Every working professional looks forward to discovering new opportunities that will offer them a platform for developing skills and the competencies required for advancement.
A relieving letter is a document needed to move forward in one’s professional journey. Whether an employee is switching companies or pursuing international education, a relieving letter to release themselves from the responsibilities and duties assigned by the company.
This blog will go over the format of a relieving letter and the details it must have. But, before we get into the highlights, let us first understand its definition.
Relieving letter meaning
A relieving letter is an official document issued by an organisation to an employee indicating that their notice period has expired. When leaving a company, employees send their employers a resignation letter.
The letter also states that the employee left the previous employer after meeting all requirements. According to the letter, they have resigned from their position in the organisation and have completed their former responsibilities.
Other important employment information may include the employee’s start date, job description, and accomplishments.
Recommended Read: What is Letter of Undertaking in GST?
Importance of a relieving letter
A relieving letter is a necessary document in almost every industry because it:
- denotes that an employee completed the required notice period that followed the submission of a resignation letter
- states unequivocally that an employee has graciously and officially resigned from your position
- states that an employee is no longer responsible for previous responsibilities
- confirms that an employee does not have any property or data related to your previous employer
- ensures that the employee has received the funds owed to them by the firm
- exhibits to a prospective employer that an employee has officially resigned from their previous employment on good terms and is legally permitted to work for a new employer
Components of a relieving letter
While there is no set format, the information in the documents is similar for all organisations. Employers should be aware that this letter will represent their company since their company name will appear on it.
1. Date
The date of issuance is the first section of the relieving letter format and should be on the top left side of the page. Adding the date is crucial because it serves as proof in the event of a dispute or issue.
2. Employee Details
Mentioning employee information such as the employee’s name, designation, and department below the date of issuance is ideal in a relieving letter. It should also include the former company’s name.
3. The Subject Line
The subject can be simply ‘Relieving Letter.’ In a nutshell, this explains what the letter is regarding.
4. Introduction
You can simply write ‘To Whomsoever This May Concern’ in this section.
5. The body of the letter
This section includes the date on which the employee resigned as well as their last date of employment.
6. Appreciation and Formalities
Depending on the company, the employer must assure the employee that they will receive a full and final (FnF) settlement after a specific period.
7. Signature
The signature appears at the end of the relieving letter. The sender will sign their name, designation, and the department they belong to followed by the company name at the bottom of the page.
Sample relieving letter
| <Date of issuing the relieving letter> Employee Code Subject: Relieving Letter Dear Employee Name, This refers to your resignation letter submitted to the organisation. You have been relieved from the services of the organisation with effect from the close of business hours on <last working day>. We certify that you worked with <Company Name> from <company joining date> to <last working day> in the <department name>. Your designation at the time of leaving was <designation>. We appreciate your contributions to <Company Name> and wish you all the best in your future endeavours. Yours faithfully, <Signature of the letter issuer> Name of the issuer, |
Frequently asked questions (FAQs)
Q1. Who writes a letter of relief?
A relieving letter is usually written by either the HR Manager, some other member of the HR team, or a business official. It affirms that the employee has served their notice period, paid all required fees, and completed all necessary paperwork.
Q2. Is it legal to send out relieving letters?
No, it is not required by law to send a relieving letter, though it is beneficial for Human Resources records and other legal purposes.
Q3. Can an employer refuse to accept a letter of resignation?
Yes, an employer can refuse to issue a release letter based on an employee’s improper conduct or other similar issues. In all other cases, the employer must provide resignation letters to the departing employees.
Q4. Is an employee who was terminated entitled to get a relieving letter?
Yes, a terminated employee receives a letter of resignation, but it clearly states the cause for the exit or termination.
On a concluding note
The relieving letter notifies the new employer that the employee is no longer associated with the former company and is not trying to work with two employees at the same time. The letter notifies the employee that their resignation has been accepted by the company and that they are no longer obligated to carry out their duties with the company.
