By Mera Udyog Team · Last updated: November 5, 2026
An employee resigns, serves notice, hands over the keys and walks out.
Then, two weeks later, their new employer’s background check asks for one document. And HR is still hunting for a template.
This guide fixes that.
You’ll get 10 ready-to-use relieving letter format templates (including Marathi and Hindi versions), a checklist that passes background verification, and the 2026 labour code deadlines that now apply to every exit in India.
Inside:
- The Exit Document Clock: what’s due 2, 10 and 30 days after an employee leaves
- 10 copy-ready templates for offices, factories, retail and contract staff
- What employees can do if a relieving letter is delayed
Let’s get started.
A relieving letter is an official letter from an employer confirming that an employee’s resignation was accepted and that they were relieved of their duties on a stated last working day. A relieving letter format is the standard layout HR uses so every such letter carries the same details: date of joining, designation, last working day and handover status.
Quick answer: relieving letter format (November 2026)
- A relieving letter format includes company letterhead, date, employee name and code, designation, date of joining, resignation date, last working day, a handover or no-dues line, and an authorised signature.
- Issue the relieving letter on the last working day, or as soon as exit clearance is complete.
- Under the Code on Wages, 2019 (in force from 21 November 2025), wages due on resignation must be paid within 2 working days.
- Establishments covered by the Model Standing Orders, 2026 must issue a service certificate within 10 days of a worker’s exit.
- Gratuity, where payable, has its own 30-day payment timeline.
What Is a Relieving Letter?
A relieving letter is the employer’s written confirmation that an employee has left on agreed terms. It proves three things to the next employer: the resignation was accepted, the notice period or its alternative was settled, and the employee is free to join elsewhere.
Most Indian companies ask for it at joining.
That’s because background verification agencies cross-check the dates in a relieving letter against the candidate’s CV, payslips and PF records. A missing or mismatched relieving letter is one of the most common reasons an offer gets stuck after the candidate has already resigned.
For employers, the relieving letter is also a record. It closes the employment on paper and shows the exit followed your process.
Relieving Letter vs Experience Letter vs Service Certificate
A relieving letter confirms the exit, an experience letter describes the work, and a service certificate is the statutory record a worker can claim on leaving. Many companies combine the first two into one document.
Here’s the difference:
| Document | Relieving letter | Experience letter | Service certificate |
|---|---|---|---|
| Main purpose | Confirms resignation accepted and duties relieved | Describes role, tenure and conduct | States job and period of employment |
| Issued when | Last working day or after exit clearance | At exit, sometimes on request later | On discharge, termination, retirement or resignation |
| Legal basis | Company practice and contract terms | Company practice | Model Standing Orders (covered establishments) |
| Key content | Resignation date, last working day, handover | Designation, duties, performance remark | Designation and length of service |
| Who asks for it | New employer, BGV agency | New employer, visa and higher studies | Worker, labour authorities |
If you need the work-description document too, use our experience letter format templates. Template 2 below combines both into one letter.
Relieving Letter Format: What to Include
A complete relieving letter format has 10 parts, and missing even one can stall a background check. We call this the BGV-Ready Relieving Checklist.
- Company letterhead with name, address and contact details.
- Reference number and date of issue.
- Employee details: full name (as in PAN or Aadhaar), employee code and designation.
- Department and work location (useful for multi-plant or multi-outlet businesses).
- Date of joining exactly as in your records.
- Resignation date and the date it was accepted.
- Last working day, which must match payroll and PF exit records.
- Handover and no-dues line, or a note on any pending settlement.
- Notice period line: served in full, bought out or waived.
- Authorised signatory with name, designation, signature and company seal.
Pro tip: Pull the joining date and last working day straight from payroll, never from memory. A one-day mismatch with PF records is enough to flag a BGV report.
10 Relieving Letter Format Templates
The 10 relieving letter sample templates below cover offices, factories, retail outlets, contract staff, notice period buyout, and Marathi and Hindi versions. Copy one into Word or Google Docs (a relieving letter format in Word works exactly the same), replace everything in square brackets, print it on letterhead and sign.
1. Standard Relieving Letter Format
When to use: Most office and salaried employees who resigned and served notice.
[Company Name]
[Address] | [Phone] | [Email]
Ref: [REF/HR/2026/001]
Date: [DD Month YYYY]
To,
[Employee Full Name]
Employee Code: [Code]
[Designation], [Department]
Subject: Relieving Letter
Dear [Employee Name],
This is with reference to your resignation dated [Resignation Date]. We confirm that your resignation has been accepted and you are relieved of your duties with [Company Name] at the close of business on [Last Working Day].
You were employed with us from [Date of Joining] to [Last Working Day] as [Designation] in the [Department] department.
We confirm that you have completed the handover of your responsibilities and company property, and that your full and final settlement [has been completed / will be processed as per company policy and applicable law].
We thank you for your contribution and wish you success in your future endeavours.
For [Company Name]
[Signature]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Company Seal]2. Combined Relieving and Experience Letter
When to use: When you want one document that confirms the exit and describes the work.
[Company Letterhead]
Date: [DD Month YYYY]
TO WHOM IT MAY CONCERN
This is to certify that [Employee Full Name] (Employee Code: [Code]) was employed with [Company Name] from [Date of Joining] to [Last Working Day].
During this period, [he/she/they] worked as [Designation] in the [Department] department, and [his/her/their] key responsibilities included [Responsibility 1], [Responsibility 2] and [Responsibility 3].
[His/Her/Their] resignation dated [Resignation Date] was accepted, and [he/she/they] [was/were] relieved of all duties on [Last Working Day] after completing the handover.
We found [him/her/them] [sincere and hardworking / professional and reliable]. We wish [him/her/them] the very best.
For [Company Name]
[Signature]
[Name], [Designation]3. Short Relieving Letter Format
When to use: Small businesses that want a simple, one-paragraph letter.
[Company Letterhead]
Date: [DD Month YYYY]
Dear [Employee Name],
We accept your resignation dated [Resignation Date] and confirm that you are relieved from the position of [Designation] with effect from [Last Working Day]. You worked with us from [Date of Joining]. Thank you for your service, and best wishes for the future.
[Signature]
[Name], [Designation], [Company Name]4. Relieving Letter for Factory Worker or Machine Operator
When to use: Shop-floor staff in manufacturing units, where the letter doubles as a service certificate.
[Company Letterhead]
Plant: [Plant Name / Location]
Ref: [Ref No.]
Date: [DD Month YYYY]
RELIEVING LETTER AND SERVICE CERTIFICATE
This is to certify that [Worker Full Name], Token / Employee No. [Number], was employed at our [Plant Name] as [Machine Operator / Helper / Fitter] in the [Section / Shift] from [Date of Joining] to [Last Working Day], a total service of [X] years, [Y] months and [Z] days.
[His/Her] resignation dated [Resignation Date] was accepted. [He/She] has returned all company property, including ID card, uniform and safety equipment, and has been relieved of duty from [Last Working Day].
Wages due up to the last working day [have been paid on DD Month YYYY / will be paid as per law].
For [Company Name]
[Signature]
[Name], [Plant HR / Factory Manager]5. Relieving Letter for Retail Store Staff
When to use: Sales staff, cashiers and store managers in multi-outlet retail chains.
[Company Letterhead]
Date: [DD Month YYYY]
To,
[Employee Full Name]
Employee Code: [Code]
Store: [Store Name, City]
Subject: Relieving Letter
Dear [Employee Name],
With reference to your resignation dated [Resignation Date], we confirm that you have been relieved from the position of [Sales Associate / Cashier / Store Manager] at our [Store Name] outlet on [Last Working Day].
You were associated with us from [Date of Joining]. We confirm that cash, stock and store keys in your charge have been handed over and verified on [Handover Date].
Thank you for serving our customers. We wish you all the best.
For [Company Name]
[Signature]
[Name], [Area Manager / HR]6. Relieving Letter for Fixed-Term or Contract Employee
When to use: Staff whose fixed-term contract ended or who left before contract end with approval.
[Company Letterhead]
Date: [DD Month YYYY]
To,
[Employee Full Name]
Employee Code: [Code]
Subject: Relieving Letter on Completion of Fixed-Term Contract
Dear [Employee Name],
Your fixed-term employment with [Company Name] as [Designation] was for the period [Contract Start Date] to [Contract End Date]. [Your contract has been completed / Your request to end the contract early, dated [Date], was approved.]
You are relieved of your duties with effect from [Last Working Day]. Your dues, including [wages / leave encashment / gratuity, if applicable], will be settled as per your contract and applicable law.
We thank you for your work on [Project / Assignment].
For [Company Name]
[Signature]
[Name], [Designation]7. Relieving Letter With Notice Period Buyout or Shortfall
When to use: The employee left before serving the full notice period, and the shortfall was paid or adjusted.
[Company Letterhead]
Date: [DD Month YYYY]
To,
[Employee Full Name]
Employee Code: [Code]
Subject: Relieving Letter
Dear [Employee Name],
Your resignation dated [Resignation Date] has been accepted. As per your appointment letter, your notice period was [X] days. At your request, you have been relieved early on [Last Working Day], and the shortfall of [Y] days has been [bought out by you / adjusted in your full and final settlement / waived by the company].
You were employed with us as [Designation] from [Date of Joining] to [Last Working Day]. Your handover has been completed.
We wish you success ahead.
For [Company Name]
[Signature]
[Name], [Designation]8. Relieving Letter Format in Marathi
When to use: Employees in Maharashtra who prefer a Marathi letter, or local factories and shops that work in Marathi.
[कंपनीचे नाव]
[पत्ता] | [फोन] | [ईमेल]
संदर्भ क्र.: [क्रमांक]
दिनांक: [दिनांक]
प्रति,
[कर्मचाऱ्याचे पूर्ण नाव]
कर्मचारी क्रमांक: [क्रमांक]
पद: [पद], विभाग: [विभाग]
विषय: कार्यमुक्ती पत्र (Relieving Letter)
आदरणीय [कर्मचाऱ्याचे नाव],
आपण दिनांक [राजीनाम्याचा दिनांक] रोजी दिलेला राजीनामा स्वीकारण्यात आला असून, दिनांक [शेवटचा कामकाजाचा दिवस] रोजी कामकाजाची वेळ संपल्यानंतर आपल्याला [कंपनीचे नाव] येथील सर्व जबाबदाऱ्यांमधून कार्यमुक्त करण्यात येत आहे.
आपण दिनांक [रुजू दिनांक] पासून दिनांक [शेवटचा कामकाजाचा दिवस] पर्यंत [पद] या पदावर कार्यरत होता.
आपण आपल्या कामाचा कार्यभार व कंपनीची सर्व मालमत्ता सुपूर्द केली आहे. आपली अंतिम देय रक्कम कंपनीच्या धोरणानुसार व लागू कायद्यानुसार दिली जाईल.
आपल्या योगदानाबद्दल धन्यवाद. आपल्या पुढील वाटचालीस हार्दिक शुभेच्छा.
[कंपनीचे नाव] करिता
[स्वाक्षरी]
[अधिकृत स्वाक्षरीकर्त्याचे नाव]
[पद]9. Relieving Letter in Hindi
When to use: Employees and businesses that work in Hindi.
[कंपनी का नाम]
[पता] | [फोन] | [ईमेल]
संदर्भ सं.: [संख्या]
दिनांक: [दिनांक]
सेवा में,
[कर्मचारी का पूरा नाम]
कर्मचारी कोड: [कोड]
पद: [पद], विभाग: [विभाग]
विषय: कार्यमुक्ति पत्र (Relieving Letter)
प्रिय [कर्मचारी का नाम],
आपके दिनांक [त्यागपत्र की तिथि] के त्यागपत्र को स्वीकार कर लिया गया है। दिनांक [अंतिम कार्य दिवस] को कार्य समय समाप्त होने के बाद आपको [कंपनी का नाम] में आपकी सभी जिम्मेदारियों से कार्यमुक्त किया जाता है।
आप दिनांक [कार्यग्रहण तिथि] से दिनांक [अंतिम कार्य दिवस] तक [पद] के पद पर कार्यरत रहे।
आपने अपना कार्यभार और कंपनी की सभी संपत्ति सौंप दी है। आपका पूर्ण और अंतिम भुगतान कंपनी की नीति और लागू कानून के अनुसार किया जाएगा।
आपके योगदान के लिए धन्यवाद। आपके उज्ज्वल भविष्य के लिए शुभकामनाएं।
कृते [कंपनी का नाम]
[हस्ताक्षर]
[अधिकृत हस्ताक्षरकर्ता का नाम]
[पद]10. Relieving Letter Request (Employee to HR)
When to use: Employees who have left and haven’t received their relieving letter yet.
To,
[HR Manager Name]
[Company Name]
Date: [DD Month YYYY]
Subject: Request for Relieving Letter
Dear [HR Manager Name],
I resigned from the position of [Designation] (Employee Code: [Code]) on [Resignation Date], and my last working day was [Last Working Day]. I have completed the handover and returned all company property.
I request you to issue my relieving letter at the earliest, as my new employer needs it for joining formalities. I have attached my resignation acceptance email for reference.
Please let me know if anything is pending from my side.
Thank you,
[Your Name]
[Phone Number] | [Personal Email]Resource: Need the joining documents too? Use our free offer letter format and appointment letter format templates.
Is a Relieving Letter Mandatory? The 2026 Exit Document Clock
No single Indian law requires every employer to issue a document called a “relieving letter”. But in 2026, three exit deadlines do apply under the labour codes, and many companies’ appointment letters promise a relieving letter on exit.
India’s four labour codes came into force on 21 November 2025. Here’s what that means for every exit, in a timeline we call the Exit Document Clock:
| Deadline after the last working day | What’s due | Source |
|---|---|---|
| Within 2 working days | Wages payable on resignation, removal, dismissal or retrenchment | Code on Wages, 2019, Section 17(2) (LiveLaw) |
| Within 10 days | Service certificate, for establishments covered by the Model Standing Orders, 2026 | Model Standing Orders notified 8 May 2026 (JSA) |
| Within 30 days of becoming payable | Gratuity, where the employee is eligible | Gratuity rules (Lakshmikumaran & Sridharan) |
| Last working day (best practice) | Relieving letter | Company policy and appointment letter |
What the 2-day wage rule covers
The two-day rule covers wages as defined in the Code on Wages, which includes basic pay, dearness allowance and allowances such as HRA, conveyance and overtime. According to the LiveLaw analysis, it does not include gratuity, retrenchment compensation, commission, ex gratia or employer PF contributions. Whether leave encashment counts is likely to be contested.
The same analysis notes the Code does not make wage payment conditional on exit clearance. So don’t hold back the whole salary waiting for a no-dues form.
Who the 10-day service certificate rule applies to
The Model Standing Orders, 2026 apply to industrial establishments covered by standing orders under the Industrial Relations Code. JSA notes that establishments with 300 or more workers on any day in the preceding 12 months must prepare or modify their standing orders, and that the service certificate must be issued within 10 days of discharge, termination, retirement or resignation.
For a factory, Template 4 works as both the relieving letter and the service certificate.
When an employer can withhold a relieving letter
An employer may be justified in withholding a relieving letter when the employee left in breach of a valid service bond. In May 2026, the Bombay High Court held in Bharat Aviation Pvt. Ltd. v. Rahul Sudhindra Soni that a trainee engineer who resigned in breach of a three-year service bond could not force the company to issue a relieving letter or experience certificate (LiveLaw).
That’s a narrow ruling about a valid bond. It doesn’t let employers withhold relieving letters for ordinary disputes.
Important: This section is general information, not legal advice. State rules and your own standing orders may add requirements. Confirm with a CA or labour consultant.
How to Write a Relieving Letter in 6 Steps
Writing a relieving letter takes about 10 minutes once the exit records are in order. Here’s the process:
- Confirm the resignation was accepted in writing, with the accepted last working day.
- Pull dates from payroll and attendance records: date of joining, last working day and any notice shortfall.
- Check exit clearance: handover, laptop, ID card, uniform, cash or stock. Hold the exit interview before the last day, not after.
- Pick the right template from the 10 above (office, factory, retail, contract, buyout, Marathi or Hindi).
- Fill, print on letterhead and sign. Use the authorised signatory named in your HR policy.
- Send a signed PDF from the official HR email, and keep the Word or PDF copy in the employee file.
For businesses with plants or outlets, the hard part is usually step 2. If attendance sits in paper registers, the last working day and notice shortfall become guesswork. An attendance management system keeps those dates exact.
Mera Udyog runs attendance, leave and payroll on the same employee record, so the joining date, last working day and final wages come from one place. See how its attendance and payroll software works for factories and retail chains.
Common Mistakes That Fail Background Verification
Most relieving letter problems are date errors, missing signatures or letters that contradict other records. Here’s what to avoid:
| Mistake | Why it causes trouble | Fix |
|---|---|---|
| Last working day doesn’t match PF exit date | BGV agencies flag the mismatch | Use the same date in payroll, PF and the letter |
| Name spelled differently from PAN or Aadhaar | Identity check fails | Copy the name from KYC records |
| Unsigned letter or no letterhead | Looks unofficial | Sign, seal and print on letterhead |
| Salary written in the relieving letter | Shares private data unnecessarily | Leave salary for the payslip or F&F statement |
| Negative remarks in the letter | Invites disputes | Keep it factual; use a neutral letter |
| Letter held until F&F is complete | Delays the new joining | Issue on handover; settle dues within the legal timelines |
Note: Want a matching payslip for the final month? Our free salary slip format covers PF, ESI, professional tax and overtime.
What to Do If Your Relieving Letter Is Delayed
If your relieving letter is delayed, ask in writing, escalate within the company, give your new employer alternative proof, and approach the labour department only for unpaid dues or a real dispute. Most delays end at step 2.
Here’s the order to follow:
- Email the HR manager with Template 10, attaching your resignation acceptance and last working day.
- Escalate after 7 days to the HR head or your former manager, politely and in writing.
- Share alternative proof with your new employer: resignation acceptance email, last payslip, F&F statement and PF exit record.
- For unpaid wages, remember the Code on Wages sets a 2-working-day deadline. You can raise a complaint with your state labour department.
- For a serious dispute, consult a lawyer before sending a legal notice.
Now Download the Right Relieving Letter Format
A good relieving letter format takes minutes to fill when your records are clean. Pick the template that fits the exit, check it against the BGV-Ready Relieving Checklist, and follow the Exit Document Clock so wages, certificates and gratuity go out on time.
Want joining dates, last working days and final salary in one place? Try Mera Udyog free for 7 days or browse all our free HR templates.
FAQ
What is the format of a relieving letter?
A relieving letter format includes company letterhead, date, reference number, employee name and code, designation, date of joining, resignation date, last working day, a handover or no-dues line, and the authorised signatory’s name, signature and seal. Template 1 in this guide is a complete standard format.
What is the difference between a relieving letter and an experience letter?
A relieving letter confirms that the resignation was accepted and the employee was relieved on a stated date. An experience letter describes the employee’s role, tenure and conduct. Many Indian companies combine both into one letter, like Template 2 in this guide.
Is a relieving letter mandatory in India?
No single Indian law requires every employer to issue a relieving letter, but most employers issue one as standard practice and many appointment letters promise it. Establishments covered by the Model Standing Orders, 2026 must issue a service certificate within 10 days of a worker’s exit.
When should a relieving letter be issued?
Issue the relieving letter on the last working day, or as soon as handover is complete. Wages due on resignation must be paid within 2 working days under the Code on Wages, 2019, so full and final settlement should not hold up the letter for weeks.
Can an employer refuse to give a relieving letter?
An employer may withhold a relieving letter in narrow cases, such as a resignation in breach of a valid service bond, as the Bombay High Court held in May 2026. Withholding it for ordinary disputes is poor practice, and employees can escalate in writing or seek legal advice.
Is there a relieving letter format in Hindi or Marathi?
Yes. Template 8 is a relieving letter format in Marathi (कार्यमुक्ती पत्र) and Template 9 is a relieving letter format in Hindi (कार्यमुक्ति पत्र). Both follow the same structure as the English standard format.
Sources we checked (6)
- Two Working Days: Code on Wages and Employee’s Final Settlement, LiveLaw, 2026
- JSA Prism: Employment Law, May 2026 (Model Standing Orders, 2026), JSA, 2026
- Employee resigning in breach of service bond cannot force employer to issue relieving letter: Bombay High Court, LiveLaw, 2026
- Gratuity guide, Lakshmikumaran & Sridharan, 2025
- Centre brings four labour codes into operation with effect from November 21, LiveLaw, 2025
- Experience letter format templates, Mera Udyog, 2026