How To Request A Relieving Letter?

Leaving or switching a job is not just about submitting a resignation; it also means collecting the right documents before moving on. One such important document is the relieving letter, which is often required when joining a new organisation or completing employment formalities. However, many employees are unsure about when and how to send a request for a relieving letter, especially while managing notice periods and exit processes.

In this blog, you will learn how to write a request for relieving letter, along with the best formats and samples to send to HR. It discusses what a relieving letter is, why it is important, when employees need to request it and how to write a professional relieving letter request without confusion. Basic formats and common mistakes are also covered to make the process smooth and stress-free.

What Is A Relieving Letter?

A relieving letter is an official document issued by an employer confirming that an employee has formally resigned and completed all exit formalities. It states that the employee is relieved from duties on a specific date and has no pending responsibilities with the organisation.

In simple terms, a relieving letter serves as proof that an employee has left a company professionally and with proper approval. It is usually provided by the HR department after the notice period is completed and is often required when joining a new organisation or for employment verification purposes.

Why Is A Relieving Letter Important?

A relieving letter is an important document that confirms the formal and professional completion of employment with an organisation. It serves as official proof that an employee has exited a company after fulfilling all required responsibilities.

• It is often required when joining a new organisation as part of the on-boarding process.
• A relieving letter acts as proof of professional exit from the previous employer.
• It helps during background verification and employment checks.
• The document confirms that there are no pending duties or obligations.
• Having a relieving letter reflects professionalism and proper work ethics

Relieving Letter Vs Experience Letter: What’s The Difference?

> Relieving Letter confirms your last working day and formal exit.
> Experience Letter states your job role, duration and performance/experience details.

Related: What Is A Work Experience Certificate?

When Do You Need To Request A Relieving Letter?

In many cases, a relieving letter is issued automatically after the notice period ends. However, there are situations where employees need to formally send a request to receive this document. Given below are some scenarios when you need to request a relieving letter:

• When the relieving letter is not issued automatically after resignation.
• After completing the notice period and exit formalities.
• When joining a new organisation that requires it urgently.
• If there is a delay from the HR department.
• When employment records or documents are incomplete.

How To Write A Request For A Relieving Letter?

Writing a request for a relieving letter does not need to be complicated. A clear, polite and professional email helps HR or management process your request smoothly and without delays. Your relieving letter request email should be short and include key details like your resignation date and last working day.

• Use a polite and professional tone in the email or letter
• Clearly mention your resignation date and last working day
• Address the request to the correct authority, usually HR or your manager
• State the purpose of the request clearly and briefly
• Keep the message concise and avoid unnecessary details

Relieving Letter Request Format

Using a proper format makes a relieving letter request clear and professional. A well-structured request helps HR understand the details quickly and respond without confusion. Given below is the format for relieving letter:

1. Subject Line: Clearly mention “Request for Relieving Letter” to state the purpose upfront.

2. Greeting: Address the email or letter politely to the HR manager or concerned authority.

3. Request Statement: Mention that you are requesting the relieving letter after completing your resignation and notice period.

4. Employment Details: Include important details such as employee ID, designation, department and last working day.

5. Closing Line: End the request with a polite closing and your full name for clarity.

Checklist Before Sending Relieving Letter Request Email

• Notice period completed
• Handover done
• HR clearance completed
• Company assets returned
• Pending dues cleared

Email Samples For Relieving Letter Request

Sample 1: Simple And Direct Request

Subject: Request For Relieving Letter Dear Sir/Madam, I hope this message finds you well. I am writing to request the issuance of my relieving letter. I have completed my notice period  and my last working day with the organisation was [Last Working Day]. I have completed all handover formalities and cleared any pending responsibilities. I would appreciate it if you could kindly issue my relieving letter at your convenience. Thank you for your support. Kind regards, [Your Full Name] [Employee ID]

Sample 2: Polite Request To HR

Subject: Request For Relieving Letter After Notice Period Completion Dear [HR Manager’s Name], I hope you are doing well. I am writing to formally request my relieving letter. As my notice period concluded on [Last Working Day], I have completed all exit formalities as required. The relieving letter will be required for my future employment records. I would be grateful if you could let me know if any additional information is needed from my end. Thank you for your time and assistance. Sincerely, [Your Full Name] [Employee ID]

Sample 3: Friendly And Professional Tone

Subject: Relieving Letter Request Dear [Manager/HR Name], I hope you are doing well. I am writing to request my relieving letter following my resignation from the organisation. My last working day was [Last Working Day] and all assigned responsibilities have been completed. I kindly request you to issue the relieving letter at your convenience. Please let me know if any further steps are required from my side. Thank you for your cooperation. Best regards, [Your Full Name] [Employee ID]

Sample 4: Urgent But Polite Request

Subject: Urgent Request For Relieving Letter Dear Sir/Madam, I hope this email finds you well. I am writing to request my relieving letter, as my notice period ended on [Last Working Day]. I have completed all necessary handover and clearance procedures. The relieving letter is required for my upcoming joining formalities. I would appreciate it if the document could be shared at the earliest possible. Thank you for your understanding and support. Yours sincerely, [Your Full Name] [Employee ID]

Sample 5: Formal And Corporate Style

Subject: Request For Issuance Of Relieving Letter Dear [HR Manager’s Name], This is to formally request the issuance of my relieving letter. I resigned from my position and completed my notice period, with my last working day being [Last Working Day]. I have ensured that all responsibilities, handovers and exit formalities have been completed. Kindly let me know if any additional documentation is required from my end. Thank you for your assistance. Regards, [Your Full Name] [Employee ID]

Mistakes To Avoid

While requesting a relieving letter may seem simple, small mistakes can cause delays or create a negative impression. Avoid these common errors to ensure your request is processed smoothly:

• Using an unprofessional tone: Avoid casual language or poorly written emails.
• Not mentioning the last working day: Always include your resignation date and final working day.
• Sending the request too early: Request it only after completing the notice period and exit formalities.
• Addressing the wrong person: Send the email to the correct HR/contact person to avoid delays.
• Following up too frequently: Give HR reasonable time before sending reminders.
• Not saving communication proof: Keep a copy of your email for future reference

Conclusion

A relieving letter is a key document that confirms a professional exit from an organisation. Sending a clear and polite request helps avoid delays and ensures a smooth transition to the next opportunity. By following the correct format, maintaining professionalism and avoiding common mistakes, the process becomes simple and stress-free. A well-written request not only helps in receiving the document on time but also reflects good workplace etiquette.

Related Read: How To Answer – What Is Your Current CTC?

FAQs