To get a dream job, pursue higher studies, or fulfil family commitments, there can be several reasons due to which an employee resigns. Letting a valuable team member go is never easy, however, what is more crucial is to ensure that they will get a seamless as well as professional exit from the company. 

From acknowledging the resignation to ensuring a smooth handover and processing final settlements, one essential part of this process is issuing a proper relieving letter. A well-structured relieving letter not only serves as official confirmation of the employee’s departure but also acts as a formal document validating that they have completed all exit formalities. It assures future employers that the employee left the organization on good terms, fulfilling all obligations responsibly.

So, if any of your company’s employees is planning to exit the company on good terms with proper document, then this blog is for you. Here, we have discussed how to provide a well-structured early-relieving mail format or relieving mail template and discussed how to craft them. In this blog, you will explore:

• What a relieving letter is and why it’s important
• How to write a polite and professional early relieving mail/letter
• Different situations requiring a relieving letter template
• The correct relieving mail format
• Reliving letter templates for different job roles
• Common mistakes to avoid while drafting an early relieving mail 

Let’s start with understanding what a relieving letter is.

What Is a Relieving Letter?

Relieving letter is an official document that one receives at the time of leaving his job. This is issued by your employee on behalf of the company. It has:

• The employee’s last working day
• Early relieving mail/letter is the confirmation that they have served the notice period or been relieved early
• Acknowledgment that they have completed all handover formalities
• A professional note thanking them for their service

How to Write a Polite and Professional Early Relieving Letter

When you draft a simple relieving letter format, just keep in mind that your tone should be professional, polite, and concise. Here are some of the things you can consider while crafting an early relieving mail format:

1. Use a Formal Letterhead

When you write the relieving letter, make sure to use the company’s official letterhead. This includes the company’s name, address, contact details and other necessary information. However, this is not required in all companies, but make sure if your company follow such a format before writing one. 

2. Date and Employee Details

Mention the date of issuance and the recipient’s full name, designation, and employee ID (if applicable).

3. Subject Line

The subject line of the early relieving mail format/letter should be clear and direct. Here is how the simple subject line of the relieving letter template looks like:

Subject: Relieving Letter – [Employee’s Name]

4. Confirmation of Resignation & Last Working Day

Start your mail by informing about the acceptation of the employee’s resignation letter. Don’t forget to include the title of the job, the company name and the last working date. Here is how you can start it:

Dear (Name of Employee)

We acknowledge your resignation letter dated [date] for the job role of (job title). Your last working day with [Company Name] was [date].

5. Handover Completion & No Dues

Mention that the employee has completed all necessary formalities.

This is to confirm that you have completed your duties and cleared all dues.

6. Expression of Appreciation

After informing them about the acceptance of the resignation letter, you can thank your employee for their contributions to the company. You can add this section like:

We appreciate your time and efforts during your tenure with us. The company truly value the dedication and passion you brought to your role. Your contributions made a meaningful difference, and we thank you for being a part of our journey.

7. Closing Line & Signature

A professional closing, followed by the name, designation, and signature of the HR manager or authorized person. The cases may be different of an employee to leave your company. 

Relieving Letter Templates for Different Situations 

According to that, you might need a different relieving letter template. Here are a few of the top relieving letters you can use in different scenarios:

1. Standard Relieving Letter Template

This is a formal, professional, yet simple relieving letter format. This relieving letter can be used in most of cases, as it is applicable for the majority of the employees.

Date: [DD/MM/YYYY]
To,
[Employee’s Name]
[Designation]
[Department]
[Company Name]

Subject: Relieving Confirmation

Dear [Employee’s Name],

This is to acknowledge your resignation letter dated [Date], and to confirm that your final working day with [Company Name] was [Last Working Date].

As per records, you have completed your notice period and the required handover formalities. There are no pending responsibilities or dues from your end. With this, you are officially relieved from your duties as [Job Title].

We genuinely appreciate the efforts you’ve put in during your time here. Wishing you all the very best in your upcoming role and future career path.

Warm regards,
[HR Manager’s Name]
[Designation]
[Company Name]

2. Early Relieving Letter Template (Short Notice Period)

Sometimes, employees may request the early relieving mail due to personal or urgent reasons. In this case, you can use the below relieving letter template:

Date: [DD/MM/YYYY]
To,
[Employee’s Name]
[Designation]
[Department]
[Company Name]

Subject: Early Relieving Confirmation

Dear [Employee’s Name],

We are writing to confirm that your request for early relieving, as mentioned in your resignation letter dated [Date], for (title) job role, has been accepted. Accordingly, your last working day with [Company Name] was [Date].

Although the full notice period was not served, the management has reviewed and approved your request, considering your circumstances. All the necessary clearance formalities have been completed from our side.

We thank you for your contribution during your time with us, and we hope your next role brings you success and growth.

Best regards,
[HR Manager’s Name]
[Designation]
[Company Name]

3. Relieving Letter for Employees Who Didn’t Serve Full Notice Period

In some of the cases, employee do not complete their notice period and leave the company. If you need the relieving letter for this case, you can use the below template:.

Date: [DD/MM/YYYY]
To,
[Employee’s Name]
[Designation]
[Department]
[Company Name]

Subject: Relieving Letter

Dear [Employee’s Name],

This is to acknowledge receipt of your resignation dated [Date]. As per your request and the discussion held, your last working day was considered as [Date].

It is to be noted that the full notice period was not served. Necessary adjustments, as per the company’s exit policy, have been accounted for in your final settlement. Handover and other exit formalities were reviewed and found to be satisfactory.

We appreciate the work you have done during your tenure here and wish you continued success ahead.

Sincerely,
[HR Manager’s Name]
[Designation]
[Company Name]

4. Simple Relieving Letter for Internship Completion

The relieving letter template for interns is much simpler. Below is the letter you can use for the internship completion:

Date: [DD/MM/YYYY]
To,
[Intern’s Name]
[Department]
[Company Name]

Subject: Internship Completion – Relieving Confirmation

Dear [Intern’s Name],

We are pleased to confirm that you have successfully completed your internship with [Company Name], which was carried out from [Start Date] to [End Date].

Your participation, learning attitude, and dedication during the internship period have been appreciated. It was good to have you as part of our team for this time, and we hope the exposure proved helpful to you as well.

We wish you the very best in your further academic and professional journey.

Best regards,
[HR Manager’s Name]
[Designation]
[Company Name]

What to Avoid While Writing a Relieving Letter

• Never include negative remarks about the employee.
• Avoid vague or unclear language— be precise and professional.
• Do not delay issuing the letter, as it may affect the employee’s next job.
• Avoid grammatical errors— a professional document should be flawless.

Things to Do After Sending a Relieving Letter

• Ensure the employee has received and acknowledged it.
• Maintain a copy for company records.
• Assist with final exit formalities if required.

Conclusion

A well-drafted relieving letter is required for any employee to continue their job role. This is very important to end the employment on both a respectful as well as a professional note. You can craft or use the early reliving mail format or reliving letter template given in this blog to ensure the proper exit of your employee. By keeping the format clear and straightforward, the overall process becomes smoother for both sides.