Relieving Letter: Format, Samples, Request Letter and Email Examples

Are you planning to resign from your current organisation and move to a new company for better career opportunities? If yes, understanding the importance of a relieving letter becomes necessary. A relieving letter is one of the most important official documents an employee receives after resignation.

Without this document, joining a new organisation may sometimes become difficult. Therefore, understanding the relieving letter format, purpose, and writing style is essential for both employers and employees. In this article, you will learn what a relieving letter is, how to write one, the correct format, and detailed examples for better understanding.

Table of Contents

• What Is a Relieving Letter?
• Relieving Letter Template
• How to Write a Relieving Letter
• Examples of Relieving Letter

What Is a Relieving Letter?

Before learning how to write a relieving letter, it is important to first understand what a relieving letter actually means. In professional workplaces, employers issue several official documents during employment and resignation, and a relieving letter is one of the most essential among them.

A relieving letter is an official document issued by an organisation confirming that an employee has formally resigned and has been relieved from all duties, responsibilities, and obligations associated with the company. It is generally provided after the employee completes the notice period, handover process, and clearance formalities.

In simple words, a relieving letter acts as proof that the employee has officially left the organisation without pending obligations.

A relieving letter generally contains:

• Employee’s name and designation

• Employee ID

• Resignation acceptance details

• Last working day

• Appreciation note from employer

• Final settlement information

• Employer signature and designation

For example, if an employee resigns from a company and joins another organisation, the new employer may ask for a relieving letter to verify that the employee has completed the previous employment formally.

Relieving Letter Template

After understanding the importance of a relieving letter, the next step is learning its structure. Following a proper relieving letter format ensures professionalism and clarity.

A standard relieving letter should include the following details:

Date of Issue

Employee Name

Employee ID

Designation

Company Name

Subject: Relieving Letter

Dear Employee Name,

This is to inform you that your resignation from the position of _________ has been formally accepted by the organisation. You will be relieved from your duties and responsibilities with effect from ___________.

We sincerely appreciate your hard work, professionalism, and valuable contribution to the organisation during your tenure. Your efforts have been recognised and appreciated by the management.

We wish you continued success in your future endeavours. Your final settlement and necessary employment documents will be processed as per company policy.

Regards,
Employer Name
HR Manager / Designation
Company Name

How to Write a Relieving Letter?

Writing a relieving letter requires a professional, respectful, and formal tone. Whether written by an employee requesting the letter or by an employer issuing it, the content should remain concise yet complete.

While writing a relieving letter, ensure that the following elements are included:

1. Include Proper Date

The date should always be mentioned at the beginning of the letter to maintain official documentation.

2. Mention Employee Details

Include:

• Employee name

• Employee ID

• Designation

• Department

3. Write a Clear Subject Line

Examples:

• Subject: Request for Relieving Letter

• Subject: Relieving Letter

4. Mention Resignation Acceptance

Clearly mention that the resignation has been accepted and specify the last working day.

5. Add Appreciation

A professional relieving letter generally includes appreciation for the employee’s contribution.

6. Mention Final Settlement

Include information regarding pending settlements or documentation.

Examples of Relieving Letter

Now that you understand the format, let us look at detailed relieving letter examples for better understanding.

1. Relieving Letter Request from Employee

Frederick Nelson
HR Manager
ABC Solutions Pvt Ltd
03/01/2026

Subject: Request for Relieving Letter

Dear Sir,

I hope you are doing well. I am writing this letter to kindly request the issuance of my relieving letter, final settlement documents, and other employment-related certificates submitted during my joining process.

I had submitted my resignation on 28 December 2025 and have successfully completed my notice period as per company policy. Additionally, I have completed all required handover responsibilities and clearance formalities assigned to me.

As I will be joining a new organisation on 10 January 2026, I kindly request you to process my relieving letter at the earliest, as it is one of the required documents during onboarding.

I sincerely thank the organisation for the valuable opportunities, professional guidance, and support provided during my tenure.

Thank you for your cooperation.

Yours sincerely,
CAIN JOHNSON

Learn More: Apology Letter for Mistake at Work: Format, Writing Tips, and Sample Letters

2. Relieving Letter from Employer

23/12/2025

Abishek Nithin
Employee ID: EY1233548J
Assistant Professor
PSG College of Arts and Science
Coimbatore – 641023

Subject: Relieving Letter

Dear Abishek,

This is to formally inform you that your resignation from the position of Assistant Professor has been accepted by the institution. You will be relieved from all academic duties and organisational responsibilities effective from 31 December 2025.

The institution acknowledges your dedicated contribution over the last three years. Your efforts in curriculum planning, student mentoring, and academic excellence have greatly contributed to the growth and reputation of the department.

You are requested to complete document verification and obtain the necessary no-due signatures from respective departments to ensure smooth processing of your final settlement.

We sincerely appreciate your service and wish you success, growth, and happiness in all your future endeavours.

Regards,
HARISH N
HR Manager

Learn More: Joining Letter After Leave

3. Relieving Mail Format 

Employee Email Address: employee.name@email.com

Subject: Relieving Letter

27 November 2025

Ms. Hamsa Varshini
Employee Code: TCS-TC18-3829
Tata Consultancy Services
Coimbatore

Dear Hamsa,

This is to certify that you have worked with our organisation from 03 January 2018 to 26 November 2025 and held the position of Systems Engineer during your employment.

With reference to your resignation submitted earlier, we hereby confirm that you have completed all necessary exit formalities and are relieved from the organisation with effect from 27 November 2025.

Throughout your tenure, your professional conduct, dedication, and commitment towards work were found satisfactory and appreciated by the management.

We thank you for your contribution and wish you success in your future career.

With regards,
For Tata Consultancy Services
Authorised Signatory
HR Manager

4. Relieving Letter After Notice Period Completion

Subject: Relieving Letter

Dear Mr. Arun Kumar,

This letter confirms that you have successfully completed your notice period and fulfilled all responsibilities associated with your role as Project Coordinator at XYZ Technologies.

Accordingly, the management has accepted your resignation, and you are relieved from all official duties effective 15 September 2025.

We appreciate your professionalism, teamwork, and commitment shown throughout your employment period. Your contributions to various organisational projects have been valuable.

We wish you continued growth and success in your future professional journey.

Regards,
HR Department

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