Quick answer: a relieving letter confirms that an employee's resignation was accepted and they were released on a given date after completing exit formalities. An experience letter confirms how long they worked with you, in which role, and usually a line on their contribution. Both go on company letterhead, carry a reference number and are signed by HR or the reporting manager. Many companies issue them together on the last working day.
Experience letter vs relieving letter
| Experience letter | Relieving letter | |
|---|---|---|
| Purpose | Proof of work and role | Proof of clean exit |
| Who asks for it | Next employer, visa and immigration, higher studies | Next employer's HR at joining |
| Key content | Dates, designation, department, short note on work | Resignation date, acceptance, last working day, clearance |
| Issued when | On exit, or later on request | Last working day or after clearance |
| Can be combined | Yes | Yes |
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Start free See the demoExperience letter format
[Company letterhead]
Ref: HR/EXP/2026/0412 · Date: 15 September 2026
TO WHOMSOEVER IT MAY CONCERN
This is to certify that Ms. Neha Reddy (Employee Code MZ-0231) worked with [Company Name] from 3 July 2023 to 12 September 2026. At the time of leaving, she held the position of Senior Sales Executive in the Inside Sales department.
During her tenure she managed inbound enquiries for the western region and trained new members of the sales team.
We wish her the very best for her future.
For [Company Name]
[Name], Head of HR
[Signature and company seal]
Keep the performance line factual and short. Adjectives like "outstanding" invite questions if a background check calls you later.
Relieving letter format
[Company letterhead]
Ref: HR/REL/2026/0412 · Date: 12 September 2026
Dear Neha Reddy,
This refers to your resignation dated 13 August 2026. We confirm that your resignation has been accepted and you are relieved from your duties as Senior Sales Executive with effect from the close of business on 12 September 2026.
You have completed the exit formalities, including handover of company assets. Your full and final settlement will be processed as per company policy.
We thank you for your contribution and wish you success.
For [Company Name]
[Name], Head of HR
Fields both letters need
- Reference number from a dedicated series
- Date of issue
- Employee's full name and employee code
- Date of joining and last working day
- Designation at exit, and department
- Signatory's name and designation, with signature and seal
- Company address, and a contact email for verification
Exit steps that should come before the letters
- Resignation received and accepted in writing, with the notice period confirmed.
- Handover plan approved by the manager.
- Asset return: laptop, ID card, SIM, access cards.
- Access removal: email, CRM, finance tools, shared drives.
- Full and final settlement: pending salary, leave encashment, bonus, deductions for unserved notice if the contract allows. Under the new Labour Codes, wages due on resignation are expected to be paid within two working days of the last day, so plan the settlement early rather than at month end.
- Documents issued: relieving letter, experience letter, final payslip and, later, Form 16.
Special cases
Notice period not served
Record the shortfall and any agreed buyout in the settlement. The relieving letter should still state the actual last working day.
Termination or absconding
Use a separate termination or separation letter. Do not issue a relieving letter that suggests a normal resignation.
Letters asked for years later
Pull dates and designation from your records and issue the letter with today's date and a note such as "issued on request".
Making HR letters consistent
When letters are typed from old Word files, dates and names get copied from the previous employee. HR software fills letters from the employee record, numbers them, keeps a copy in the employee file and lets the person download it.
MizUp BMS has letter templates for offer, appointment, experience and relieving letters, filled from the employee profile and exit record, so the last working day on the letter always matches payroll.
Frequently asked questions
What is the difference between an experience letter and a relieving letter?
A relieving letter confirms the employee has been released from duties and has completed exit formalities. An experience letter describes the period of employment and the role. Many companies combine both in one letter.
Can a company refuse to give an experience letter?
Employers usually issue a service or experience certificate on exit, and refusing it without reason invites complaints and legal notices. Pending recoveries should be settled through the full and final process rather than by holding back the certificate.
When should a relieving letter be issued?
On the last working day, or as soon as the exit checklist is complete, so the employee can join the next company without delay.
Should salary be mentioned in an experience letter?
Not usually. The last drawn salary goes in the full and final settlement statement. Mention it only if the employee asks and your policy allows it.
