Relieving Letter Format for Employees in India

A relieving letter confirms that an employee has been relieved from duty on a given date after their resignation was accepted and exit formalities were completed. It is the document a new employer asks for to be sure the person is free to join and has left on proper terms. It is short and factual: employee details, the resignation date, the date of relieving and confirmation of clearance. The description of the employee's work belongs in the separate experience letter.

When to use it: Issue it on the last working day or soon after, once no dues clearance is complete. HR prepares it from the resignation record and exit checklist, and the HR head or an authorised signatory signs it. Send a signed scan to the employee's personal email and hand over or post the original.

Relieving letter template

Copy the text below and replace everything in square brackets with your company details.

[Company Name]
[Office Address]
[City], [State] [PIN Code]

Date: [Date]
Ref: [Company Code]/HR/REL/[Year]/[Number]

To
[Employee Name]
Employee ID: [Employee ID]
[Residential Address]

Subject: Relieving letter

Dear [Employee Name],

This is with reference to your resignation letter dated [Resignation Date], which was accepted by the company on [Acceptance Date]. You are relieved from the services of [Company Name] with effect from the close of working hours on [Last Working Day].

You were employed with us as [Last Designation] in the [Department] department at our [Location] office from [Date of Joining] to [Last Working Day].

We confirm that you have handed over your responsibilities and returned all company property, and that your no dues clearance has been completed. Your full and final settlement [has been paid on Date / will be paid by Date, as per company policy].

Please note that your obligations regarding confidential information of the company and its clients, as set out in your appointment letter [and the non-disclosure agreement dated Date], continue after your employment ends.

We thank you for your services and wish you success in your future career.

Yours sincerely,
For [Company Name]

[Signatory Name]
[Signatory Designation]

Receipt

I have received the original relieving letter.

Name: [Employee Name]
Signature: ____________
Date: ____________

What to include

Exact relieving date

State the date and that relieving takes effect at the close of working hours. New employers compare it with the joining date to make sure there is no overlap of employment.

Reference to the resignation

Quoting the resignation date and acceptance date shows the exit was voluntary and accepted, which is what the new employer is checking.

Clearance confirmed

Confirm that handover, return of property and no dues clearance are complete. If the settlement is still being processed, say by when it will be paid.

Keep it separate from the experience letter

A relieving letter confirms the exit; an experience letter describes the work. Keeping them separate lets HR issue the relieving letter on the last day even if the experience letter needs the manager's input.

Continuing confidentiality

One line reminding the employee that confidentiality obligations continue costs nothing and reinforces the NDA or appointment letter clause.

Common mistakes to avoid

Holding back the relieving letter for months over a small unrelated dispute.
Writing a relieving date that differs from the one in HR and payroll records.
Issuing the letter before company property is returned.
Adding performance remarks that belong, if anywhere, in a reference.
Sending it only to the work email, which is closed on the last day.

Run it in ZeniaHR

ZeniaHR holds the facts this letter confirms: the resignation recorded on the employee record with its last working day, and the 8-item exit checklist in offboarding, which HR completes before relieving the employee. After exit, the person moves to the previous employees list, where HR can still find the record later. HR writes and signs the relieving letter; a scanned copy in the employee's documents helps when a verification agency calls later.

Employee records and exits Employee documents

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Frequently asked questions

What is a relieving letter?

A relieving letter is a document from the employer confirming that an employee has been relieved from duty on a given date after their resignation was accepted and exit formalities were completed. New employers ask for it as proof that the person has left the previous job properly and is free to join.

What is the difference between a relieving letter and an experience letter?

A relieving letter confirms the exit: the resignation, the relieving date and clearance. An experience letter describes the employee's service: dates, designations and responsibilities. Some companies combine both in one letter, but separate letters are clearer and can be issued at different times.

Can an employer refuse to give a relieving letter?

An employer may delay it until exit formalities such as return of property and handover are complete. Refusing it indefinitely, or using it to force an employee to give up dues, is poor practice and can be challenged. If the letter is delayed, the employee should write to HR asking for it and the reason for any delay.

Is a relieving letter mandatory for a new job?

It is not a legal requirement, but most employers ask for it during joining or background verification. If a previous employer has closed or will not respond, a candidate can offer the resignation acceptance email, final payslip and full and final statement as alternatives.