Experience Letter Guide: Format, Samples & Relieving Letter (2026)

These three documents are often confused. All are issued at employment end, but they serve different purposes.

1. Company letterhead — printed, not plain paper. Must include company name, address, CIN/GSTIN.
2. Date of issue — typically on or after the last working day.
3. Employee name — full name as per official records.
4. Designation at exit — final role title.
5. Employment dates — exact joining date and last working day. Format: "from DD/MM/YYYY to DD/MM/YYYY."
6. Duration — calculated as "X years, Y months" — useful for future employers.
7. Brief summary of responsibilities — 2-4 lines describing the key role areas.
8. Performance/character statement — standard: "found to be sincere, hardworking, and dedicated" or equivalent.
9. Good wishes for future — "we wish them the best in their future endeavors."
10. Signature and designation — of HR manager or authorized signatory, with stamp/seal.

[Company Letterhead]

Date: [DD/MM/YYYY]

TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr./Ms. [Full Name] (Employee ID: [XXXX])
was employed with [Company Name] from [Joining Date] to [Last Working Day],
a total duration of [X] years and [Y] months.

During his/her tenure, [he/she] held the position of [Designation]
and was responsible for [brief responsibilities — 2-3 lines].

[He/She] was found to be sincere, hardworking, and committed
to his/her duties. [He/She] maintained a good conduct and
worked diligently with the team.

We wish [him/her] success in all future endeavors.

For [Company Name]

[Signature]
[Name of Signatory]
[Designation — e.g., HR Manager]
[Contact: email, phone]
[Company Seal]

Keep it under one page. Longer letters often read as exaggerated and hurt credibility during verification.

Standard Process

1. Serve notice period properly — completed notice means guaranteed relieving/experience letter. Skipped notice = company can refuse.
2. Submit clearance — return laptop, access cards, complete handover, sign no-dues.
3. Email HR on last day — "request for experience letter and relieving letter."
4. Follow up if delayed — day 7, day 15, day 30 with polite escalation to HR head or CHRO.
5. Collect in person or via email — signed PDF on letterhead is now accepted by most companies.

If the Employer Refuses to Issue One

Possible reasons: pending dues, disputed exit, policy issue. Steps:

• Ask for written reason — email HR requesting specific grounds for refusal
• Settle pending dues — clear any outstanding laptop/advance/training bond balance
• Escalate to HR head/CEO — most issuance problems resolve at this level
• File a complaint — with the state Labour Commissioner or via Shramsuvidha portal. Companies are required to issue service certificates under state Shops and Establishments Acts.
• Legal notice — as a last resort, advocate-drafted notice usually resolves within 15-30 days

Background Verification (BGV) companies cross-check your experience letter against multiple sources. Common checks:

• Dates — matched against company's payroll records and your PF UAN passbook
• Designation — matched against LinkedIn, internal HR records
• Employee ID — matched against official HRMS records
• Reason for leaving — phone/email verification with HR (your HR contact is typically called)
• Performance comment — phone verification with reporting manager
• Letterhead authenticity — company address, CIN, GSTIN, phone number cross-referenced
• Signature — compared against known HR signatory samples (for large companies with BGV partnerships)

• Standardize a template — reduces HR workload and ensures consistency
• Include designation and dates precisely — mismatches cause BGV escalations
• Sign-off should name the HR signatory — not "HR Department" anonymously
• Issue on last working day or within 15 days — delays hurt your employer brand
• Issue digitally — signed PDF on letterhead is universally accepted now
• Maintain archive — keep a copy for 7+ years for BGV callbacks
• Neutral comments even for underperformers — "carried out assigned responsibilities" is fair. Avoid negative remarks; disputes can lead to defamation claims.