How to Write a Relieving Letter?

Relieving Letters are issued to officially relieve an employee of their responsibilities towards the company as they wish to resign and part ways. Companies often have a format readily available to be filled and personalized for each employee should they wish to leave.

What is Relieving Letter?

Relieving Letter is a formal letter given to a resigning employee from their employer. It officially states on behalf of the company that the employee will be relieved of his duties and responsibilities from a certain point in time. This letter can be simply referred to as the reply to a resignation letter stating that it has been accepted. 

How to Write a Relieving Letter?

A few important points need to be kept in mind while writing a relieving letter. The ones listed below would always top that list -

Core Message

The employer issues a relieving letter bidding them goodbye on the occasion of their resignation. The message usually includes nice words for the departing employee and their valued time spent with the company.

Tone

Like all other formal letters, it carries a sincere tone conveyed by formal wordings throughout the letter. The ending remarks can lean towards a bit casual in tone representing the friendly nature of the organisation (if applicable).

Sender

Usually, the Human Resource Manager assigns the relieving letter to the departing employee on behalf of the company. Some companies may require the CEO to sign off on the letter written/assembled by the HR Manager.

Relieving Letter Format

The format is very much similar to any other formal letter with its strict left-side alignment and formal wordings. The significant parts of the letter are explained below -

Date

This formal letter starts with the date of issuance at the top left-hand corner of the page. The date formation can vary depending on the location of the office of their preferred practices.

Employee Details

Right below the date comes the full name of the resigning employee followed by their full address complete with ZIP code.

Subject

The subject line of the letter is usually “Relieving Letter” or “Letter to relieve the resigning employee of their duties”

Salutation

“Dear” accompanied by the regular salutations - Mr., Miss or Mrs. before the surname of the employee must suffice in any formal or semi-formal occasion.

Body of the Letter

The body of the letter states the approval of the resignation letter submitted by the employee. The joining date, assigned duties and responsibilities are also included in it along with how well the employee had served the company. The letter should end with the date from when the employee will be relieved of their duties and the resignation will take effect. 

Concluding Remarks

The company thanks the departing employee for their services and wishes them well for their future endeavors in the concluding paragraph of the letter. 

Signature

The issuer of the letter usually puts in their signature followed by a few positive remarks like “Best regards,” “Yours sincerely,” “Regards” etc. The signature is to always be paired with their full name, designation and company contact details.