There are certain countries in the world where companies do not take on applicants that are currently employed. What that basically means that a person within those specific countries cannot have 2 jobs at the same time. So whenever people wish to apply for employment at a particular company, then that means employers will need to make sure that they have are not employed by another upon application.
This means that every applicant will have to provide physical evidence that they have officially resigned from their previous company. The best possible document that they can provide which will prove that would be a relieving letter sample and this article will teach you all that you need to know as well as how to create it.
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What is the Purpose of a Relieving Letter?
For those of you who are currently planning to resign from the current company that you’re working for, then you’ll definitely need this sample letter before you officially resign. The purpose of every relieving letter is to provide physical proof that you have officially been relieved of all duties and responsibilities and that you are no longer employed. It’s a document that is issued by your employer in the event that your resignation has been accepted. Remember that not all countries will require you to prove that you are no longer employed when applying for another job to make sure that you know if you actually need the letter or not.
When you think about it, this has a lot of similarities with a termination letter where it provides the information on who’s resigning, the date of when the employee is leaving and other details. Just remember that the whole point of you acquiring this is letter is so that you can use it as physical evidence upon presenting it to a prospective employer to show that you are no longer employed by the previous company that you worked for.
However, this type of letter has another important purpose. Prospective employers will definitely need this in the event that they want to validate whatever information you have presented them with via your resume. Examples of the information that they will check on would be the job title that you previously held as well as the date in which you were able to officially resign. Take note that just about every employer that you will encounter will do a background check on your so that includes verifying the information regarding your resignation. So if you’re planning to quit your current job so that you can apply for another, then be sure to ask for this letter on your way out.
When Should You Expect Your Relieving Letter?
From the very moment that your employer has accepted your resignation, you should expect that you’re to be issued the relieving letter immediately. In the event that you have yet to receive your relieving letter, then that can only mean that are certain complications that are preventing the employer from making and sending one out to you. If you have yet to receive it, then immediately go your employer and inquire about it. If there actually are any complications that are preventing you from getting the letter, then ask your employer about these issues so that you can fix them and acquire what you need as soon as possible. You may also see employee relieving letters.
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What are the Reasons Which Prevent Me from Obtaining a Reliving Letter?
As mentioned, there may be complications about your resignation that will compel your employer to hold off on providing you your relieving letter. The main reason as to why this happens is most likely due to you having unfinished business with the company or that you’re lacking the requirements which allow you to officially resign. So until you are able to solve all of these issues, your employer won’t be giving you the relieving letter that you need to officially resign and apply for other career opportunities. You may also see job relieving letters.
A good example that prevents you from leaving the company would have to be company projects. Let’s say that you were tasked with taking on a project in which only your knowledge and expertise can handle and complete it in a competent manner. And let’s say that halfway through the project, you’ve decided that you no longer wish to work for the company and that you want to take on another job. Since you’re the only person that has the skills and qualifications to complete the project, then most likely your employer won’t allow you to resign until it’s finished or at least until you’ve done a good amount of the completion process.
Other examples would include your employer not being able to find a proper replacement, you being unable to provide them with the necessary documents, damages that you have may have incurred but have yet to pay, etc. So until you are able to solve every one of these issues, don’t expect to get that relieving letter any time soon. You may also see formal letter formats.
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How to Go About In Making a Relieving Letter
Now that you’ve learned about the purpose of the letter as when you should expect to receive it, then the next step is to learn about its creation. If you’re the employer and you’re in a situation where an employee is resigning from your company, then that means you’ll ultimately task with creating the relieving letter. Before you do, make sure that the employer has met all of the requirements that will allow you to approve his or her resignation. Also, make sure that the employee no longer has any pending issues that could possibly prevent you from accepting his or her resignation.
So here are the steps that will help you create a proper relieving letter:
1. Write Down the Details of the Employee
If an employee wishes to apply for another company once he or she has resigned from yours, then that would mean the relieving letter will need to contain all the information that it needs which will allow him or her to do so. Which is why you have to take note that just about every other employer who requires a relieving letter will be looking into the information about the employee that has resigned from your company. So the first thing that you’re going to have to provide would be the name of the employee that has resigned from your company. Be sure that you write down the employee’s first name, last name, and middle initial so that the prospective employer will know exactly who he or she should do a background check on. You may also see formal letter templates.
Next is that you will have to write down the employee’s job title in the letter. Make sure that you write down the complete job title as this will be useful for the prospective employer in the event that a background check on employee’s previous role with your company has to be done. Never forget to include these pieces of information as every prospective employer that the resigned employee will be applying to will be looking for them. You may also see best formal letters.
2. Write Down the Details of the Company
If another employer where to go through the hiring process with an applicant that previously worked for your company, then he or she would have to do a thorough check on the kind of company that the applicant used to work for. The reason as to why this has to be done is to validate the authenticity of the company. This means that you will have to provide all of the necessary information that another employer would need to learn about your company. You may also see sample formal letters.
So first you will have to write down the complete name of the company. Make sure that you don’t use any abbreviations as the employer won’t get much out of that if he or she decides to look it up on the internet. Just make sure that you write down the company’s name completely into the letter. Once that’s done, the next thing that you’ll have to place is the company’s address. You may also seeletter formal examples.
You have to be able to provide the complete address details as you’ll never know when the resigning employee’s prospective employer might just want to visit the establishment. And lastly, provide contact information for the relieving letter. This includes phone numbers and email addresses. One of the easiest ways for employers to gain information about a company that an applicant used to work for is by simply calling the company and that can only be done if you provide the information which allows them to do so.
Just don’t forget to include any of these as even you would need them in the event that you would have to verify the relieving letter as well as the company that an applicant has previously worked for. You may also see formal letters.
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3. Place the Date of When the Letter Was Made
This is something that you should never forget to include no matter how many relieving letters you end up making. The reason as to why you’ll have to include this information is because it will come in very handy in the event that there are any disputes regarding the date in which the relieving letter was made. So what you’ll have to write down is the month, day, and year so that anyone who goes through the letter will know the exact date in which it was made. You may also see resignation letter examples.
4. Write Down Details Regarding the Employee’s Term With the Company
If you were the employer that had to go through an applicant’s relieving letter, then even you would want to gain information in regards to what the applicant did for his or her previous company up until his or her resignation right? Which is exactly why you have to place that information in the letter as all other prospective employers will want the information to help them determine whether the applicant is a good fit for their open position or not. This means that you’ll need to write down the details of the employee’s time with your company. Take note that you shouldn’t go overboard when writing this as you don’t want it to take up too much space from the letter. Make it brief enough to give readers what they need to learn about the employee who resigned from your company. You may also see sample resignation letter formats.
Point out things like the tasks and responsibilities that the employee was charged with and also provide whatever he or she has accomplished during employment. All of this information will affect the prospective employer’s decision as to whether or not he or she should hire the applicant that has provided the letter. So just ensure that you place everything that they need to know. You may also see job resignation letter formats.
5. Place the Date of the Employee’s Resignation Within the Letter
This is the piece of information that just about every employer will be looking for when they go through a relieving letter that they receive from an applicant. The reason? That’s because the date of resignation provides proof as to when the employee has officially resigned from a company that he or she previously worked for. And that’s why it’s your responsibility to guarantee that the relieving letter contains the date of the employee’s official resignation. You may also see sample membership resignation letters.
Much like the date in which the letter was created, you will have to provide the date, month, and year so that anyone who goes through the letter will know exactly when the employee resigned from your company. Also, this can be helpful in the event that the issue is brought up in court as there can be no questioning regarding the date or resignation if it happens to be brought to attention. You may also see simple resignation letters.
6. Provide a Statement of Thanks
Now that you’ve finished everything that an employer would want to know if he or she were to go through a relieving letter, you may now proceed to show your appreciation to the resigning the employee. This person has put in the time and effort in helping your company achieve success in the industry, so naturally, you would want to show your gratitude. However, you must remember that no matter how close you may be with the resigning employee, you must still treat this letter as if it were an official business document as prospective employers will definitely go through it. So keep the tone of the letter as polite and as formal as possible.
As you’re thanking the employee, make sure that you point out things like what he or he has achieved during the course of employment and that you and the company greatly appreciate everything that he or she has contributed. This is something that you should do even if you and the employee weren’t particularly on good terms; so long as that person has provided the company with the work that it needs, then you’ll have to show your gratitude in the most polite manner possible. You may also see personal reasons resignation letters.
7. Write-In Information About the Employer
An employer who goes through applicants relieving letter will want to know exactly who issued the document. This means that information regarding an applicant’s previous employer will be required in the relieving letter. So if you’re the employer in the situation, then all that means is that you will have to provide all the information that another employer will need to learn about you. You may also see best resignation letters templates.
So first, be sure that you include your complete name into the letter. Much like when writing the employee’s information, be sure that you include your first name, last name, and your middle initial so that it’ll be easier for any other employer to do research on you. Next is that you will have to provide your job title. Be sure to provide your complete job title as this information alone can help other employers see as to whether or not you have the authority to issue the relieving letter. And finally, you’ll have to provide your signature at the very bottom of the letter. The point of providing the signature is so that anybody who goes through the letter can use it to verify that it has indeed been issued by someone who has the authority to do so. Also, the signature can be very helpful if the matter of the letter’s authenticity is to be argued. You may also see resignation letter with reason templates.
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Some Key Features You Have to Remember When Writing the Relieving Letter
1. The letter should always be addressed as “To Whomsoever It May Concern”. You won’t be able to guess the names of all the employers that the resigning employee will be dealing with when applying for another job. And even if you do, it’s not like you can write down all of their names into the letter without making it look like a jumbled mess. If the employee already has an idea as to who he or she wishes for you to address the letter to, then you can provide an actual name into it.
2. The letter has to begin with the statement that the employer has accepted the employee’s resignation. Right from the very beginning, the person reading this letter will want to verify that the employee has gone through the necessary processes which allow him or her to resign from any previous company that he or she worked for. So by stating that you have accepted the employee’s resignation at the start, other employers who go through the letter can verify that the applicant is no longer employed, thus making him or her eligible for new employment.
3. The current role of the employee has to be mentioned. This is something that you will have to do as employers will want to verify what kind of role the applicant had before hiring him or her. You may also see notice period letter templates.
4. The letter should possess credit given to the employee for the contributions that the employee has given to the company. Remember that it’s very important that the letter talks about everything that the employee has done for the company as this shows future prospective employers as to what he or she is capable of. Take note that this can greatly affect the resigning employee’s hiring chances when applying for another company, meaning that you shouldn’t leave out any contributions. You may also see corporate resignation letters.
5. Make sure to end the letter with a sincere thank you for the services the employee has provided and that you wish him or her luck in all future endeavors. The main reason as to why you would even consider doing this is so that you can keep good relations with the employee that’s about to leave the company. Also, it’s just good manners to thank someone for all the hard work that has been provided and it will give you and your company a good image. You may also see resignation letter due to relocation templates.
6. Keep in mind that you don’t want to use any jargon that readers may not be able to understand. Keep the writing as simple as possible, but make sure that you do so in a professional manner. You may also see letter templates in PDF.
7. Don’t forget to include your signature at the very bottom to ensure that other employers won’t have problems when it comes to validating its officialism. You may also see notice of resignation letters.
Also, be sure that you proofread and edit the letter before you hand it over to the employee. You want to give him or her a polished letter and one that doesn’t embarrass you and ruin the image of your company when another employer decides to go through it. Go through the contents of the letter at least twice so that you are able to spot any mistakes pertaining to grammar, spelling, and any information about the employee’s resignation. The moment that you happen to spot any of these mistakes, make sure that you fix them immediately. Once you’ve done all of that, you may then proceed in handing it over to the employee so that he or she can use it for other professional opportunities. You may also see teacher resignation letters.
In the event that you would like to learn more about relieving letters or if you would like to learn about other letters that you can make, then all you have to do is visit and go through our site. It contains many different articles that have the information that can help you out. Just make sure that you read whatever you’ve article you go through thoroughly so that you can make effective use of whatever information you’ve gathered. You may also see a short resignation letter.