There will come a time where you will want to resign from whatever company that you have been working. Aside from submitting a resignation letter and going through the resignation process, you might also want to inquire your employer about a document which shows proof that you are no longer employed by the company.
So what kind of document would that be? Well, that’s what you would call a relieving letter example and this article is going to focus on teaching you all that you need to know about it; that includes what its purpose is and how you should go about in its creation. You may also see employee relieving letters.
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A relieving letter is issued by a company to an employee who has duly resigned from his/her position. Relieving letters are generally given to the employees who have duly completed their pending works including the formalities required for the resignation. It will function as the notification to the employee that their resignation has been expected and is relieved from their current position. And since it is a form of business letter, one needs to follow a format for writing the relieving letter. The letter should be issued on the company head signed by the concerned authority.
Printable Release Letter
What Is a Relieving Letter?
In the event that you’re leaving a company that you’ve been working for and you wish to apply to another, then you might just want to acquire this type of letter. There are certain countries in the world wherein you will be required to provide proof that you are no longer employed whenever you’re applying for a job, and the best way to show that is if you are able to provide your prospective employer with a relieving letter which shows just that. It’s basically physical evidence that you are no longer affiliated with the company that you used to work for in the sense that all duties and responsibilities of a role that you used to hold have been relieved from you.
Not only that, but this document will definitely come in handy in the event that you have to prove certain pieces of information that you have provided in an interview or through your resume. What employers would usually check on is the date as to when you have officially resigned from your previous company and the role that you once held. Always ask for this before you have officially resigned as you’ll never know when you might need it when applying for a job at a different company. You may also see job relieving letters.
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When Should You Expect Your Relieving Letter?
You should expect this letter to be issued on the same day that your sample resignation has officially been accepted by your employer. In the event that you have yet to receive your relieving letter, then that can only mean there are certain issues that are preventing you from acquiring it. Remember that this letter will be needed in order to show proof that you are no longer employed, meaning that whatever issues are preventing you from acquiring the letter will have to be solved immediately. Do what you can to solve them as soon as possible so that you won’t have to worry about your employer not giving you the letter once you’ve decided to resign.
What Reasons Could Prevent Me From Receiving My Relieving Letter?
As mentioned recently, the only reason as to why your employer would not be able to provide you with a relieving letter is if there are issues that prevent him or her from doing so. These issues are almost always involved with business-related matters that concern you. So what you will need to do first is find out what it is that you have done or have yet to do that’s causing this issue. You may also see formal letter formats.
A good example of what could prevent you from getting the sample letter is if there’s a particular project that only you would be able to finish. If the employer knows that you are the only employee capable of doing the job and that the project has already gone underway, he or she would obviously be reluctant in releasing you before the project’s completion. So unless you can come up with a solution that will allow you resign and ensure that the project sees completion, you’re just going to have to stay until you get it over and done with.
Another example would be a situation where you have done something that you may not have intended but prevents you from leaving and receiving your relieving letter. One would be if you have incurred any damages to company property, requiring you to pay a certain amount before you can be let go from your employer. You may also see best formal letters.
Once you’ve figured out what these issues are, you should do your absolute best in fixing them right away. The faster that you’re able to solve them, then the sooner you will be able to acquire your relieving letter and apply to another company. You may also see formal letter templates.
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How to Make a Relieving Letter?
Now that you have an idea as to what this type of letter is for and how you would go about in acquiring it, then the next step is for you to learn how it’s made. If you’re the employer in the situation, then you should know that it’s inevitable that employees are bound to submit their letters of resignation at a certain point. However, if they request for you to provide them with a relieving letter, you’ll first have to see if they have met the necessary requirements which allow you to accept their resignation. If you see that they have met all these requirements, then you may proceed in writing the letter.
Much like any other business document, this letter will require the necessary information that will convey everything that one needs to know about a particular employee’s resignation and previous employment.
So here are a couple of things that you definitely have to include with every relieving letter you end up making:
1. The Details of the Resigning Employee
If you’re the employer and you’re in charge of overseeing that an applicant who wishes to apply for your company is one that’s currently unemployed, then you’ll want to gain as much information as you can about him or her. Which is the reason as to why you have to learn what kind of information about a resigned employee must be placed within the relieving letter? To start, be sure that the letter contains the employee’s complete name; that includes the first name, last name, and the middle initial as all will be necessary for proving the resigned employee’s identity. You may also see sample formal letters.
Next is that you will need to provide information about his or her employment from the previous company. The letter will need to contain the resigned employee’s previous job title as well as what department he or she is from. These two pieces of information will undoubtedly be very helpful whenever a background check has to be done for verification purposes. Never forget to include these pieces of information as every prospective employer will be looking for them with every relieving letter that they receive. You may also see letter formal examples.
2. The Details of the Previous Company
It’s not just the resigned employee that has to be checked, but also the company that he or she previously worked for. The reason as to why prospective employers would want to learn about the previous company that an applicant has worked for is so that they can look into its legitimacy. So long as the company does indeed exist, then the prospective employer may always contact them for a background check or if they want to gain more information about the person that’s applying for their company. You may also see formal letters.
You will first have to write down the complete name of the company into the letter. Always write down the whole name and never use the abbreviation as you want to make sure that the person going through the letter knows where the letter came from. Another thing is that you will have to put in the company’s complete address. You may also see free resignation letters.
By placing the address, you’re telling the prospective employer that he or she may visit the establishment in the event that he or she would like further information if it cannot be gained via phone call or email. And the last piece of information that the letter should contain would be the company’s contact details. This piece of information is what can help just about every employer contact an applicant’s previous company in the easiest methods possible. You may also see resignation letter examples.
Just don’t forget to include any of these in the relieving letter as they will without a doubt come in very handy for the person that decides to go through them. You may also see sample resignation letter formats.
3. The Date of the Letter’s Creation
While you’re writing down information into the relieving letter, you should never forget to include the date when you initially made it. The reason as to why you would have to provide the date is because it will come in very handy in the event that there is a legal dispute regarding when the letter was created. Always make sure that you provide the month, day, and year so that any questions regarding the letter’s creation date can be quelled. You may also see job resignation letter formats.
4. Resignation Details
If your role in the company is one that’s in charge of handling new applicants, then you’ll definitely want to learn all about the details regarding his or her resignation from a previous company (assuming that he or she has previously worked for one). This means that if you had to create the relieving letter, you will have to put in all the information that one needs to learn about an applicant’s resignation from a previous company. You may also see sample membership resignation letters.
So what you will have to put in first are the duties and responsibilities that resigned employee was tasked with during his or her time with your business. Next is why the employee resigned. Was it because he or she was no longer doing well? Was the employee forced to resign? Did he or she simply wish to venture out to more opportunities? Place the explanation into the letter. You may also see simple resignation letters.
All of these different pieces of information will help the resigned employee’s prospective employer make the hiring decision. Also, be sure that you’re truthful when you’re providing these details as you will gain nothing if you lie about the employee and there’s also the chance that it will reflect badly on you and the company. You may also see best resignation letters templates.
5. The Date of Resignation
This is the one important piece of information that just about every employer will be looking for once they receive the relieving letter. The date of when an applicant has resigned from his or her previous company will basically tell employers when the applicant’s resignation was accepted and approved by his or her previous company. So if you’re the person that’s in charge of the letter’s creation, then you will need to provide the exact date as to when the employee officially resigned from your company as the resigned employee’s prospective employer will definitely want to know this piece of information. you may also see resignation letter with reason templates.
Much like when writing the date as to when the letter was made, you will have to put in the exact date as to when the employee officially resigned from your company. Remember to put in the month, day, and year so that there won’t be any confusion as to when the resignation was accepted. You may also see personal reasons resignation letters.
6. A Statement of Thanks
Once you have provided all the information that a prospective employer would need to learn about the resigned employee’s employment with your company, the next thing that you will have to provide is a message to the employee. You want to show him or her that you are grateful for all the time and effort that he or she has placed into your company. Just remember that this should still be treated like a business letter so keep the tone polite and try not to use any words that you wouldn’t use when you’re addressing someone that’s of high importance. What this basically means is that you have to show your gratitude, but in a way that’s expected from someone’s former boss.
As you’re thanking the employee, be sure to point out what he or she has contributed to the company, what achievements he or she has gained, and his or her duties and responsibilities where while employed. If in the event that you’re writing a relieving letter for someone that you don’t particularly like, then it’s best that you just state how long he or she has worked for the business and what he or she has done and nothing more. You may also see notice period letter templates.
7. Details of the Employer
The person that will be going through the relieving letter will definitely want to learn about the employer who made it. This means that the letter will need to contain information regarding an applicant’s previous employer. So if you’re the employer in the situation, then you will have to provide everything that’s necessary for another employer to learn about you. You may also see corporate resignation letters.
So what you want to start first is your complete name. Much like when providing the employee’s name, be sure that you include your first name, last name, and middle initial. This way, if another employer were to try and search for you for background checking purposes, he or she will have a much easier time in doing so with your complete name. Next is that you will have to provide your job title as this alone can prove that you have the authority to create the letter. And lastly, provide your signature right above your name as that’s genuine evidence that you have accepted an employee’s resignation.
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Tips for Making Your Relieving Letter
Now that you’ve learned what it is that you should place into the letter, the next step is for you to learn how to make it more appealing to those who decide to go through it. You may also see a short resignation letters.
So here are a couple of tips that can help do just that:
1. Keep the Tone of the Letter Formal
Remember that you have to treat this as if it were a business document, meaning that you can’t just use whatever language you place. Even if you’re particularly close with the employee who’s resigning, his or her prospective employer won’t take too kindly in reading a letter that can be deemed as unprofessional. So always keep the tone of the letter polite and respectful as this alone will determine what kind of image your company will have to the person that’s going through it.
2. Don’t Let Your Emotions Get a Hold of You
Let’s say that you’re making a relieving letter for an employee that you don’t particularly like. We can even go as far as to say that you loathe the employee. That doesn’t mean that you point out nothing but the negatives and leave out the positives. Remember that you want the letter to look as if it were made by someone who’s professional in the industry, meaning that you should set your emotions aside and focus on what the employee has done for you and the company.
Don’t say anything that you might regret as again, this can highly affect the image of you and your company to anyone who decides to go through your letter. You may also see letter templates in PDF.
3. Proofread and Edit
When you’ve finally finished making the letter, all that you have to do is go through it at least twice to spot any mistakes. These would be mistakes pertaining to grammar, spelling, or even the information being presented in the letter. Be sure that you go through it thoroughly so that you can show the resigned employee’s prospective employer that you took the time and effort to polish what you’ve made. You may also see resignation letter due to relocation templates.
If you would like to learn more about relieving letters or any letters that’s related to an employee’s resignation, then all you have to do is go through our site. It has the many different articles that contain the pieces of information which should be able to help you out. All you have to do is go through them thoroughly so that you are able to make use of whatever you have been able to gather effectively. You may also see teacher resignation letters.