How To Write Relieving Letters - Best Formats, Uses, and Examples in 2025

In job transitions, a relieving letter plays a vital role in ensuring a smooth process. This official document confirms the end of an employee’s tenure with their current employer and verifies that all responsibilities have been cleared. It is an essential record that signifies the conclusion of the employment relationship, providing closure for both parties. Typically, a relieving letter includes important details such as the employee’s final working day, the effective date of their release, and confirmation of the resignation acceptance.

The relieving letter serves multiple purposes. For employees, it helps facilitate a seamless transition to a new job, as many organizations require this document as proof of proper closure with the previous employer. For employers, it serves as an official record of the employee’s departure and ensures transparency, protecting both parties by documenting the end of the employment relationship.

Drafting a proper relieving letter is crucial to include all necessary details and communicate them clearly. Whether you are an HR professional handling employee exits or an individual preparing to move to a new role, understanding and utilizing the correct format ensures the document serves its purpose effectively. A well-structured relieving letter helps avoid any misunderstandings or complications in the future.

This article highlights the importance of a relieving letter and offers sample formats to guide you in creating the perfect document. Whether you’re issuing or receiving one, dive in to learn how to handle this essential part of the job transition process with clarity and professionalism.

Also Read: Resignation Letter Format with Samples

What is a Relieving Letter?

A relieving letter is a formal document provided to an employee when they leave an organization. This official letter formally acknowledges the end of the employee’s roles and responsibilities. Each organization has its specific format that includes crucial details. The document serves to confirm the employee’s resignation and specifies their last date of employment.

Most companies ask for a relieving letter at the time of joining. Usually, it is prepared by the HR Department. The letter consists of information like the final date of employment, joining date, CTC, job responsibilities, etc. The format for an employee might differ from place to place.

What is the Need for a Relieving Letter?

A relieving letter is a formal document that officially confirms an employee’s release from their roles and responsibilities within a company. It serves as a concise record, consolidating all essential details such as the employee’s tenure, last working day, and confirmation of resignation acceptance. This document ensures transparency and clarity during the transition process, making it an important part of the resignation procedure.

For large companies, issuing a relieving letter is a mandatory requirement as it fosters trust and reliability between the employer and employee. It also marks the formal conclusion of an employee’s service with the organization, ensuring a smooth exit. A properly structured relieving letter helps maintain professionalism and serves as an essential reference for employees when joining a new organization.

Here is why the relieving letter is important:

• It acts as proof that the employee is relieved from their job. The document indicates the employee has served their notice period and that their resignation has been accepted.
• The relieving letter confirms to the new employer that the employee is free from their previous service. It shows the new employer that there were no issues with the employee’s departure.
• Mostly, new employers request a relieving letter. Failure to provide the letter compromises the onboarding process.
• The relieving letter format consists of all necessary and relevant information. This reduces the new employer’s hassle of cross-checking everything. It summarizes critical employee data for the new employer.
• It is proof that shows that a person is no longer a part of the former organization. Also, it mentions that all dues are clear.

Relieving Letter Format

A relieving letter follows a specific format, as it is a professional and formal document. The relieving letter format for employee is a crucial aspect, ensuring the letter is clear and well-structured. It officially acknowledges the end of an employee’s tenure and must be drafted in a professional tone.

The relieving letter format is generally consistent across all organizations. Using simple and concise language is key to creating an effective letter. This ensures the document is easy to understand and avoids unnecessary complexity. A well-crafted relieving letter not only maintains professionalism but also ensures smooth communication between the employer and the employee during the transition process.

Here is the important information necessary for the same:

• Date of issue
• Employee information – Name, Designation, Employee ID,
• Organization Information – Name, Address
• Subject line
• Greeting or Salutation
• Employee Resignation Information – Including resignation acceptance, Date of release from duty, etc.
• Assurance – Full and final settlement assurance for employee
• Express appreciation
• Signature

Here is a Sample Employee Relieving Letter Format

Date [DD/MM/YYYY]

Employee’s Name

Employee Designation

Employee ID

Company/Organisation Name

Address

Subject:

Salutation [Mr, Ms, Mrs, Dr] Name,

The first paragraph is for the resignation information. Confirm acceptance of the resignation of an employee from the designation. Mention the last day of work. State the date when the employee is released from all roles and responsibilities.

The second paragraph is to assure the employee that all due will be settled. Mention the date or number of days when the due will be settled or the customer will be paid in full. Express appreciation for the employee’s contribution. Also, wish you good luck in any future endeavours.

Sincerely/Warm Regards
Employer’s Name
Designation

Detailed Relieving Letter Format

Details Required in a Relieving Letter

A relieving letter is a formal document that provides essential details about an employee’s departure from a company. It typically includes the employee’s name, designation, last working day, and the acceptance of their resignation. Additionally, it may confirm the completion of the notice period, clearance of dues, and handover of responsibilities. These details ensure clarity and serve as an official record of the employee’s exit from the organization.

The relieving letter word format includes the following details:

• Date of Issuance – The first section includes the date of issuance of the relieving letter. It is mentioned on the top of the letterhead. It reduces the chances of disputes. It helps old employers keep track.
• Employee details – This section includes all the details of the employee. The information mentioned is name, employee ID, designation, department, and company name.
• Subject line – It is the focal point of attention. A clear, concise subject line states the purpose of the letter. Instead of simply using the Relieving Letter, make it a practice to mention the name. For example: Relieving letter for Andy Ghosh.
• Greetings/Salutation – Professional correspondence without a formal salutation is incomplete. It is a basic courtesy to start the body with a salutation. For example, Dear Andy, or Dear Mr. Ghosh sounds good.
• Details of Resignation  – The body is followed by a formal salutation. This majorly includes information on acceptance of resignation. In the first paragraph, write on acceptance of resignation of the employee from the company. Include the date of resignation, last working day, designation, and job roles or responsibilities.
• Statement of assurance and appreciation – Avoid making the relieving sound like an essay. keep it crisp and concise but inclusive of relevant information. The second paragraph is about assuring the employee of receiving a full and final settlement. Mention the period to process the settlement amount. A statement of appreciation must be after the assurance. The assurance statement mentions appreciation towards the contribution of the employee. Also, wish you the best wishes for future endeavours.
• Signature – Once the body is complete, end the relieving letter format with “Warm Regards” or “Sincerely”. Sign the letter with the employer’s name, designation, and company name.

Relieving Letter Sample

Here are two samples of Relieving Letters:

Sample 1

Date

To,

Employee Name

Job Title

Employee ID

Address

Subject: Reliving letter for (Employee Name)

Dear (Name),

We hope you are doing well. This letter is to acknowledge acceptance of your resignation dated (Insert date, month, and year). We wish to inform you that you are relieved from your position of (Insert designation) with (Insert company name) effective from (Insert date, month, and year).

It is to inform you that your full and final payment will be settled within 30 days from your last working day. We appreciate your contributions to our organization. It has been invaluable in our growth. Wish you all the best of luck in all your future endeavours.

With Regards,
(Name)
HR Manager
(Authorised signature)

Sample 2

Date

Employee Name

Organization Name

Address

Subject: Relieving letter for (Employee Name)

Dear (Employee Name),

This is about your resignation letter. We would like to inform you that your resignation has been accepted by the management effective today. As per the employment contract letter, you will be released from your duties after serving one month’s notice period. Your last day of working with (Insert organization name) will be (Insert date).

Your full and final settlement will be processed and credited in the next 30 days. The final amount will be credited to your bank account provided during your employment.

We appreciate your outstanding contributions to the organization. We will always value your tenure with us. Wish you all the best and success in your future endeavor.

With best regards,
HR Manager
(Name of the Organisation)

How to Write a Relieving Letter?

The relieving letter samples above provide a clear idea of how to draft a formal letter. The language used should be professional, concise, and easy to understand. This ensures the document maintains a professional tone while effectively conveying the necessary information.

A relieving letter is issued to the employee after their resignation is accepted. It officially confirms that the employee has been relieved of their duties and marks the conclusion of their tenure. Including all relevant details in a structured format is important to ensure clarity and professionalism in the communication.

Here are a few things to consider while writing a relieving letter:

• The letter should always be written on the company letterhead. It must include the company logo and be issued on only authorized letterhead. This prevents employees from creating fake relief letters.
• “To Whomsoever It May Concern” is an ideal salutation. Stick to this unless the employee mentions something specific.
• Always mention the acceptance of employee resignation along with designation.
• Always mention important dates. This includes the date of acceptance of resignation and the last working date.
• You may also mention the joining date and CTC. However, it is not mandatory.
• The formal and polite tone throughout the letter.

Most organizations have a set relieving letter format. As soon as the employee resigns and is accepted, the organization must provide the employee with the formal document.

How to ask HR for a relieving letter

As an employee, follow the formal procedure to request the letter by writing to HR:

• Draft an email to the HR Manager requesting the relieving letter. Keep it concise.
• Inform of the date of resignation. Also, mention the designation or position for which you have resigned. Make sure to mention the exact tenure in the organization.
• Mention the name of the reporting manager, if any. It makes it easy for the HR manager to communicate and reach out to the manager.
• Request the formal document. Do mention the urgency of the situation.
• Attach a copy of the resignation letter along with the email.
• Wait for HR’s response. If there is no response, send a follow-up email requesting the relieving letter.
• Contact the HR Manager or reporting manager if there is a delay.

After submitting their resignation letter, the employee requested a relieving letter. This request is a standard step in the resignation process, as the relieving letter serves as an official document confirming the employee’s release from their duties.

The relieving letter is typically issued after the resignation is accepted and all formalities, such as the notice period and clearance process, are completed. It provides a record of the employee’s departure and is often required when joining a new organization. Ensuring the request is processed professionally helps maintain smooth communication between the employer and employee during the transition.

Conclusion

Many employees often overlook the importance of a relieving letter and mistakenly confuse it with a resignation letter. A resignation letter is written by an employee to formally request their resignation from a position. On the other hand, a relieving letter is issued by the employer, confirming the acceptance of the resignation and officially releasing the employee from their duties. It is an essential document that validates the employee’s smooth exit from the organization.

A relieving letter is important for both employers and employees. For employers, it serves as an official record of the employee’s departure and acknowledges the end of their tenure. It ensures that the notice period is completed and confirms the employee’s release from all company obligations, including the clearance of any pending dues or settlements. For employees, this document is crucial when joining a new organization, as it demonstrates a proper exit from the previous company.

Using pre-designed templates can make drafting a relieving letter more straightforward and efficient. Customizable formats allow employers to quickly create a formal and professional document tailored to specific needs. This article offers key information, examples, and relieving letter templates to help employers simplify the process and provide clear, well-structured communication during employee transitions.

Related Reads:

• Resignation Letter Format with Samples
• Importance of an Experience Certificate for Your Career
• Formal Letter Format For Your Daily Use And Application
• Informal Letter Format for your daily use

Frequently Asked Questions (FAQs)