Learn How To Write A Relieving Letter Format (With 10 Samples)

As an HR, you have to write some relieving letters for your employees more often, and at such a time, you most probably would fail to find them in your spreadsheets. And at such a time, when you have lost without any thoughts, like from where you should start writing such letters, you really need a relieving letter format PDF.

Because when you have a detailed formal letter template, you can write as many relieving letters as you want. But what is it really? and why is it that crucial for official purposes?

A relieving letter format is an official document that is issued by the employer when they accept their employee’s resignation. The letter is to confirm the status resigning employee, by saying “your resignation has been accepted by the company.”

In this letter, the employer by putting out all the resignation dates and notifying your employees that they have been released from all duties. Companies should consider this letter as crucial as they consider the job application letter format.

In today’s times, you have to provide relieving letters to answer resignation letters, because through that you can easily clear up things like;

• Full and final settlement,
• Confirming the notice period, and
• Helping the employee join a new employer without delays.

In this post, you’ll find:

• A proper & best relieving letter format that’s simple to follow
• 10+ real-life relieving letter samples
• Tips on when and how to send them
• Answers to common HR questions about the process

So, whether you’re drafting it for the first time or need fresh job relieving letter formats for different situations, you’ll get all the details right here — in one place.

Ready? Let’s get into the format first.

Relieving Letter Format

A relieving letter format always follows a clear and professional tone. It confirms the employee’s resignation, states the resignation letter date after the subject line, and certifies that all duties have been handed over and the notice period is complete. HR teams must keep the relieving letter sample simple, using a consistent structure across different cases.

Such of formal document can be modified depending on the reason for exit — whether the employee left voluntarily, completed a contract, or was let go even after the post serving notice period. Always ensure it reflects the right tone & contains all employee information like joining date, last working date, and the employee’s job title, just like the internship certificate format.

Top 10 Relieving Letter Format

Each sample of relieving letter from employer below follows a proper letter format with clear employment details, confirmation of resignation letter, full and final settlement, and a professional tone suitable for HR records and future employers.

1. Voluntary Resignation – Standard Relieving Letter

2. Immediate Relieving Letter (Notice Period Waived)

3. Contractual Employment Completion

4. Performance-Based Exit (After Resignation)

5. Resignation Due to Health/Personal Reasons

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6. Relieving Letter with Experience Confirmation

7. Short Relieving Letter Format (Simple Cases)

8. Letter for Intern or Temporary Employee

9. Internal Transfer Relieving Letter

10. Termination-Based Relieving Letter (With Professional Tone)

These templates are meant to reduce errors, save time, and maintain consistency in HR documentation. Whether you’re dealing with a relieving letter, dear employee, contractual staff, or previous employer records, these formats keep it simple and professional.

Why Relieving Letter Important?

A relieving letter sample for employee isn’t just another piece of paper. It plays a key role in an employee’s career transition and is equally important for the HR manager, the previous employer, and the new employer, just like the performance appraisal format is for the companies.

Here’s why it matters so much:

1. Acts as an Official Record

A relieving  letter format is an official document that a previous employer will issue, and confirm the employee’s exit from the organization. Furthermore, it will have details regarding employee address, employee date, issuance date, and more.

It verifies that the resignation letter was accepted and that the employee completed their duties responsibly. And just like that such document becomes part of the employee’s human resources records with employee id and all, and may be requested for future background checks.

2. Needed by Future Employers

Most future employers ask for a relieving letter format sample to confirm that the candidate left the previous job properly. It helps avoid hiring someone who may still have unresolved obligations with their previous employer.

If a candidate fails to provide it, some companies may delay onboarding or even withdraw the offer.

3. Confirms Notice Period and Final Settlement

Relieving letter knowing HRs can face seamlessness in verifying the notice period was served or waived & whether the employee is eligible for full and final settlement. This clears up any confusion about salary, leaves, or pending dues.

4. Protects the Employer

For the company, issuing a relieving letter and joining letter format creates a formal document trail showing the employee left under proper terms. If any disputes arise later — say over salary or company data — the letter can be referred to for clarity.

It also shows that the company followed ethical and legal exit procedures.

5. Maintains a Positive Relationship

For departed employees, no matter what there reasons are [whether it’s due to poor performance or personal reasons], a relieving letter written on a positive note helps preserve goodwill. This way the employer guarantees a formal salutation, and by setting a professional tone all of those employers can easily support the employee in their next move.

For HR, this shows maturity in communication and strengthens the company’s employer brand.

The bottom line: If an employee officially resigned and fulfilled all the formalities, there’s no reason to withhold the letter — unless there are serious legal issues. And HR should never deny relieving letters based on minor internal matters.

Some More Tips,

When writing or issuing a relieving letter, accuracy matters just as much as tone. Small errors can create problems for both the employee and the HR team later.

Here are a few final tips to keep in mind:

• Use Company Letterhead
• Mention Key Employment Details
• Be Consistent Across Departments
• Automate to Avoid Manual Errors
• Keep a Copy for Records

Wrap Up,

A relieving letter format might feel like a simple document, but it carries much legal weight, ensures clean exits & reflects your company’s professionalism. For busy HR professionals after understanding relieving letter meaning, getting it right — and getting it fast — becomes the ultimate goal, for their departing employees.

So, bring the seamlessness in your offboarding by having a relieving letter format in your desktop. And if you wish to get complete seamlessness from onboarding to offboarding, you should have an ultimate HR tool like Superworks! Because to be honest, it’s worth to have such a tool!

A highly efficient HR tool that can help you make your business hours much convenient, smoother, and less stressful. Learn more about how it can help your workspace stay organized further, by simply booking a free demo!