Relieving Letter Format and Sample [2026]: Copy-Ready Templates

If you are an HR manager or business owner looking for a ready relieving letter format you can issue to an outgoing employee, this guide gives you three copy-ready samples, an email to request one, and the rules for getting the wording right. A relieving letter is short, but the next employer, a background verification agency, or even a consulate may read it years from now, so the details matter.

Relieving Letter Format at a Glance

A relieving letter confirms that the employee resigned, served the notice period, and was released from duties on a specific date. It is not a performance review or a recommendation. A standard relieving letter format in India has these parts, in this order:

1. Company letterhead with the registered name and address
2. Reference number and date of issue
3. Employee's name, designation and employee ID
4. Subject line: "Relieving Letter"
5. Date of joining and the date of relieving (last working day)
6. Confirmation that the resignation was accepted and the notice period served
7. Confirmation that handover and full and final settlement are complete
8. A short closing line with good wishes
9. Name, designation and signature of an authorised HR representative

Keep it to one page in plain formal English. Before you use any sample below, replace every name, date and ID. Background verification teams flag letters with leftover placeholder text.

Relieving Letter Sample 1: Standard Format

This is the most common relieving letter format used by Indian companies.

[Company Letterhead]

Ref: HR/REL/2026/0056
Date: 9 April 2026

To,
Mr. Rohit Sharma
Software Engineer
Employee ID: EMP-2431

Subject: Relieving Letter

Dear Rohit,

This is to confirm that you have been relieved from your services at
Orbitech Systems Private Limited with effect from the close of business
on 8 April 2026.

You joined the company on 21 September 2023 as a Software Engineer in
the Platform team. Your resignation dated 12 February 2026 was accepted,
and you have completed the notice period as per your employment agreement.

All handover formalities have been completed and your full and final
settlement, including salary, leave encashment and applicable
reimbursements, has been processed.

We thank you for your contribution during your tenure and wish you the
very best in your future endeavours.

For Orbitech Systems Private Limited,

Anjali Deshpande
Senior Manager, Human Resources

Relieving Letter Sample 2: Short Format for SMEs and Startups

Smaller companies often prefer a shorter letter. It still covers everything a background check needs.

[Company Letterhead]

Date: 9 April 2026

Dear Sneha,

This letter confirms that you have been relieved from your role of
Marketing Associate at Brightloop Media Private Limited with effect
from 8 April 2026.

You served the company from 3 January 2024 to 8 April 2026 and completed
all handover and exit formalities. Your full and final settlement has
been processed.

Thank you for your work with us. We wish you success in your next role.

Warm regards,

Karthik Menon
Founder and Director

Combined Experience and Relieving Letter Sample

Some companies, especially large IT services firms, issue one document that works as both an experience letter and a relieving letter. If you need separate letters, see our experience letter sample.

[Company Letterhead]

Ref: HR/EXP-REL/2026/0212
Date: 9 April 2026

To Whom It May Concern

This is to certify that Ms. Neha Kapoor, Employee ID EMP-7781, was
employed with Fintrail Technologies Limited from 18 May 2020 to
31 March 2026. Her last designation was Lead Data Engineer.

During her tenure, we found her to be hardworking, sincere and committed
to her responsibilities. She has been relieved from her duties after
serving the notice period and completing handover. All dues have been
settled.

We wish her every success in her future endeavours.

For Fintrail Technologies Limited,

Deepa Krishnan
Vice President, Human Resources

Relieving Letter With Salary Mentioned

By default, leave salary out of a relieving letter. Some employees ask for their last drawn salary to be stated, usually because a new employer or a visa application needs proof of their previous pay. If the employee requests it in writing, add one line after the dates:

Your last drawn annual CTC was ₹8,40,000 (Rupees Eight Lakh Forty
Thousand only).

If the request is for a full pay breakup, issue a separate salary certificate instead of stretching the relieving letter.

How to Request a Relieving Letter (Email Sample)

If your last working day has passed and you have not received your relieving letter, send a short email to HR. Keep it polite and specific.

Subject: Request for relieving letter: [Your Name], Employee ID [ID]

Dear [HR Manager's Name],

I resigned from the position of [Designation] on [resignation date], and
my last working day was [last working day]. I have completed the
handover and returned all company assets.

I request you to issue my relieving letter and experience letter at the
earliest, as my new employer needs them for joining formalities.

Please let me know if anything is pending from my side.

Regards,
[Your Name]
[Employee ID]
[Mobile Number]

What Is the Date of Relieving?

The date of relieving is the employee's last working day, the day they are formally released from duties. It is usually the end of the notice period, or an earlier date if the company waived or bought out part of the notice. The relieving letter should state this date exactly, because the next employer compares it with your joining date to check for overlap or gaps.

Common Mistakes to Avoid

• Missing employee ID. Background checks use it to match records.
• A vague last working day. It creates disputes about whether the notice period was served.
• Salary figures the employee did not ask for. They raise unnecessary privacy issues.
• Performance commentary. It turns a neutral document into a reference letter and invites disputes.
• Dating the letter before the last working day. The letter certifies an exit that has already happened.

When Should You Issue the Relieving Letter?

Issue it on the employee's last working day, or within one to two business days, along with the experience letter and the full and final settlement. Delays of more than a week cause friction with the employee's next employer and can escalate to grievance forums.

Legal Validity of a Digitally Signed Relieving Letter

A relieving letter signed with Aadhaar OTP eSign is a valid electronic signature under Section 3A of the Information Technology Act, 2000. The signature is embedded in the PDF, so a background verification agency can open the file in any PDF reader and see who signed it and when. Most employers and verification agencies in India accept eSigned relieving letters. If a particular embassy or institution insists on a wet-ink original, follow their requirement.

Frequently Asked Questions

Can a relieving letter be issued on email without letterhead?

Issue it on company letterhead. A plain email may be rejected during background verification.

Should the relieving letter mention the reason for leaving?

No. Standard practice in India is to state that the resignation was accepted. The reason belongs in the exit interview, not the letter.

Can the relieving letter be dated before the last working day?

No. It should be dated on or after the last working day, because it certifies that the exit is complete.

Is a relieving letter the same as an experience letter?

No. A relieving letter confirms the exit date. An experience letter confirms the role and period of employment. Many companies issue both together. Read more on what a relieving letter is.

What should I do if HR gives me a relieving letter with mistakes?

Email HR with a clear list of corrections. Most companies issue a revised letter within a week.

Sign Your Relieving Letter Online

Issue relieving letters without the print, sign, scan and courier cycle. Upload the PDF to SignYu and the authorised signatory signs with an Aadhaar OTP in about two minutes. ₹15 per signature, no subscription. For a printable version, use our free experience and relieving letter template.

Drop your relieving letter PDF here and finish in under 2 minutes.