Experience letter template
Copy the text below and replace everything in square brackets with your company details.
[Company Name]
[Office Address]
[City], [State] [PIN Code]
Phone: [Phone Number], Email: [HR Email]
Date: [Date]
Ref: [Company Code]/HR/EXP/[Year]/[Number]
TO WHOM IT MAY CONCERN
This is to certify that [Mr. or Ms.] [Employee Name], son or daughter of [Parent's Name], was employed with [Company Name] from [Date of Joining] to [Last Working Day]. [His or her] employee ID was [Employee ID].
During [his or her] service with us, [he or she] held the following positions:
- [First Designation], [Department], from [Date] to [Date]
- [Later Designation], [Department], from [Date] to [Last Working Day]
As [Last Designation], [his or her] main responsibilities included:
- [Responsibility 1, for example: Processing monthly payroll for about 400 employees across three branches.]
- [Responsibility 2, for example: Filing PF and ESI returns and reconciling challans.]
- [Responsibility 3, for example: Handling employee queries on salary, leave and reimbursements.]
[His or her] services were [satisfactory / good]. [He or she] left the company on [his or her] own accord after resigning, and has been relieved of all duties.
We wish [him or her] every success in [his or her] future career.
For [Company Name]
[Signatory Name]
[Signatory Designation]
Signature and company seal: ____________
Receipt
Received the original experience letter.
Name: [Employee Name]
Signature: ____________
Date: ____________
What to include
Dates of service
State the joining date and last working day exactly as in HR records. Background verification agencies check these first, and a mismatch creates doubt about the whole letter.
Every designation with dates
List each designation held with its dates, not just the last one. Promotions and role changes are part of the employee's career record.
Factual description of work
Describe the main responsibilities in plain terms that the last manager confirms. Future employers use them to judge relevant experience, so they should be accurate, not inflated.
Neutral closing remark
A short remark such as satisfactory or good, and a line that the employee resigned and was relieved, is standard. Avoid strong praise or criticism that the company's records do not support.
Signature, seal and contact
Include the signatory's name and designation, the company seal and an HR contact. Verifiers often call or email to confirm that the letter is genuine.
Common mistakes to avoid
- Listing only the last designation when the employee held several.
- Copying responsibilities from the job description without checking what the person actually did.
- Adding negative remarks instead of handling concerns through a reference or not at all.
- Delaying the letter for months after exit clearance.
- Issuing it without a reference number, which makes verification harder.
Run it in ZeniaHR
The employee record in ZeniaHR gives HR the dates and history this letter needs: joining date, exit date, designation, department and location, and lifecycle history covering hire, transfers and promotions. Former staff stay in the previous employees list, so HR can issue or verify the letter years later. HR drafts and signs the letter, and a copy filed in the employee's documents lets HR answer later verification requests quickly.
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Book a free demoSee pricingFrequently asked questions
What should an experience letter include?
It should include the employee's name, the dates of joining and leaving, each designation held with dates, the department, a short description of main responsibilities, a neutral or positive closing remark and the signature, designation and seal of an authorised signatory, with a reference number and HR contact.
Is an experience letter mandatory for employers to issue?
Most employers treat it as part of a proper exit, and many standing orders and HR policies include a service certificate at the end of employment. Because the employee needs it for future jobs, visas and professional registrations, issue it promptly once exit clearance is done.
Can an experience letter mention the reason for leaving?
It usually states only that the employee resigned and was relieved. If the employment ended in another way, such as the end of a fixed term, state that neutrally. Avoid describing misconduct or disputes, which belong in the company's records, not in a certificate the employee will carry for years.
Can I get an experience letter after resigning without serving notice?
Most companies issue it once exit formalities are complete, which may include settling the notice shortfall as per the appointment letter. Speak to HR, agree how the shortfall will be settled, and then request the letter in writing.