Request For Relieving Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Today's Date]
[Employer's Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Employer's Name],
Subject: Request for Relieving Letter
I hope this letter finds you well. I am writing to formally request a relieving letter from [Company Name]. My name is [Your Name], and I have been serving as [Your Job Title] in the [Your Department] since [Date of Joining].
I recently resigned from my position, and my last working day was [Last Working Day as per Notice Period]. As part of my transition to new opportunities, it is essential for me to obtain a relieving letter from [Company Name].
The purpose of this letter is to [Briefly mention the purpose for which you need the relieving letter, e.g., joining a new company, educational purposes, etc.]. The relieving letter will significantly contribute to the smooth progress of my career endeavors.
I would be grateful if you could kindly issue the relieving letter at your earliest convenience. Should you require any additional information from me, please feel free to contact me at [Your Email Address] or [Your Phone Number].
I want to take this opportunity to express my heartfelt appreciation for the valuable experiences and knowledge I gained during my time at [Company Name]. I am sincerely grateful for the support and guidance provided by the company, which has been instrumental in shaping my professional growth.
Thank you for considering my request. I look forward to a positive response.
Sincerely,
[Your Name]
Formal Request for Relieving Letter
Subject: Request for Issuance of Relieving Letter
Dear [Manager's Name],
I am writing to formally request the issuance of my relieving letter from [Company Name]. As my resignation from the position of [Your Designation] has been accepted, I kindly request the completion of all formalities and the provision of the relieving letter at the earliest convenience.
I would like to express my gratitude for the opportunities and guidance provided during my tenure. Please let me know if any further steps are required from my side.
Sincerely,
[Your Name]
[Employee ID/Department]
Quick Email Request for Relieving Letter
Subject: Request for Relieving Letter
Hi [HR Manager's Name],
I hope you are doing well. I have completed my notice period and would like to request my relieving letter for the position of [Your Designation]. Kindly provide it at your earliest convenience.
Thank you for your support.
Best regards,
[Your Name]
Polite and Heartfelt Request for Relieving Letter
Subject: Request for Relieving Letter
Dear [Manager/HR Name],
I sincerely thank you for the guidance and support during my time at [Company Name]. As my notice period concludes, I kindly request the issuance of my relieving letter to facilitate my transition.
I appreciate your assistance in completing this process smoothly.
Warm regards,
[Your Name]
[Employee ID/Department]
Formal Email for Relieving Letter Post Resignation
Subject: Request for Relieving Letter
Dear [HR Name],
Following the acceptance of my resignation from [Your Designation], I am writing to request my relieving letter. Kindly let me know if any additional documentation is required to process this.
Thank you for your cooperation and support.
Sincerely,
[Your Name]
Informal Request for Relieving Letter
Subject: Relieving Letter Request
Hi [HR Name],
I hope all is well. I have completed my notice period and would like to request my relieving letter for [Your Designation]. Please let me know when it will be ready.
Thanks in advance,
[Your Name]
Urgent Request for Relieving Letter
Subject: Urgent Request for Relieving Letter
Dear [HR/Manager Name],
I request urgent issuance of my relieving letter for the position of [Your Designation] as I have upcoming commitments requiring this document. Kindly expedite the process and inform me of any pending formalities.
Your assistance is greatly appreciated.
Sincerely,
[Your Name]
[Employee ID]
Professional Request for Relieving Letter Due to Personal Reasons
Subject: Request for Relieving Letter
Dear [HR Name],
Due to personal reasons, I had submitted my resignation from [Your Designation] at [Company Name]. I kindly request the issuance of my relieving letter to facilitate my future employment formalities.
Thank you for your support and understanding.
Best regards,
[Your Name]
What / Why is a Request for Relieving Letter
A Request for Relieving Letter is a formal document sent by an employee to the HR or management to obtain proof of resignation and completion of employment.
It serves as an official confirmation of employment tenure and is often required for joining a new organization or for record-keeping.
Who should send a Request for Relieving Letter
- Employees who have resigned from their position.
- Individuals completing their notice period and seeking formal documentation.
- Employees moving to new employment or relocation requiring formal proof.
Whom should the Request for Relieving Letter be Addressed to
- Human Resources department.
- Immediate reporting manager or supervisor.
- Company administration responsible for employee records and documentation.
When to Send a Request for Relieving Letter
- Upon completion of the notice period.
- After resignation acceptance by management.
- When required by the new employer to verify previous employment.
How to Write and Send a Request for Relieving Letter
- Begin with a clear subject line indicating the purpose.
- Address the HR or manager by name.
- Mention the position held and tenure of employment.
- Express gratitude for the opportunities received.
- Politely request the issuance of the relieving letter.
- Provide contact details for follow-up.
- Send via email for quick processing or as a printed letter for official records.
Requirements and Prerequisites Before Sending
- Ensure resignation has been accepted formally.
- Complete all pending responsibilities and handovers.
- Confirm notice period completion.
- Gather necessary identification or documentation if required.
- Verify company policies for relieving letter issuance.
Formatting Guidelines for a Request for Relieving Letter
- Length: 1–2 concise paragraphs for emails, 1 page max for letters.
- Tone: formal, polite, and professional.
- Wording: clear and concise, emphasizing gratitude and request.
- Style: formal letter format for HR, email format for quicker communication.
- Mode: email or printed submission depending on company protocol.
- Etiquette: include proper salutations and signature.
Elements and Structure of a Request for Relieving Letter
- Subject line clearly stating the request.
- Greeting with recipient’s name and designation.
- Reference to resignation acceptance and notice period.
- Expression of gratitude for opportunities provided.
- Polite request for relieving letter issuance.
- Closing with thanks and signature.
- Employee ID, department, and contact information.
Tricks and Tips for an Effective Request for Relieving Letter
- Mention the exact last working day to avoid confusion.
- Keep the tone polite and professional.
- Follow up with HR if no response within reasonable time.
- Attach resignation acceptance email if available.
- Keep a personal copy for records.
Common Mistakes to Avoid
- Sending request before resignation acceptance.
- Being too casual or informal in wording.
- Omitting important details like designation or last working day.
- Forgetting to express gratitude.
- Not following company procedure or email protocol.
After Sending / Follow-up Actions
- Confirm receipt of the letter via email or phone.
- Ensure all company formalities are completed for smooth issuance.
- Collect the relieving letter physically or digitally.
- Keep a copy for personal records and future employment use.
Pros and Cons of Sending a Request for Relieving Letter
Pros:
- Provides official documentation of employment completion.
- Helps in smooth transition to a new organization.
- Maintains professional relationship with previous employer.
Cons:
- Delays may occur if HR is busy or pending formalities.
- Errors in letter can cause further clarification or reissuance.
- Overly casual requests may be viewed as unprofessional.
