Experience letter request template
Copy the text below and replace everything in square brackets with your company details.
From
[Employee Name]
Former [Designation], [Department]
Employee ID: [Employee ID]
[Current Address]
Personal email: [Personal Email]
Date: [Date]
Ref: Exit on [Last Working Day], full and final settlement [completed on Date / in process]
To
[HR Manager Name]
Human Resources Department
[Company Name]
[Office Address]
Subject: Request for experience letter and relieving letter
Dear [HR Manager Name],
I worked with [Company Name] from [Date of Joining] to [Last Working Day], and my resignation was accepted by your letter dated [Acceptance Date]. I have completed the exit formalities, returned all company property and received the no dues clearance on [No Dues Date].
I request you to issue my experience letter and relieving letter. For your reference, my service details are as follows:
- Employee ID: [Employee ID]
- Department and location: [Department], [Location]
- Designations held: [First Designation] from [Date] to [Date]; [Later Designation] from [Date] to [Last Working Day]
- Reporting manager at exit: [Manager Name]
My new employer, [New Employer Name], has asked for these documents by [Required Date] to complete my joining formalities. I would be grateful if you could email signed copies to [Personal Email] and send the originals to the address above, or let me know when I can collect them.
[For a follow-up: I had requested these letters by email on [Earlier Request Date]. I would be grateful for an update on when they will be issued.]
Thank you for your help.
Yours sincerely,
[Employee Name]
Mobile: [Mobile Number]
Signature: ____________
For HR use
Request received on [Date]. Experience letter ref. [Reference Number] and relieving letter ref. [Reference Number] issued on [Date] by [HR Name].
Signature: ____________
What to include
Service details in one place
Give employee ID, joining and leaving dates and every designation held with dates. HR can then check records and issue the letter without asking you again.
Exit clearance status
Most companies issue experience and relieving letters only after no dues clearance. Stating that clearance is done, with the date, removes the most common reason for delay.
A reason for the timeline
Mentioning the new employer's deadline helps HR prioritise. Keep it factual and give the date you need the documents.
Where to send it
Give a personal email and postal address you will keep. Letters sent to a closed work email or an old address are a frequent reason people never receive them.
Polite follow-up
If the letter is late, quote your earlier request and its date. A dated, polite written follow-up gets faster results than repeated calls, and creates a record if you need to escalate.
Common mistakes to avoid
- Requesting the letter before returning the laptop and completing exit clearance.
- Writing from the office email that will be deactivated after the last day.
- Not listing all designations, so the letter shows only the first or last one.
- Sending an angry demand when a polite, dated reminder would work.
- Not checking the dates and designation in the letter as soon as it arrives.
Run it in ZeniaHR
ZeniaHR keeps former staff in the previous employees list, with joining date, exit date, the structured exit reason and a lifecycle history of hire, transfers, promotions and status changes, so HR can check the service details quickly. HR can see from the 8-item exit checklist in offboarding whether the exit steps are complete. HR writes and signs the experience letter itself and can store a copy in the former employee's documents for future verification requests.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
How do I request an experience letter from HR?
Email the HR manager from your personal email with your employee ID, dates of service, designations held and the status of your exit clearance. Ask for the experience and relieving letters, mention any deadline from your new employer, and give an address and email where they should be sent.
Is an employer required to give an experience letter?
Issuing a service or experience certificate at exit is standard practice, and many company policies and standing orders provide for it. It is usually issued after exit clearance. If a company delays unreasonably, a polite written reminder and then an escalation to the HR head usually resolves it.
How long does it take to get an experience letter?
It depends on the company's exit process. Many hand it over on the final day or shortly after exit clearance and the full and final settlement. If yours has not arrived within a few weeks of leaving, send a written follow-up quoting your earlier request.
What is the difference between an experience letter and a relieving letter?
A relieving letter confirms that the company has accepted your resignation and relieved you from duty on a given date. An experience letter describes your service: dates, designations and often your role. New employers commonly ask for both, so request them together.