A relieving letter is a vital document. Although it is extremely important for every working individual, a lot of people do not even have a clear understanding of it. This blog is for all those people!
Here, we will answer some of the frequently asked questions about relieving letters. If you are an HR professional, make sure to stick to the end!
What is a relieving letter?
It is a formal letter an employer gives to their employees when they leave the organization.
In simpler words, if we say, a relieving letter is a tool used to let an employee know that their resignation has been accepted and they are relieved of all their duties and responsibilities.
Since the letter clearly spells out that the employee has no connection with the company, he or she will certainly be considered for a position in another company.
Is relieving letter important?
Yes, the document is crucial for employees.
Of late, every company out there has been asking for relieving letters to its candidates. An employee who fails to submit the relieving letter can even lose his or her dream job.
So, employees should always leave a company after receiving their relieving letter.
What happens if you don’t have a relieving document?
As we mentioned earlier, a good number of companies do ask for relieving letters and even reject candidates who can’t submit the same. But at the same time, there are exceptions as well.
Is relieving letter compulsory in India?
No, it isn’t.
No employer is legally bound to provide employees with relieving letters. In India, a relieving letter is just a general part of an employer-employee relationship.
Can an employer refuse to offer relieving document?
Of course, employers have the complete right to refuse to offer the document. However, one should have a strong reason for doing the same.
Say, for instance, an employee is leaving the company due to some conflict, legal case, etc.
In such cases, employers can deny providing the relieving letter.
What is the difference between relieving letter format and experience letter?
Relieving letter format vs experience letter has always been a common doubt among working individuals.
The confusion is certainly because both of the letters are given to employees when they leave the company.
Now, both letters are entirely different from one another. From the format to the purpose, there are a lot of differences.
Since you know the meaning of relieving letter, we will tell you what an experience letter is.
Unlike relieving letters, an experience letter spells out the total experience gained by an employee in an organization. It also mentions the skills he or she has gained in the service period, their strengths and much more.
What are the must-have details in a relieving letter?
Although different companies use different formats to write relieving letters, here are some of the must-have details every employer should include in the document:
- Issuance date: first things first, an HR manager must write the correct date on which the letter is being issued. It should be written in the top right-hand corner.
- Employee’s Information: From the name of the employee to the department he or she worked in, everything about him or her should be precisely spelt out in the document.
- Subject: Write a to-the-point subject line that will clearly explain the purpose of the document.
- Opening Salutation: like every document, a relieving letter should also have an opening salutation. Write “Dear” EMPLOYEE NAME.
- Information of Resignation: Mention that the company has accepted the resignation of the employee, his or her last working day and more.
- Good Words: Do not forget to appreciate the employee for his or her hard work and contributions.
- Closing Salutation: A relieving letter is incomplete without “With best regards” or “Yours Sincerely”.
- Signature: Last but not least, the letter should be concluded with the signature of the employer or HR manager. This makes the whole letter more authentic.
5 Bonus Tips to Write a Perfect Relieving Letter
Remember the following tips to add more value to a relieving document:
- Maintain a formal tone
- Keep it crisp
- Bold the important points/details
- Double-check before sending it
- Use the same font type and size throughout the letter
There you go!
So, the next time you draft a relieving letter, do it with utmost confidence!