A relieving letter is an official document that an employer provides to an employee who is leaving the organization or has submitted a professional resignation letter. It is an important document that serves as proof of employment and outlines the terms and conditions of the employee’s departure.
This article discusses the format of a relieving letter for employees, including templates and best practices. It also highlights a few reasons why an employee might decide to submit a creative resignation letter.
Relieving Letter Format
A letter of relief is often sent to an employee when they submit their professional resignation letter. A relieving letter typically includes the following information:
- Date: The date on which the letter is issued.
- Employee Details: The name of the employee, their employee code or ID, and their job title.
- Employment Details: The date of joining, the last working date, and the reason for leaving (which can be found in the professional resignation letter).
- Job Performance: A brief overview of the employee’s job performance, including any achievements or contributions made during their tenure.
- Responsibilities: A list of the employee’s key responsibilities and duties during their employment.
- Clearance: Confirmation that the employee has cleared all dues and obligations with the organization.
- Company Property: Confirmation that the employee has returned all company property, such as laptops, phones, and ID cards.
- Non-Disclosure Agreement: A reminder that the employee is bound by a non-disclosure agreement and cannot disclose any confidential information about the organization.
- Contact Information: The name and contact information of the HR representative who can be contacted for any further queries.
Best Practices for Writing a Relieving Letter
Whether an employee has learned how to write a resignation letter or has sent in their professional resignation letter, it’s important to give them a relieving letter before they leave. Here are important steps to take when organizing one:
1. Use a Professional Tone: The letter should be written in a professional tone with a clear and concise message. Avoid using overly emotional language or negative remarks about the employee.
2. Provide Relevant Information: The letter should include all relevant information, such as the employee’s job title, date of joining, and last working date. This information will be important for the employee’s future job applications and should be accurate and complete.
3. Be Positive: While the employee is leaving the organization, it is important to maintain a positive tone in the letter. Highlight any achievements or contributions the employee made during their tenure and wish them all the best in their future endeavors.
4. Include Clearance and Property Details: The letter should confirm that the employee has cleared all dues and obligations with the organization and has returned all company property. This information will be important for the organization’s records and will also serve as proof of clearance for the employee.
5. Remind of Non-Disclosure Agreement: The letter should remind the employee that they are bound by a non-disclosure agreement and cannot disclose any confidential information about the organization. This is important to maintain the organization’s confidentiality and protect its interests.
Relieving Letter Templates
Here are two sample relieving letter templates that can be used as a starting point for drafting your own letter:
Sample 1
[Date]
[Employee Name]
[Employee Code/ID]
[Job Title]
Relieving Letter
Dear [Employee Name],
We regret to inform you that your employment with [Company Name] will be terminated effective [Last Working Date], as per your resignation letter dated [Resignation Date]. We would like to thank you for your contributions to the organization during your tenure.
We would like to confirm that you have cleared all dues and obligations with the organization. You have also returned all company property, including [list of items]. Please note that you are bound by a non-disclosure agreement and cannot disclose any confidential information about the organization.
We wish you all the best in your future endeavors. If you have any further queries, please feel free to contact [HR Representative Name] at [HR Representative Contact Information].
Sincerely,
[HR Representative Name]
[Company Name]
Sample 2
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
[City, State ZIP Code]
Relieving Letter
Dear [Employee Name],
We regret to inform you that your resignation has been accepted, and your employment with [Company Name] will end on [Last Date of Employment]. We would like to take this opportunity to express our appreciation for your contributions to our organization during your tenure.
As per your request, we are providing you with this relieving letter. This letter certifies that you have satisfactorily completed your duties and responsibilities at [Company Name] and you are relieved of your duties as of [Last Date of Employment]. We acknowledge that you have returned all company property in your possession and settled all dues with the company.
We wish you the best in your future endeavors and sincerely hope that your experience with [Company Name] has been valuable and rewarding.
Please feel free to contact us if you have any questions or require further assistance.
Sincerely,
[Your Name]
[Your Designation]
[Company Name]
The Best Practices for Responding to a Creative Resignation Letter
A relieving letter is an important document that outlines the terms and conditions of an employee’s departure from an organization. It should be written in a professional tone, provide relevant information, and be positive in nature.