Relieving Acceptance Letter
Dear [Employee’s Name],
I am writing to express my appreciation for your hard work and dedication to our company. Your contributions have not gone unnoticed and we are grateful to have you on our team.
Your [skillset, expertise, experience] has been invaluable in helping us [achieve our goals, complete projects, improve processes]. Your commitment to quality and excellence has set a high standard for everyone else to follow.
I want to encourage you to continue to pursue excellence and to keep up the great work. We value your contributions and are committed to supporting your growth and development within the company.
If there is anything we can do to support you or help you in your role, please do not hesitate to reach out to your manager or HR representative.
Thank you again for all that you do. We are fortunate to have you as a member of our team.
Sincerely,
[Your Name]
Formal Relieving Acceptance Letter
Subject: Acceptance of Relieving from Duties
Dear [Recipient's Name],
This is to formally acknowledge and accept my relieving from my position as [Position Name] at [Company Name], effective from [Relieving Date]. I confirm that all required handovers have been completed and I have settled all obligations pertaining to my role.
Thank you for the support and opportunities provided during my tenure.
Sincerely,
[Your Name]
Quick Relieving Acceptance Email
Subject: Relieving Acceptance
Dear [Recipient's Name],
I acknowledge the receipt of my relieving letter and accept the same. My last working day will be [Relieving Date]. Thank you for the guidance and support.
Best regards,
[Your Name]
Heartfelt Relieving Acceptance Letter
Subject: Acceptance of Relieving
Dear [Recipient's Name],
I am writing to formally accept my relieving from [Company Name] as [Position Name] effective [Relieving Date]. I sincerely appreciate the support, mentorship, and experiences I have gained during my tenure.
Thank you for everything, and I hope to stay connected.
Warm regards,
[Your Name]
Informal Relieving Acceptance Message
Subject: Relieving Acceptance
Hi [Recipient's Name],
I confirm my acceptance of the relieving from my role as [Position Name]. My last working day is [Relieving Date]. Thanks for all the wonderful experiences!
Cheers,
[Your Name]
Provisional Relieving Acceptance Letter
Subject: Provisional Acceptance of Relieving
Dear [Recipient's Name],
I acknowledge and provisionally accept my relieving from [Company Name] as [Position Name], effective [Relieving Date], subject to completion of any pending formalities or exit clearance. I will comply with any remaining obligations before my departure.
Sincerely,
[Your Name]
Official Relieving Acceptance Letter
Subject: Acceptance of Relieving Letter
Dear [HR Manager's Name],
I hereby formally accept the relieving letter issued for my position as [Position Name] at [Company Name], effective [Relieving Date]. All required handovers have been completed and I confirm that no outstanding matters remain.
Thank you for your cooperation during my tenure.
Sincerely,
[Your Name]
What is a Relieving Acceptance Letter and Why You Need It
- Official confirmation that an employee acknowledges their release from duties.
- Provides written record for HR and administrative purposes.
- Ensures clarity on last working day and completion of responsibilities.
- Helps maintain professional relationships with the organization.
Who Should Send a Relieving Acceptance Letter
- Employees leaving an organization voluntarily.
- Individuals whose resignation has been accepted by management.
- Staff completing internal transfers or promotions requiring formal exit from one department.
Whom Should Receive a Relieving Acceptance Letter
- Human Resources department or HR manager.
- Immediate supervisors or department heads.
- Administrative or payroll teams, if required for processing final settlements.
When to Send a Relieving Acceptance Letter
- After the resignation has been approved by management.
- When the relieving letter has been issued by HR.
- Before or on the last working day to ensure formal closure of employment.
How to Write and Send a Relieving Acceptance Letter
- Begin with a clear subject indicating acceptance.
- Address the recipient appropriately (HR or supervisor).
- Acknowledge receipt of the relieving letter.
- Confirm acceptance and mention the effective relieving date.
- Express gratitude for the support and experience gained.
- Close politely with name and contact information.
- Send via email for digital records or print for formal documentation.
Requirements and Prerequisites Before Writing
- Receipt of official relieving letter from HR.
- Completion of all handovers and exit formalities.
- Clearance of dues, company property, or pending obligations.
- Awareness of the official relieving date.
Formatting Guidelines for Relieving Acceptance Letters
- Length: Typically 1–2 concise paragraphs.
- Tone: Professional, polite, and appreciative.
- Style: Clear, concise, and formal for HR documentation.
- Mode: Email for quick confirmation; printed letter for official files.
- Etiquette: Maintain respectful and grateful tone throughout.
After Sending / Follow-up Actions
- Confirm receipt with HR if no acknowledgment is received.
- Ensure payroll or final settlement processes are initiated.
- Retain a copy of the acceptance for personal records.
- Complete any remaining formalities as instructed.
Pros and Cons of Sending a Relieving Acceptance Letter
Pros:
- Confirms official acknowledgment of relieving.
- Reduces confusion regarding last working day.
- Maintains professionalism and good relationships.
Cons:
- Delay in sending may affect final settlement.
- Informal tone may be considered unprofessional in formal contexts.
Tricks and Tips for Effective Relieving Acceptance Letters
- Send promptly upon receiving the relieving letter.
- Keep tone polite and professional.
- Clearly mention the relieving date and completion of handovers.
- Avoid including unrelated details or grievances.
- Keep a copy for personal and administrative records.
Common Mistakes to Avoid
- Failing to acknowledge the relieving letter on time.
- Overly casual language in formal communications.
- Not confirming the last working day or pending obligations.
- Forgetting to retain a copy for personal records.
Essential Elements and Structure
- Subject line indicating acceptance.
- Salutation addressing HR or supervisor.
- Acknowledgment of relieving letter receipt.
- Confirmation of relieving date.
- Mention of completed handovers or formalities.
- Expression of gratitude for opportunities and support.
- Polite closing with name and contact information.
- Attachments if required (e.g., signed clearance forms).
Does It Require Attestation or Authorization?
- Typically acknowledged by HR or immediate supervisor.
- May require sign-off for final settlement processing.
- Serves as official record for administrative and legal purposes.
