and “.pdf” for issued copies.
See preview of the above given Relieving Letter Format below:
Relieving Letter Samples and Templates
Standard Relieving Letter Template
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This is to certify that [Employee Name], who was employed with [Company Name] as [Designation] from [Joining Date] to [Relieving Date], has been relieved from their duties.
During their tenure, [Employee Name] performed their responsibilities satisfactorily. We wish them all the best in their future endeavours.
Authorised Signatory
[Signature]
Short Version for Interns or Temporary Employees
[Company Letterhead]
Date: [Date of Issuance]
This is to certify that [Intern/Temporary Employee Name] has successfully completed their internship from [Start Date] to [End Date] with [Company Name]. We appreciate their contributions and wish them the best for their future.
Authorised Signatory
[Signature]
Comprehensive Relieving Letter Template for Senior Employees
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This letter is to formally acknowledge that [Employee Name] has been relieved from their duties with [Company Name] as of [Relieving Date]. [Employee Name] joined our organisation on [Joining Date] and served as [Designation].
Throughout their employment, [Employee Name] played a significant role in [mention key responsibilities and achievements]. We appreciate their dedication and contributions.
We wish [Employee Name] success in all future endeavours.
Authorised Signatory
[Signature]
Project-Specific Relieving Letter Template
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This is to certify that [Employee Name] was employed by [Company Name] as [Designation] from [Joining Date] to [Relieving Date]. [Employee Name] worked on [specific project name] during their tenure and has successfully completed all assigned tasks.
We wish [Employee Name] the best for their future.
Authorised Signatory
[Signature]
Immediate Relieving Letter Template
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This letter serves to confirm that [Employee Name] has been relieved from their duties with [Company Name] effective immediately as of [Relieving Date]. [Employee Name] was employed as [Designation] from [Joining Date] to [Relieving Date].
We wish [Employee Name] all the best in their future pursuits.
Authorised Signatory
[Signature]
Relieving Letter Template for Contractors
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This is to certify that [Contractor Name] provided services to [Company Name] as a contractor from [Start Date] to [End Date]. The contract obligations have been fulfilled, and all services have been satisfactorily completed.
We appreciate [Contractor Name]'s efforts and wish them success in future projects.
Authorised Signatory
[Signature]
Relieving Letter Template for Employees on Probation
[Company Letterhead]
Date: [Date of Issuance]
To Whom It May Concern,
This is to certify that [Employee Name] was employed on a probationary basis with [Company Name] from [Joining Date] to [Relieving Date]. During this period, [Employee Name] performed their duties as [Designation].
We wish them the very best in their future endeavours.
Authorised Signatory
[Signature]
Real-Life Scenarios: Using the Right Relieving Letter Format
For an Intern
A short and direct relieving letter, confirming the completion of the internship period and acknowledging the intern's contributions, is appropriate.
For a Contractor
Include the project name and duration in addition to employment dates to ensure clarity on the end of contractual obligations.
For a Full-Time Employee
Use the comprehensive version to mention roles, responsibilities, and achievements, especially when the employee held a critical position.
For an Employee Leaving Immediately
If an employee leaves without notice, issue an immediate relieving letter that notes the sudden nature of the departure.
Legal & Compliance Aspects to Consider
Employment Agreement Clauses
Ensure that the relieving letter aligns with the clauses mentioned in the employment agreement. This includes the notice period, handover responsibilities, and any pending dues.
Full and Final Settlement
Verify that all dues, including salary, bonuses, or any other payments, are cleared before issuing the relieving letter.
Non-Disclosure Agreement (NDA)
Remind the departing employee of any continuing obligations, such as a non-disclosure agreement, to protect company information.
Company Assets
Ensure all company assets, such as laptops, ID cards, or other equipment, are returned before issuing the relieving letter.
Compliance with Labour Laws
Ensure that the relieving process complies with local labour laws, including final settlement timelines and the issuance of documents.
Mistakes to Avoid When Drafting Relieving Letters
To make sure your relieving letter serves its purpose effectively, avoid these common errors:
Incorrect Dates: Always double-check the dates of joining and leaving.
Vague Role Descriptions: Provide accurate role details to ensure clarity for future employers.
Lack of Company Information: Include your company’s name, address, and contact details.
Mistakes in relieving letters can negatively impact the employee's career progression and poorly reflect on your brand’s reputation.
How Craze Can Help Simplify the Process
Automation with Craze can ensure that every relieving letter is crafted with precision, saving you time while maintaining compliance. By automating the generation of these documents, you can ensure consistency, legal accuracy, and a positive lasting impression.
Here’s a quick how-to guide to create a relieving letter or any other template on Craze in seconds.
Automate your HR processes today to provide your employees with a hassle-free offboarding experience and maintain a strong brand reputation.
FAQs
What is a relieving letter format?
A relieving letter format is the structured outline used by employers to confirm an employee's exit from the company.
How can I create an effective relieving letter?
An effective relieving letter should be concise, and clear, and include all the necessary components, such as dates, responsibilities, and a signature.
What are the key elements to include in a relieving letter?
Employee name, designation, employment dates, acknowledgement of responsibilities, and company signature.
Can I use a relieving letter template for interns or contractors?
Yes, there are specific templates suitable for interns and contractors that are more concise compared to full-time employee templates.
What if an employee leaves without notice?
In such cases, mention the lack of notice and ensure that all other necessary details are still included in the letter.
