A relieving letter is an official document provided by an employer when an employee resigns from a company. It confirms that the employee has been released from their duties, has completed their notice period, and has fulfilled all responsibilities before leaving the organization. It’s an essential document for future Employee Relieving Letter as it acts as proof of resignation and proper handover.
This guide explains how to write a relieving letter and includes sample formats for different situations.
Essential Components of a Relieving Letter
A relieving letter must include the following components:
- Header: Include the company’s name, address, and contact details.
- Date: The date the letter is issued.
- Employee Details: The full name, designation, employee ID, and department of the person being relieved.
- Subject: Clearly state the purpose of the letter (e.g., “Relieving Letter”).
- Body: Mention the employee’s resignation acceptance, their last working day, confirmation of completion of notice period, and any handover responsibilities.
- Conclusion: Thank the employee for their contributions and wish them success in future endeavors.
- Signature: Signed by the HR manager or concerned authority with name and designation.
1. General Employee Relieving Letter
Sample 1: Standard Relieving Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Department]
[Employee ID]
Subject: Relieving Letter
Dear [Employee Name],
This is to acknowledge that your resignation from [Company Name] has been accepted. You have successfully completed your notice period, and your last working day with the company was on [Last Working Day].
We confirm that you have fulfilled all handover responsibilities and have been relieved from your duties as of [Last Working Day]. We appreciate your contribution to the organization during your tenure and wish you all the best in your future endeavors.
Kind regards,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]Sample 2: Relieving Letter for Short Notice Resignation
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Department]
[Employee ID]
Subject: Relieving Letter
Dear [Employee Name],
This letter is to confirm that your resignation from [Company Name] has been accepted on short notice. Your last working day with the organization was [Last Working Day].
Despite the short notice, we confirm that all necessary responsibilities have been handed over and you are hereby relieved of your duties. We wish you all the best for your future endeavors and appreciate your efforts during your time with us.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]2. Employee Relieving Letter for Contract Employees
Sample 1: Relieving Letter for Completion of Contract
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Employee ID]
[Department]
Subject: Relieving Letter for Completion of Contract
Dear [Employee Name],
This is to certify that you have successfully completed your contractual period with [Company Name] as of [Last Working Day]. We acknowledge your contribution to the organization during your contract and confirm that you have been relieved of your duties.
We appreciate your hard work and professionalism throughout your time with us and wish you success in all future endeavors.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]
Sample 2: Early Termination of Contract
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Employee ID]
[Department]
Subject: Relieving Letter for Early Termination of Contract
Dear [Employee Name],
This letter serves as confirmation that your contract with [Company Name] has been terminated early, effective [Last Working Day]. All contractual obligations have been fulfilled, and you have been relieved of your duties as of this date.
We thank you for your contributions during your time with us and wish you success in your future endeavors.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]3. Relieving Letters for Employees
Sample 1: Relieving Letter Due to Personal Health Issues
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Employee ID]
[Department]
Subject: Relieving Letter
Dear [Employee Name],
We acknowledge receipt of your resignation due to personal health issues and confirm your last working day with [Company Name] as [Last Working Day]. You have completed your notice period, and we confirm that all formalities have been completed.
You have been relieved of your responsibilities, and we sincerely thank you for your service to the company. We wish you a speedy recovery and success in all your future endeavors.
Kind regards,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]Sample 2: Relieving Letter Due to Family Emergency
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To,
[Employee Name]
[Employee Designation]
[Employee ID]
[Department]
Subject: Relieving Letter
Dear [Employee Name],
This letter confirms your resignation from [Company Name] due to a family emergency. Your last working day was [Last Working Day], and all your responsibilities have been duly handed over.
You are hereby relieved from your duties, and we extend our gratitude for your contributions to the organization. We wish you all the best in your future endeavors.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Designation]
[Signature]Conclusion
A relieving letter is a formal confirmation of an employee’s resignation and acts as a vital document for future employment. It highlights the employee’s completion of their notice period and confirms that they have been officially relieved from their responsibilities. Whether the resignation is voluntary, due to personal reasons, or the end of a contract, a well-structured relieving letter provides closure for both the employer and the employee.
