HR or the supervisor will formally verify an employee’s resignation and completion of work via a relieving letter. An employee needs to make sure they have one very important document in hand before starting their new journey after leaving their previous employer: a letter of release from their former employer. 

It provides important details for future employers and acts as a positive reference. Without it, an employee may face difficulties joining a new organization. Employers must issue it after the notice period completion. The relieving letter confirming that an employee completed their duties in their prior position and has no unpaid debts is essential documentation.

Relieving Letter Format

A letter of relieving is generally consistent across various professions and industries, although its specific content may vary based on the policies of the organization and the nature of the position.
Here are sample relieving letter formats for different professions:

Relieving Letter for Software Engineer

[Your Company Letterhead]

[Date]

[Employee’s Name]
[Employee’s Address]

Subject: Relieving Letter

Dear [Employee’s Name],

We have received your resignation letter dated [Date of Resignation Letter]. After a thorough review, we have accepted your resignation, effective as of your last working day with [Company Name], which was [Last Working Day].

As a [Software Engineer/Title] at [Company Name] since [Join Date], you have contributed to our team and company through dedication, technical knowledge, and participation in numerous initiatives. Your commitment and general influence on the organization are much appreciated.

We acknowledge your resignation and confirm your last working day at [Company Name]. Please return all company property and complete any pending handovers. Your final settlement will follow corporate policy, covering all outstanding payments and benefits.

Thank you for your professionalism and contributions. We wish you success in your future career.

For any remaining formalities, please contact HR. Feel free to reach out if you need assistance or references.

Sincerely,

[Your Name]
[Your Title]
[Company Name]
[Company Contact Information]

Relieving Letter for Sales Representative

[Your Company Letterhead]

[Date]

To,

[Employee’s Full Name]
[Employee’s Address]
[City, State, Zip Code]

Subject: Relieving Letter

Dear [Employee’s Full Name],

Your resignation as sales representative of [Company Name] will be accepted on [last business day]. Your commitment, sales skills and contribution in achieving sales targets is appreciated. We would like to thank you all very much for your valuable commitment. This letter serves as official confirmation of your resignation and proof that you are no longer employed by [your company name] as of [end date of employment].

Your final settlement, including any pending dues and benefits, will be processed according to company policy.

As of your last working day, you are relieved from your duties at [Company Name]. Please ensure that you return all company property and complete any pending handovers or reports.

we would like to let you know that the company’s regulations and procedures will be followed in processing and delivering your full and final settlement, which includes any outstanding commissions or incentives. To guarantee a seamless departure procedure, please contact the HR department if there are any further formalities you need to finish.

We take this opportunity to express our best wishes for your future endeavors in the industry. Please feel free to contact us if you need any further assistance or references in the future.

Thank you for your contributions. 

Sincerely,

[Your Name]
[Your Title]
[Company Name]
[Company Contact Information]

Key Points of Writing a Relieving Letter

Structure and Format

Make use of a formal format for business letters.

Include the company letterhead with the logo and address.

Use a professional tone and language.

Include the current date and the company’s address.

Address the letter to the employee by name.

Specify the exact date the employee’s service with the company will end.

Mention the notice period, if applicable, and outline the responsibilities the employee should fulfil during this period.

Express gratitude for the employee’s contributions to the company and offer best wishes for their future endeavours.

Sign the letter including the signatory’s title and contact information on behalf of the company, typically by an authorized signatory.

Conduct and Performance

Employers should include additional comments about the employee’s conduct and performance, which can act as a sign of goodwill and trust for the future employer.

Non-Compete and Confidentiality Clauses

If there are non-compete or confidentiality clauses that were a part of the employee’s contract during their tenure, the company may ask to maintain the non-compete and confidentiality clauses even after their exit.

Contact Information

Provide contact information of the HR or manager in case the employee has questions or concerns regarding the relieving letter or any due processes.

Employee Acknowledgment

Request the employee’s acknowledgment of the letter by signing and returning a copy. This serves as evidence that they received the letter.

Remember that relieving letters are important documents with legal implications, so it’s crucial to draft them carefully and accurately and to treat the departing employee with respect and professionalism.

Read More – Resignation Letter – Format in Word, & Pdf (Free Download)

Conclusion

Providing a relieving letter marks the end of one’s professional career and the start of a new phase. It plays a vital role in building trust between the employer and the outgoing employee as well as facilitating a smooth transition within the organization Recognizing its import is imperative for upholding professional integrity and trust, whether assuming the role of recipient or author.

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