As a working professional, you would always strive to explore opportunities for career growth and development. There are multiple formalities and steps you have to go through in your professional career, which would ultimately add as a stepping stone towards your dreams.
Hardly anyone would want to be stagnant in their career, and job change is simply one common aspect of professional life. There are certain procedures in place that you have to go through while leaving your old job, getting a relieving letter being one of the most important ones. This document indicates that you have been relieved from the responsibilities and duties you had at your job, and are free to explore different opportunities. It is an extremely vital document that every company needs to see prior to welcoming a new employee into their staff.
What is meant by a relieving letter?
If you are leaving a company and have served your notice period, then you shall be issued with the relieving letter. It is an official document that underlines that you are relieved from all the responsibilities you had as an employee of that company. A relieving letter format is quite particular and features multiple important details, such as your designation, annual salary, date of leaving and so on. It is among the most valuable documents you would need while joining some other company.
The employer issues a Relieving Letter or an exemption letter to the employee after being dismissed or serving notice period by the organization. This is an official document issued to employees stating that their notice period has passed and that they have left their former employer after completing all required documents. The guarantee is issued on the letterhead of the company on the last working day.
The Relieving Letter, also known as the “Experienced Discharge Letter,” is a necessary document for joining other companies. To join another company, the employee must provide physical evidence that they have actually officially resigned from their previous position. This document must be formally printed on the head of the company where the employee works and signed by the company’s authorized HR manager.
Details that have to be present in a relieving letter format
All employers must be well-acquainted with the relieving letter format and know exactly what comes under it. This is one of the most vital pieces of documentation associated with the HR department, and should be prepared in a clear and structured manner for every employee leaving a company. In addition to making sure that all the needed details about the relevant employee have been added to the letter, employers must also see that the information has been listed in a crisp, concise and systematic way. As an employee, you must also know what the letter should feature so that you can properly cross-check it when the situation arises.
As per the relieving letter format, it includes:
- The date on which the letter was issued: The relieving letter should start with the date of its issuance, in order to avoid any kind of dispute in regards to the last working day of the employee later on.
- Details of the employee: After the date, important personal information about the resigning employee should be given. This will include their full name, designation, department and even employee ID (if applicable). The name of the company should also be featured.
- Subject: This section should underline what the letter is about in a single line. Otherwise, the employer can simply put ‘Relieving Letter’ in the subject line.
- Details about the resignation: The actual letter should start by informing the employee about the acceptance of their resignation. This part should come right after the salutation and must include the designation of the employee and the date from which they shall be relieved from all the relevant duties.
- Statement of appreciation: The second paragraph of the letter must provide the employee with an assurance that they shall get their final settlement within a specific period of time. Subsequent to doing so, a statement of appreciation should be written that mentions the contributions of the employee to the company. Ultimately, the employer or the HR manager must wish the employee good luck in their future endeavors.
- Signature: After completing the main body of the letter and rechecking it, the employer or HR manager should conclude it with ‘sincerely’. In the end, the letter must be duly signed along with the date of issue, name of the employer and designation.
Some examples of relieving letter format are as below:
How and when to use a relieving letter?
This letter is sent to the employee by the employer on the last working day or after receiving the invitation letter. The document must be printed on the head of the employee’s company and signed by an authorized representative, the company’s human resources manager.
Value of a Relieving Letter
A letter of recommendation is a crucial document that one needs as a professional. It can be used to:
- Prove to potential employers that they have left the previous organization.
- Prove that they have paid all royalties for previous works.
- Prove that they hold no company data or internal property.
Significant Points to Consider before writing Relieving letter:
As examined, a Relieving Letter is a conventional correspondence to a representative whose abdication has been acknowledged and has been dispatched from every one of the obligations. Nonetheless, in the event that the employer is composing this letter, there are a few points of consideration-
- It ought to be given on the company letterhead.
- “To Whomsoever It May Concern” is the best greeting for a Relieving Letter Format. Be that as it may, assuming the representative has given a particular name, then it can be utilized.
- Aside from referencing the acknowledgment of resignation, the employer ought to likewise compose the new designation of the said employee.
- Always good to mention the joining and renunciation dates.
- Recognize the work done by the representative.
- The tone of the entire letter should be formal and basic.
Difference between a relieving and reference letter
Relieving letters and reference letter are quite different. The former shall be issued on your last working day at a company, and acts as a proof of the acceptance of your resignation and relieving of duties. The latter are issues after the ultimate settlement is done by the company, and would include your service experience or history as an employee.
A reference or experience letter would play an extremely important role in your job hunting process. It can competently tell your prospective future employers about your efficiency levels, competency, work experience, and capabilities. This letter can demonstrate the type of responsibilities you are used to handling, and what value you can add to a company. The reference letter also vouches for the distinct work-related information you might have added to your curriculum vitae and helps the employers to verify your work history and duties.
As per a typical reference letter format, it should feature the following details:
- Name of the employee
- The service or work tenure at the company
- Designation of the employee ( the designation at the time of joining, as well as any succeeding changes made due to promotions have to be mentioned)
- Conduct of the employee during their period of service
- The annual CTC of the employee at the time of leaving the company
- The reference or experience letter has to be duly signed by the authorized signatory bodies.
How to request a Relieving Letter?
While the relieving letter, the manner to ask for it often puts an employee into a conundrum, especially after they have already submitted their resignation letter. The ideal way to proceed in this situation would be to draft a professional email to the HR manager of the company and request them to send the letter. While doing so, you must:
- Mention your reporting manager, designation and tenure in the email.
- Ask if there is any pending paperwork or formality from your side in regards to the conclusion of your employment, and in case any formality comes up then try to complete them as soon as possible.
- In case you do not get any reply from the HR manager, then you should give them a call or visit their office.
Make sure to save the copies of your salary slips and other documentation that might be needed to be provided along with your relieving letter and reference letter to the prospective company you are applying for. The relieving letter acts as a proof that you have left your previous organization and cleared all the dues from there, as well as are not holding any company data. Regardless of the company you join in the future, this letter shall play an important role in your HR interview.
Can the employer refuse to provide a Relieving Letter?
The employer can refuse to issue a relieving certificate because they possess the right to refuse to issue a certificate of assistance and experience. Unexpected situations occur when the employer refuses to fire a worker who may not comply with the notice period or when the employer detains a specific employee for a precise reason.
A Relieving Letter is the first mode of communication for an organization to let an employee who has previously resigned knows that their resignation has been accepted. They have been relieved of their duties that they were contractually bound to. This starts the next set of processes required for a smooth transition of the employee from one company to another.
These letters help both organizations maintain a record for their employees as well as build up the career repertoire of a person. Therefore, proper formatting and making sure both Relieving Letter and Reference Letter contain all the necessary information becomes mandatory for both an employer and employee.