How To Write Relieving Letter: A Complete Guide With Example

By Indeed Editorial Team

Published 18 October 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

As a professional, you may want to consider a job change that offers competitive pay and better opportunities for skills development. Before leaving your current job, it is important to obtain a formal relieving letter stating that the company accepts the employee's resignation. By understanding the importance and format of writing a relieving letter, you can request one with all the necessary details. In this article, we explain how to write a relieving letter, what to include in it, why it is important and go through a sample relieving letter.

How to write a relieving letter

A relieving letter provides accurate information about the employee's career and is issued by the organisation they are working for. If you are an employer, you can include the following in a relieving letter:

1. Date of issuance

It is important to put the release date on top of the page. You would like it to be immediately visible to anyone scanning the relieving letter. Including the date allows you to document the date you sent the letter and to prevent future disputes about sending the letter to the employee.

2. Employee details

Under the issuance date, it is mandatory to mention the person to whom you are addressing the relieving letter. You can provide the details of the employee who is resigning from your company. Employee contact information includes their full name, job description, department and company name.

3. Subject

An informative subject line helps state the purpose of the correspondence clearly. You can only write Relieving Letter, but it is better to include the name of the concerned employee on the subject line. For example: Manik Verma: Relieving Letter or Relieving Letter for Manik Verma.

4. Opening salutation

It is customary to begin professional correspondence with an opening salutation. You can use Dear followed by the employee's name or surname or both. So, you might write Dear Manik, Dear Mr. Verma or Dear Manik Verma.

5. Employee resignation details

In the first paragraph, after the opening salutation, you can let the employee know that the company has accepted their resignation from their current job position. Mention their role in the company. It is important to include the last workday of the employee.

6. Assurance and appreciation

You can include the assurance and appreciation sections in the following paragraphs of the relieving letter. In the assurance section, consider letting the former employee know that they will receive the final settlement on a specific date. Next, include an appreciation statement that outlines the contributions they made to the company and thank them for their work.

7. Closing salutation

A closing salutation is another important detail in professional letters. You can follow this with a concluding greeting. It could be something like With kind regards or Sincerely.

8. Signature

After the closing salutation, sign the relieving letter. The purpose is to let the employee know who has issued the relieving letter. Below the signature, include your name, job title, company name and the signature date.

What is a relieving letter?

A clearance letter is a formal letter that the employer provides to a departing employee. It states that you have resigned from the position and that the employer has terminated your previous duties and responsibilities. A formal release letter may also contain other essential employment information, such as the employee's enrolment date, job title, work details, achievements and the annual CTC.

A relieving letter provides accurate information about the employee's career. The organisation is responsible for issuing the letter of relief on the last day of employment. This is something your next employer may want to look at before deciding to hire you. It shows them that you have left your previous job and that you have completed all your obligations. To proceed with the application, consider seeking a formal and professional letter of relief from your employer.

Related: Resignation Letter Due to a Career Change (With Samples)

Why is a relieving letter important?

A relieving letter is an important document for professionals in most industries since it does the following:

  • prove that you have served the notice period following your resignation letter.

  • make it clear that you have resigned from your position.

  • specify that you are no longer responsible for your former duties.

  • confirm that you do not maintain any data or property related to your former job.

  • ensure that you have received or are soon going to receive the dues the company owes you.

  • show the future employer that you left your previous job on good terms and are free to work with them.

Related: All You Need to Know About Notice Period for Resignation

How to ask for a relieving letter after resigning?

As an employee, you can follow a formal procedure to request a relieving letter after leaving the company. Here are some steps you can follow:

  1. Draft a professional email to the HR manager and keep it on-topic and concise, not to exceed 3 paragraphs.

  2. Inform the HR manager that you have resigned from your position and include the exact date of your resignation in the email.

  3. Request a relieving letter and let the HR manager know that you would like to receive it at the earliest.

  4. Mention your job designation and also the exact duration of your tenure with the company.

  5. Provide your department manager's name so that the HR department can contact them if necessary.

  6. Include a copy of your resignation letter as an email attachment for the HR manager's reference.

  7. Find out what the company requires you to do prior to your departure and do it as soon as possible.

  8. Be patient and wait a few days for their response as the busy schedule of the HR Manager may not allow them to respond immediately.

  9. Contact your HR Manager if you experience a delay in receiving the discharge letter.

Related: 10 Steps To Resign From a Job (With Tips To Quit Gracefully)## Can an employer refuse to provide a relieving letter?

While most employers do not refuse to provide a letter of relief to employees, some could do so in specific circumstances. They may withhold the relieving letter if the employee does not comply with the required notice period. The employer may also refuse to do so if the employee was irresponsible or unethical.

Relieving letter format from employer

As an employer, you can use the following job relieving letter format:

Date of issuance

Name of the company

Address

Subject: Resignation acceptance letter

Name of the employee
Current job position
Company department

Dear (Employee name),

We have received your resignation letter dated [insert the date] for the [the employee's job position] in [the company department] at ABC Company. This letter/email is to confirm our acceptance of your resignation, effective from [the date from which the company no longer employs the employee].

If you are in possession of any data or company property, please return them before or on the above-mentioned date. We have attached the documents about your final salary, benefits and other details. If you have any concerns regarding these, please get in touch with the HR manager.

Thank you for the contributions you made to our company and best wishes for your future career.

Sincerely,

Employer/HR Manager signature

Employer/HR Manager name

Employer/HR Manager Job position

Company name

Date of signature

Related: Tips and Examples for How to Format a Resignation Letter in India

Relieving letter example

Here is an example of a relieving letter from the company that you can use for writing reference:

26 September 2021
Bharat Fabrics Company
4, Guleria Street, New Delhi

Subject: Manik Verma - Resignation acceptance letter

Manik Verma
Production manager
Dyeing department

Dear Manik,

I am writing to acknowledge and accept the letter of resignation that you sent on 26 August 2021. We are sorry to see you go from our team, but we are sure that you would continue to succeed in your future undertakings. Your resignation is effective from 30 September 2021.

You are required to return the dye production documents, fabric sample folders and the company laptop before this date. We have enclosed the information you require regarding your final salary and benefits. If you have questions regarding these, please feel free to contact Mrs Rajshekhar in the HR department.

Thank you for your contributions to the company over the five years you have served with us. You have been diligent and sincere in the work you have done. We wish you every success in your future career.

Sincerely,

Ramkumar Mehta
HR manager
Bharat Fabrics Company
26 September 2021

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