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An employee is leaving, and HR needs an experience letter today. Most templates online are written for IT offices, so they don't fit a CNC operator, a store cashier or a contract worker.
This page fixes that. You get 10 ready experience letter formats (including factory, retail, Marathi and Hindi versions) in Word and PDF, a free generator that fills the letter for you, and the 2026 rules on when you must issue one.
An experience letter format is the standard layout for an official letter in which an employer confirms an employee's dates of employment, designation and duties. The letter is printed on company letterhead, signed by an authorised signatory and issued on the last working day, and new employers use it as proof of work experience.
Contents
- Free experience letter generator and downloads
- What is an experience letter?
- Experience letter format: what to include
- 10 sample experience letter formats
- Is an experience letter mandatory in India?
- How to write an experience letter in 6 steps
- Common mistakes that fail background verification
- Issue letters straight from payroll records
- FAQ
Free Experience Letter Format Generator and Downloads
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What Is an Experience Letter?
An experience letter is proof of work: it tells the next employer who the person worked for, for how long, and in what role. It is also called an experience certificate, work experience letter or service letter, and people often confuse it with a relieving letter.
The three exit documents do different jobs:
| Document | What it proves | Legal basis in 2026 | When to issue |
|---|---|---|---|
| Experience letter | Tenure, designation and duties | Company practice; contract terms | On the last working day |
| Relieving letter | Resignation accepted, duties handed over, no longer employed | No central law names it; standard practice | On the last working day |
| Service certificate | Nature of work and period of service | Model Standing Orders, 2026 under the Industrial Relations Code, 2020 | Within 10 days of leaving (covered establishments) |
Many small and mid-sized companies combine the experience and relieving letter into one document. That is fine, as long as the letter states both the tenure and the date the employee was relieved.
Experience Letter Format: What to Include
A complete experience letter format covers eight items, and background verification agencies cross-check most of them. We call this the BGV-Ready Checklist: if all eight are present and match your records, the letter rarely gets questioned.
| # | Item | Why it matters |
|---|---|---|
| 1 | Company letterhead with registered address, CIN or GSTIN | Letters on plain paper are often rejected at verification |
| 2 | Reference number and date of issue | Lets HR trace the letter in the employee file |
| 3 | Employee's full legal name (as on PAN/Aadhaar) and employee ID | Name mismatches are a routine reason for BGV flags |
| 4 | Date of joining and last working day | Must match the relieving letter and final settlement |
| 5 | Last designation and department (earlier roles optional) | The new employer checks role, not just tenure |
| 6 | Location: branch, plant or outlet | Important for multi-location businesses |
| 7 | Short, factual description of duties | Proves skills; name machines, systems or processes |
| 8 | Authorised signatory's name, designation, seal and verification contact | Unsigned letters, or letters signed by someone without HR authority, fail checks |
>Captain.Legal's 2026 guide notes that date mismatches between the experience letter and relieving letter are the fastest way to fail a background check.
What to leave out: salary (put it in the relieving letter or a separate salary certificate if asked), the reason for leaving beyond "resigned" or "contract ended", and any negative remark. The same guide warns that hostile conduct remarks can invite a defamation notice.
10 Sample Experience Letter Formats
Each sample experience letter format below is copy-paste ready: replace the [bracketed] fields and print on your letterhead. All 10 are in the Word and PDF downloads above, and the generator can fill any of them.
1. Standard Experience Letter Format
When to use: Most employees leaving after resignation or retirement. Use this if you are unsure.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/001]
Date: [DD Month YYYY]
Subject: Experience Letter
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name], Employee ID [EMP-0000], was employed with [Company Name] from [Date of Joining] to [Last Working Day], a period of [X years Y months].
During this period, [he/she/they] worked as [Last Designation] in the [Department] department at our [Branch/Plant/Outlet, City] location. [His/Her/Their] key responsibilities included [responsibility 1], [responsibility 2] and [responsibility 3].
[He/She/They] resigned from the services of the company, and the resignation was accepted with effect from [Last Working Day]. [He/She/They] has been relieved of all duties after completing the handover.
During [his/her/their] tenure, we found [him/her/them] [sincere, hardworking and reliable]. We wish [him/her/them] success in all future endeavours.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
2. Short Experience Certificate Format
When to use: When the employee only needs proof of tenure and role, for example for a visa, loan or government job form.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/002]
Date: [DD Month YYYY]
EXPERIENCE CERTIFICATE
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name], son/daughter of [Father's/Mother's Name], was employed with [Company Name] as [Designation] from [Date of Joining] to [Last Working Day].
This certificate is issued on the request of the employee for [purpose, e.g. higher studies / visa application / record].
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
3. Experience Letter for Factory Worker / Machine Operator
When to use: Blue-collar roles in manufacturing: operators, fitters, welders, helpers, supervisors. Names the machine, shift and skills a new employer will check.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/003]
Date: [DD Month YYYY]
Subject: Experience Certificate
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name], Token/Employee No. [0000], worked at our [Plant Name], [MIDC Area, City] from [Date of Joining] to [Last Working Day] as a [CNC Operator / Fitter / Welder / Machine Operator / Helper].
During this period, [he/she] worked in [Shift A / B / C / rotational shifts] and handled [machine or process, e.g. CNC turning centre (Fanuc control) / MIG welding / injection moulding / packing line]. [His/Her] work included [setting and running jobs, first-piece inspection, routine maintenance, following 5S and safety rules].
[He/She] left the company on [his/her] own accord after serving the required notice period. [His/Her] conduct during the period of employment was [good].
We wish [him/her] the best for the future.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
4. Experience Letter for Retail Store Staff
When to use: Sales associates, cashiers, store managers and warehouse staff in multi-outlet retail chains.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/004]
Date: [DD Month YYYY]
Subject: Experience Letter
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name], Employee ID [EMP-0000], worked with [Company Name] from [Date of Joining] to [Last Working Day].
[He/She] worked as [Sales Associate / Cashier / Store Manager] at our [Outlet Name, Area, City] store. [His/Her] responsibilities included [customer billing on the POS system, cash handling and daily closing, visual merchandising, stock receiving and inventory counts, handling a team of (number) staff].
[He/She] resigned and was relieved on [Last Working Day] after completing cash and stock handover.
We found [him/her] honest and customer-focused, and wish [him/her] success ahead.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
5. Experience Letter for Fixed-Term or Contract Employee
When to use: Employees hired for a fixed period, whose contract ended. States the contract basis so it is not mistaken for a resignation or termination.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/005]
Date: [DD Month YYYY]
Subject: Experience Letter
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name] was engaged by [Company Name] on a fixed-term employment contract from [Contract Start Date] to [Contract End Date], as [Designation] in the [Department / Project Name].
[His/Her] work during the contract included [responsibility 1], [responsibility 2] and [responsibility 3].
The engagement ended on [Contract End Date] on completion of the contract term. All dues for the contract period have been settled.
We thank [him/her] for [his/her] contribution and wish [him/her] well.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
6. Internship Experience Letter Format
When to use: Interns and trainees, including apprentices. Use 'internship certificate' wording if the college asks for it.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/INT/2026/006]
Date: [DD Month YYYY]
Subject: Internship Experience Letter
To Whom It May Concern,
This is to certify that [Mr./Ms. Student Full Name], a student of [Course, College / University], completed an internship with [Company Name] from [Start Date] to [End Date] in the [Department] department.
During the internship, [he/she] worked on [project or tasks, e.g. a stock reconciliation project / social media campaign / quality inspection records] under the guidance of [Mentor Name, Designation]. [He/She] showed [a good understanding of the work and willingness to learn].
We wish [him/her] the very best for [his/her] studies and career.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
7. Neutral Experience Letter (Short Notice or Disputed Exit)
When to use: When the employee left without full notice, or the exit was contested. States only facts: dates, designation and duties. No conduct remark.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
Ref. No.: [HR/EXP/2026/007]
Date: [DD Month YYYY]
Subject: Experience Letter
To Whom It May Concern,
This is to certify that [Mr./Ms. Employee Full Name], Employee ID [EMP-0000], was employed with [Company Name] from [Date of Joining] to [Last Working Day].
At the time of leaving, [he/she] held the position of [Designation] in the [Department] department, and [his/her] duties included [responsibility 1] and [responsibility 2].
This letter is issued on the request of the employee.
Sincerely,
For [Company Name]
[Signature and company seal]
[Authorised Signatory Name]
[Designation, e.g. HR Manager]
[Official email / phone for verification]
HR note: Do not add reasons for leaving, pending recoveries or negative remarks in this letter. Handle disputes separately in writing.
8. Experience Letter Format in Marathi (अनुभव प्रमाणपत्र)
When to use: Workers and staff in Maharashtra who need the letter in Marathi, or a bilingual copy along with the English letter.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
संदर्भ क्र.: [HR/EXP/2026/008]
दिनांक: [दिनांक]
विषय: अनुभव प्रमाणपत्र
ज्यांच्याशी संबंधित असेल त्यांना,
प्रमाणित करण्यात येते की [श्री./श्रीमती कर्मचाऱ्याचे पूर्ण नाव], कर्मचारी क्र. [0000], हे/ह्या [कंपनीचे नाव] येथे दिनांक [रुजू दिनांक] ते [शेवटचा कामाचा दिवस] या कालावधीत [पदनाम] या पदावर कार्यरत होते/होत्या.
या कालावधीत त्यांनी आमच्या [प्लांट / शाखा / आउटलेट, शहर] येथे [मुख्य जबाबदाऱ्या, उदा. मशीन चालवणे, गुणवत्ता तपासणी, ग्राहक बिलिंग] ही कामे केली.
त्यांनी स्वेच्छेने राजीनामा दिला असून दिनांक [शेवटचा कामाचा दिवस] रोजी त्यांना कार्यमुक्त करण्यात आले आहे. सेवाकाळात त्यांचे वर्तन [चांगले] होते.
त्यांच्या पुढील वाटचालीस आमच्या शुभेच्छा.
आपला विश्वासू,
[कंपनीचे नाव] करिता
[सही व कंपनीचा शिक्का]
[अधिकृत स्वाक्षरीकर्त्याचे नाव]
[पदनाम, उदा. एचआर मॅनेजर]
[पडताळणीसाठी अधिकृत ईमेल / फोन]
9. Experience Letter Format in Hindi (अनुभव प्रमाण पत्र)
When to use: Workers, drivers and staff who need the letter in Hindi, common for migrant workers and North India roles.
[Company Name]
[Registered Address, City, PIN]
[Phone] | [Email] | CIN/GSTIN: [Number]
संदर्भ सं.: [HR/EXP/2026/009]
दिनांक: [दिनांक]
विषय: अनुभव प्रमाण पत्र
जिससे संबंधित हो,
प्रमाणित किया जाता है कि [श्री/श्रीमती कर्मचारी का पूरा नाम], कर्मचारी सं. [0000], [कंपनी का नाम] में दिनांक [ज्वाइनिंग की तारीख] से [अंतिम कार्य दिवस] तक [पद का नाम] के पद पर कार्यरत रहे/रहीं।
इस अवधि में उन्होंने हमारे [प्लांट / शाखा / आउटलेट, शहर] में [मुख्य जिम्मेदारियाँ, जैसे मशीन संचालन, वाहन चलाना, ग्राहक बिलिंग] का कार्य किया।
उन्होंने स्वेच्छा से त्यागपत्र दिया और दिनांक [अंतिम कार्य दिवस] को उन्हें कार्यमुक्त किया गया। सेवा अवधि में उनका आचरण [अच्छा] रहा।
हम उनके उज्ज्वल भविष्य की कामना करते हैं।
भवदीय,
[कंपनी का नाम] के लिए
[हस्ताक्षर और कंपनी की मुहर]
[अधिकृत हस्ताक्षरकर्ता का नाम]
[पद, जैसे एचआर मैनेजर]
[सत्यापन हेतु आधिकारिक ईमेल / फोन]
10. Request Letter for Experience Letter (for Employees)
When to use: For employees whose experience letter has not been issued. Send by email to HR and keep a copy.
Date: [DD Month YYYY]
Subject: Request for Experience Letter
Dear [HR Manager Name],
I worked with [Company Name] as [Designation] in the [Department] department from [Date of Joining] to [Last Working Day], and my resignation was accepted with effect from [Last Working Day].
I request you to kindly issue my experience letter, stating my period of employment, designation and duties. I need it for [purpose, e.g. joining formalities / background verification at my new employer] by [date].
I have completed my handover and returned all company property, including [ID card / laptop / uniform]. Please let me know if anything else is required from my side.
Thank you for your support.
Regards,
[Your Full Name]
Employee ID: [EMP-0000]
[Phone] | [Personal Email]
Is an Experience Letter Mandatory in India?
There is no single central law that requires every employer to issue a document called an "experience letter", but some employers do have a legal duty to certify service. Three rules matter in 2026:
- Service certificate under the Model Standing Orders, 2026. The Labour Ministry notified the Model Standing Orders on 8 May 2026 under Section 29(1) of the Industrial Relations Code, 2020. In the services model, the employer must issue a service certificate within 10 days of discharge, termination, retirement or resignation (>Mondaq). >India Briefing lists its contents as nature of work, designation and duration of employment. Standing orders apply to industrial establishments with 300 or more workers.
- Contract labour under the OSH Code, 2020. Section 56 makes it mandatory for a contractor to issue an experience certificate to contract labour on demand (>Khurana and Khurana). If you are a principal employer, ask your contractor to issue these.
- Final wages within two working days. Section 17(2) of the Code on Wages, 2019 requires wages to be paid within two working days of resignation, removal, dismissal or retrenchment (>LiveLaw). This is about money, not the letter, but it shows the law now expects exits to close fast.
For everyone else, issue the letter anyway. An experience letter costs nothing, protects your company if the dates are ever disputed, and is the first thing a former employee chases. Your state's Shops and Establishments Act and your appointment letter terms can add further obligations, so check both.
How to Write an Experience Letter in 6 Steps
Writing an experience letter takes about 10 minutes when your employee records are in one place. Follow these six steps:
- Pull the records. Open the appointment letter, the last salary slip and the resignation acceptance. Note the legal name, employee ID, joining date and last designation.
- Confirm the last working day. Use the date in the relieving letter and final settlement, not the resignation date.
- Pick the right template. Standard for normal resignations, fixed-term for contracts that ended, neutral for disputed exits, Marathi or Hindi if the employee asks.
- Write duties as facts. "Operated a Fanuc-controlled CNC turning centre in rotational shifts" beats "was a hardworking employee".
- Check the BGV-Ready Checklist. Make sure all eight items are present and match your records.
- Sign, stamp and log it. The authorised signatory signs and seals it. Save a signed PDF copy and record the reference number.
Common Mistakes That Fail Background Verification
Most rejected experience letters fail on a mismatch, not on missing words. These are the mistakes HR teams make most often:
| Mistake | What happens | Fix |
|---|---|---|
| Joining date differs from the appointment letter | BGV agency flags a discrepancy | Copy dates from payroll, not memory |
| Nickname or short name used | Name does not match PAN or Aadhaar | Use the full legal name |
| Resignation date written as last working day | Tenure looks short by the notice period | Use the relieving date |
| Plain paper, no seal | Treated as unverifiable | Use letterhead and company seal |
| Signed by the line manager | Signatory has no HR authority | Sign as HR or an authorised signatory |
| Generic duties copied from the job ad | New employer cannot verify skills | Describe actual work, machines and systems |
| Letter withheld until notice buyout is paid | Complaint to the labour department, bad reputation | Issue the letter; recover dues separately |
>ThePeoplesBoard's October 2026 guide advises against using exit documents to pressure employees over notice buyouts or recoveries.
Issue Experience Letters Straight From Payroll Records
Every mistake in the table above comes from the same root cause: the letter is typed from memory instead of from one employee record. When joining dates live in a register, salary in Excel and attendance on a biometric machine, the experience letter is where the mismatches show up.
Mera Udyog's payroll software for India keeps employee records, attendance, leave and salary in one app across every plant, outlet and warehouse.
Closing an exit also means settling gratuity and overtime: use our free gratuity calculator and overtime calculator for the full and final settlement, and see more free HR templates. Mera Udyog is built for manufacturing units and multi-outlet retail chains.
Download Your Experience Letter Format and Close Exits Faster
Pick the experience letter format that fits the exit, fill it in the generator or download it in Word or PDF, and check it against the BGV-Ready Checklist before you sign. Issue it on the last working day, with the relieving letter and full and final settlement.
If you run HR for a factory or a multi-outlet retail chain, try Mera Udyog free for 7 days and keep every employee record, from joining to exit, in one place.
Start 7-Day Free Trial · Book a Free Demo · See pricing
These templates are general information, not legal advice. Check your standing orders, appointment terms and state rules before issuing exit documents.
FAQ: Experience Letter Format
What is the format of an experience letter?
An experience letter has letterhead, reference number and date, a subject line, "To Whom It May Concern", a body with the employee's name, ID, dates of employment, designation and duties, a closing line, and the authorised signatory's name, signature and company seal.
What is the difference between an experience letter and a relieving letter?
An experience letter proves tenure, role and duties. A relieving letter confirms the resignation was accepted and the employee was relieved of duties. Many companies combine both into one letter.
Is it compulsory to give an experience letter?
No central law names an "experience letter". But establishments covered by the Model Standing Orders, 2026 must issue a service certificate within 10 days of exit, and contractors must give contract labour an experience certificate on demand under the OSH Code, 2020.
Can I download the experience letter format in Word?
Yes. This page offers the standard experience letter format in Word, all 10 templates in one Word file, and a PDF of all 10. Replace the [bracketed] fields and print on your letterhead.
Should salary be mentioned in an experience letter?
Usually no. Keep salary out of the experience letter and share it in a separate salary certificate or the relieving letter if the employee asks.
Can an employer refuse to give an experience letter?
Withholding the letter to force a notice buyout or recovery is poor practice and can lead to a labour department complaint. Where standing orders apply, a factual service certificate is still due. For disputed exits, issue a neutral letter with dates, designation and duties only.
Who should sign an experience letter?
The HR head or another authorised signatory, with the company seal. Add an official email or phone number so background verification agencies can confirm it.
Is there an experience letter format in Marathi or Hindi?
Yes. Templates 8 and 9 on this page are the experience letter format in Marathi (अनुभव प्रमाणपत्र) and the experience certificate format in Hindi (अनुभव प्रमाण पत्र). Many employers issue them alongside the English letter.
About the Author
This guide is written by the Mera Udyog Team, which builds attendance, payroll and HR software for Indian manufacturers and retail chains. Questions about this experience letter format? Write to hello@meraudyog.com.
Sources
- >Services Sector Employment Rules Take Shape: Model Standing Orders, 2026, Mondaq, 2026
- >What is India's New Model Standing Orders 2026?, India Briefing, May 2026
- >Discussing Experience Letter in New Labour Codes, Khurana and Khurana, 2026
- >Two Working Days: Code on Wages and Employee's Final Settlement, LiveLaw, October 2026
- >Work Experience Certificate India: Format PDF and Word, Captain.Legal, June 2026
- >Relieving Letter vs Experience Letter: Formats, Law and Templates, ThePeoplesBoard, October 2026