Relieving letter format
A relieving letter confirms that an employee’s resignation was accepted and that they were released from duty on a stated date. New employers usually ask for it. Fill in the dates, how the notice period was handled and where the full and final settlement stands.
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What the letter records
- Date of resignation
- Last working day, the relieving date
- Designation and department
- Notice served, waived, partly waived or paid in lieu
- Handover of work and return of company property
- Full and final settlement: completed, or the date it will be paid
- A reminder that confidentiality continues
When to issue it
On or soon after the last working day, once the handover is done. If the settlement is still being processed, say so and give a date rather than holding the letter back.
Settlement and dues
The Code on Wages sets a short deadline for paying wages due when someone resigns. Pay dues promptly, and record in the letter whether the full and final settlement is complete or when it will be paid.
Questions
What if the notice period was not served?
Choose "Waived by the company", "Partly served, the rest waived" or "Paid in place of notice", whichever is true. The letter states it in one plain sentence.
Does the employee need to sign it?
No. The employer issues it, signed by an authorised person. Keep a copy in the personnel file with the resignation letter.
Can I combine it with an experience letter?
Keep them separate. The relieving letter records the exit; the experience letter records the service. Make both here with the same letterhead and details.
Can I make several relieving letters at once?
Yes. Use "Bulk from Excel" with the relieving letter template, one row per person, and download a ZIP of PDFs.