How to Write a Perfect Relieving Letter?

A relieving letter is an essential document provided by an employer to an employee who has resigned from the organization. It serves as a formal proof of the employee’s service and clearance from the company. Crafting a perfect relieving letter requires attention to detail, professionalism, and clarity. Here’s a comprehensive guide on how to write a relieving letter in India.

[Read till end for free copy of Relieving Letter Template]

1. Start with the Company’s Details

Include the company’s name, address, and date. This sets the formal tone of the document and provides official identification.

Example:

[Company's Name]  
[Company’s Address]  
[City, State, Pin Code]  

Date: [DD/MM/YYYY]  

2. Address the Employee Properly

Address the employee by their full name and mention their designation. This personalizes the letter and ensures it is specific to the individual.

Example:

To,  
[Employee’s Name]  
[Employee’s Designation]  
[Department]  

3. Subject Line

The subject line should be clear and concise, indicating the purpose of the letter.

Example:

Subject: Relieving Letter

4. Begin with a Polite Opening

Start with a polite and professional greeting, acknowledging the employee’s tenure and contribution to the company.

Example:

Dear [Employee’s Name],

We would like to formally acknowledge and appreciate your services rendered to [Company’s Name] during your tenure from [Start Date] to [End Date].

5. State the Purpose Clearly

Clearly state that the employee has been relieved from their duties and mention the last working day. This is crucial for clarity and documentation.

Example:

This letter is to confirm that you have been relieved of your duties with [Company’s Name] effective from [Last Working Day].

6. Mention Clearance of Dues

Confirm that the employee has no pending dues and has cleared all responsibilities. This ensures transparency and completeness.

Example:

We confirm that all dues have been settled and you have no pending obligations towards the company.

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7. Express Gratitude and Good Wishes

Thank the employee for their contributions and wish them success in their future endeavours. This leaves a positive impression and maintains a good relationship.

Example:

We appreciate your hard work and dedication during your time with us. We wish you all the best in your future endeavors and career.

8. Provide Contact Information for Queries

Include contact information for any further queries. This shows professionalism and willingness to assist the former employee if needed.

Example:

For any further queries or assistance, please feel free to contact us at [Contact Information].

9. Use a Formal Closing

End the letter with a formal closing, including your name, designation, and company’s name.

Example:

Best Regards,

[Your Name]  
[Your Designation]  
[Company’s Name]

Full example of a Relieving Letter

[Company's Name]
[Company’s Address]
[City, State, Pin Code]

Date: [DD/MM/YYYY]

To,
[Employee’s Name]
[Employee’s Designation]
[Department]

Dear [Employee’s Name],

Subject: Relieving Letter

We would like to formally acknowledge and appreciate your services rendered to [Company’s Name] during your tenure from [Start Date] to [End Date].

This letter is to confirm that you have been relieved of your duties with [Company’s Name] effective from [Last Working Day].

We confirm that all dues have been settled and you have no pending obligations towards the company.

We appreciate your hard work and dedication during your time with us. We wish you all the best in your future endeavors and career.

For any further queries or assistance, please feel free to contact us at [Contact Information].

Best Regards,

[Your Name]
[Your Designation]
[Company’s Name]

Conclusion:

A perfect relieving letter is not just a formal document but also a gesture of goodwill and professionalism. By following these steps, you can ensure that the relieving letter you write is clear, comprehensive, and leaves a positive impression on the departing employee.