#HRGuide: Basics of a Relieving Letter

#HRGuide is an initiative by Applicant Tracking System to guide HRs who are new in the profession of Human Resources and its responsibilities. Today we are covering about the basics of Relieving Letter and why is it important to provide the same to the employees.

Relieving letter is an official document issued by the HR department of the company to an employee who has resigned formally from his position. If an employee receives a relieving letter from the company it confirms that his resignation is formally accepted. If the employee doesn’t receive relieving letter, than he is still under the same company. Relieving letter is issued on the last working day in that company, after all the formalities are cleared.

Components of Relieving Letter

1. Exit Interview

Exit interview is the final interview between the employer and the relieving employee. It is used as a learning opportunity for the company and collect feedback from the leaving employees about the company and its management. Generally companies are hiring third parties to conduct the exit interview for an optimum result. Exit interviews are crucial part in improving the organisation culture for new-comers.

2. Experience Letter

Experience letter is the official document which states work experience of the employee in the relevant department, for the duration they served the organisation. Previously companies used to give Experience Letter as a separate document, but these days it is merged with relieving letter and a single letter is offered to the employees exiting the company.

Some of the basic information that should be mentioned

  • Relieving letter should be issued only on the company letter head
  • It should clearly communicate that employer has accepted the resignation of the employee in a healthy note
  • It should be addressed to “TO WHOMSOEVER IT MAY CONCERN” unless and until employee asks to mention HR of the new joining company
  • Date of joining and last working day should be mentioned in the letter
  • Relieving letter should contain the present designation of the employee
  • Do not forget to give credit to the employee for his/her contribution to the organisation

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