Relieving letter format. 10+ samples in English and Hindi

Relieving Letter Format. 10 + samples

Relieving letter formats play a crucial role in formally marking the end of an employee's tenure at a company. Each scenario requires a tailored approach, whether acknowledging the conclusion of a standard employment period, managing a layoff due to downsizing, or even celebrating a retirement. 

This blog explores various relieving letter templates that can help ensure a transparent and respectful communication process tailored to different circumstances that may arise in a professional setting.

Relieving letters formats in English

Standard Relieving Letter format

This is the most common form, issued to employees who resign and leave the company on amicable terms after completing their notice period. It confirms the employee's departure date, acknowledges the completion of duties, and often wishes the employee success in future endeavours.

Dear [Employee Name],

Subject: Relieving Letter

We acknowledge the receipt of your resignation letter dated [Date of Resignation] and confirm that it has been processed. We now accept your resignation and confirm that your last working day with us was on [Last Working Day].

During your tenure with [Company Name], you have been a valued team member and contributed significantly to our goals. Your efforts and dedication have been truly appreciated, and your professional and personal presence will be missed by your colleagues and friends here.

We are pleased to state that you have fulfilled all your responsibilities up to your departure and have complied with all necessary formalities for a smooth transition of your duties and responsibilities.

We wish you all the best in your future endeavours and hope your next position brings you professional growth and personal satisfaction. Please feel free to stay in touch, and we hope our paths cross again.

Thank you for your hard work and commitment during your tenure with us. Should you require any assistance or further documentation related to your employment or this relieving process, please get in touch with our HR department at [HR Contact Information].

Warm regards,

[Signature]

Sayonara, top exit interview questions to ask

Immediate Relief Letter format

Sometimes, an employee resigns, and the company decides expediting their departure is mutually beneficial. In that case, a relieving letter may be issued immediately, waiving the remainder of the notice period. This letter notes that the company has agreed to relieve the employee sooner than planned.

Dear [Employee Name],

Subject: Immediate Release Confirmation

We are writing to confirm the acceptance of your resignation, as submitted on [Date of Resignation Submission], and to inform you that your request for an immediate release has been approved. Your last working day with [Company Name] will be [Date], earlier than planned.

We appreciate your contributions during your tenure and understand your need for an expedited departure. As previously discussed, please ensure that all company property has been returned and all outstanding work or duties have been handed over to [Name/Department] to ensure a seamless transition.

Although your time with us was brief, your efforts and professionalism have not gone unnoticed. We wish you success in your future endeavours and hope you carry forward the positive experiences gained here.

If you need further assistance or need to complete additional exit formalities, please contact our HR department at [HR Contact Information]. We thank you for your time with us and wish you the best in your future career.

Warm regards,

Professional Resignation acceptance letter templates

Forced Resignation Relieving Letter format

In cases where an employee is asked to resign (often as a softer alternative to termination), the relieving letter may still be issued. It may indicate that the resignation was at the company's behest, although typically, it's phrased diplomatically to maintain professionalism.

Dear [Employee Name],

Subject: Confirmation of Resignation

This letter serves as formal confirmation of your resignation from your position as [Job Title] with [Company Name], effective [Last Working Day]. We have accepted your resignation as discussed and have agreed upon the terms of your departure.

We acknowledge the circumstances leading to this decision and want to extend our gratitude for your contributions during your tenure. Your efforts in [mention specific projects or areas if appropriate] have been valuable to our team and will not be forgotten.

Please ensure that all company properties are returned by your last working day and that any outstanding tasks are duly handed over to your supervisor or designated colleague, as previously arranged. This will assist in a smooth transition and closure of your responsibilities.

We wish you the best in your future endeavours and hope your next professional chapter offers rewarding opportunities. Should you require any assistance during this transition or need further information, please get in touch with our HR department at [HR Contact Information].

Thank you for your service to [Company Name]. We hope your experiences here have contributed to your professional growth and that you will succeed in your future pursuits.

Warm regards, 

Conditional Relieving Letter:

Issued when certain conditions must be met before the final relieving, such as return of company property, completion of specific tasks, or settlement of financial dues. This letter might specify that relieving is subject to these conditions being fulfilled.

Dear [Employee Name],

Subject: Conditional Release from Employment

We acknowledge the receipt of your resignation dated [Date of Resignation] and confirm your intent to depart from your position as [Job Title] at [Company Name]. While we are prepared to accept your resignation, please be advised that your final release is conditional, pending the fulfilment of specific obligations as outlined below:

1. Company Property: All company property currently in your possession, including keys, equipment, documents, and electronic devices, must be returned to the [Department/Person] by [Deadline].
2. Project Handover: You must complete all outstanding projects and hand over your duties to [Name or Title of Successor] by [Deadline]. Please ensure all files, records, and reports are updated and accessible.
3. Financial Settlements: Any outstanding financial transactions, including expense claims or company advances, should be cleared with our Finance Department by [Deadline].
4. Confidentiality Agreement: We remind you of your ongoing obligations under the confidentiality agreement signed at the commencement of your employment, which remains in effect post-termination.

Your compliance with these conditions will ensure a smooth transition and avoid any potential disruptions to ongoing projects and department functions. Upon completing these conditions, we will issue a final relieving letter confirming your release from all duties and responsibilities associated with your employment at [Company Name].

We appreciate your contributions during your tenure and wish you success in your future endeavours. If you have any questions or require assistance meeting these conditions, please contact our HR department at [HR Contact Information].

Thank you for your attention to these matters and your cooperation during this transition period.

Warm regards,

Retirement Relieving Letter format

When an employee retires, the relieving letter can acknowledge their service, note the retirement, and express gratitude for their contributions.

Dear [Employee Name],

Subject: Retirement Acknowledgment and Best Wishes

As you transition into retirement, we would like to take this moment to acknowledge your resignation formally and thank you for your years of dedicated service to [Company Name]. Your final working day is officially set for [Last Working Day], marking the beginning of a new chapter in your life.

You have been an integral part of our success from [Date of Joining] to your retirement. Your contributions to [specific departments, projects, or achievements] have been invaluable and have impacted our organization. Your dedication, experience, and wisdom have driven our success and inspired your colleagues and team members.

We understand that retirement is a well-earned phase of life, and we are grateful for the time, effort, and passion you have invested in your role here. As you look forward to days of relaxation and pursuing personal interests, we wish you a fulfilling and joyful retirement.

Please ensure all formalities regarding your retirement benefits and final settlements are processed smoothly. Should you need any requirements or assistance during this transition, do not hesitate to contact our HR department at [HR Contact Information].

We would love to stay in touch and hope you will visit us whenever you can. Your legacy here will always be cherished, and your presence will be sorely missed.

Thank you once again for your years of service. We wish you all the best in your retirement.

Warm regards,

Resignation with Agreement on Future Cooperation:

 This relieving letter is issued when an employee resigns and the employer wishes to maintain a professional relationship, potentially for future collaboration. The letter confirms the resignation and last working day and expresses intent for ongoing partnerships or freelance arrangements.

Dear [Employee Name],

Subject: Relieving Letter and Future Cooperation Agreement

We acknowledge the receipt of your resignation dated [Date of Resignation] and confirm your last working day with us as [Last Working Day]. We accept your decision to leave [Company Name] with mixed feelings, as your contributions have been greatly valued.

Your expertise and dedication have played a pivotal role in our projects, particularly in [mention specific projects or contributions], and have significantly contributed to our successes. As you transition to new opportunities, we look forward to maintaining a professional relationship with you.

Future Cooperation:

We are pleased to propose an ongoing collaboration in a consulting capacity, where your skills can continue to benefit our projects. Details of this arrangement will be discussed separately, and we are optimistic about finalizing an agreement that benefits both parties.

Final Formalities:

Please ensure that all company property has been returned by your last working day and that any pending documentation has been submitted to your department head. Our HR department will contact you shortly to finalize any outstanding administrative or financial matters.

We thank you for your hard work and dedication during your tenure. We are excited about continuing to work together in a new capacity. Your professionalism and expertise are highly regarded, and our continued association will be mutually beneficial.

Please feel free to reach out if you need any assistance during this transition or in future professional endeavours. We wish you all the best in your future endeavours and look forward to a fruitful collaboration.

Warm regards,

[Signature]

Awesome resignation letter formats

Relieving Letter with Non-Disclosure Reminders format: 

 In industries where confidentiality and intellectual property are crucial, relieving letters may include reminders about the employee’s obligations under non-disclosure agreements (NDAs). This reinforces the legal obligations and the importance of confidentiality even after leaving the company.

Dear [Employee Name],

Subject: Relieving Letter and Confidentiality Reminder

At this moment, we acknowledge the receipt of your resignation dated [Date of Resignation] and confirm that your last working day with [Company Name] will be [Last Working Day]. We accept your resignation and appreciate your contributions during your tenure here.

As we proceed with your exit formalities, we want to remind you of the continuing obligations under the confidentiality agreement you signed on [Date of Agreement]. This agreement remains in effect despite your resignation. It covers all confidential and proprietary information you accessed during your employment.

Confidentiality Obligations:

It is crucial to remember that any disclosure of confidential information, as outlined in the agreement, is prohibited. This includes, but is not limited to, business processes, client details, project specifics, and any other information that is not publicly available. These restrictions are intended to protect our company's proprietary information and interests and remain binding indefinitely as specified in the agreement.

Final Settlements and Formalities:

Please ensure all company property, including documents, electronic devices, and access keys, are returned before your last working day. Our HR department will be in touch to complete any remaining administrative tasks and to finalize your end-of-service benefits as per company policy.

We thank you for your diligence and professionalism during your employment and trust that you will continue to uphold our shared standards of confidentiality. We wish you success in your future endeavours and hope you carry forward the positive experiences from your time with us.

Should you have any questions or require clarification on your post-employment obligations, please get in touch with our HR department at [HR Contact Information].

Thank you once again for your service, and we wish you the best in your future pursuits.

Warm regards,

[Signature] 

Relieving Letter for Layoff or Downsizing format: 

In organizational restructuring, layoffs, or downsizing, the relieving letter can specify that the separation is due to company-wide changes, not employee performance. This type helps clarify the context of the resignation, which can benefit the employee seeking future employment.

Dear [Employee Name],

Subject: Notice of Layoff

We regret to inform you that your position with [Company Name] will be terminated effective [Last Working Day] due to [reason for layoff, e.g., organizational restructuring, economic downturn, downsizing]. This decision reflects broader economic and organizational challenges and does not relate to your performance or dedication.

Terms of Separation:

• Last Working Day: Your official last working day will be [Last Working Day].
• Severance Package: As part of our commitment to support our employees during this transition, you will receive the severance package details in the attached document. This includes [details of compensation, benefits, outplacement services, etc.].
• Return of Company Property: Please ensure all company property is returned by your last working day. This includes items such as keys, badges, equipment, and documents.
• Benefits and Final Pay: Our HR department will provide detailed information regarding your final pay, benefits, and any remaining entitlements.

Confidentiality and Non-Disclosure:

As a reminder, your obligations under the confidentiality and non-disclosure agreement signed at the commencement of your employment continue post-termination. We trust that you will adhere to these stipulations, which protect your interests and those of [Company Name].

We sincerely appreciate your hard work and commitment during your tenure with us. This layoff should not reflect negatively on your professional capabilities or character. We are thankful for your contributions and believe your skills and experiences will serve you well in future endeavours.

Should you need assistance during this transition or require any information regarding the terms outlined in this letter, please do not hesitate to contact our HR department at [HR Contact Information]. We are here to support you wherever we can during this period.

Again, Thank you for your time with us at [Company Name]. We wish you success and hope you find new opportunities that reflect your talents and aspirations.

Warm regards,

[Signature] 

How to write a personal reason resignation letter

Relieving Letter for Interns or Temporary Staff format:

Temporary staff or interns might also receive a relieving letter at the end of their contract period. These letters typically confirm the engagement period and the nature of the work performed and acknowledge the contributions made during the tenure.

Dear [Intern/Temporary Staff Name],

Subject: Completion of Internship/Term of Employment

This letter serves as formal confirmation that your [internship/temporary employment] with [Company Name] has officially concluded as of [Last Working Day]. We want to take this opportunity to thank you for the effort and enthusiasm you brought to your role as [Job Title or Internship Position].

Engagement Details:

• Period of Engagement: Your term of employment began on [Start Date] and concluded on [End Date]. You were engaged as [describe the role or project involvement briefly] during that time.
• Contributions: Your work on [mention specific projects or responsibilities], among other things, has been greatly appreciated and has brought valuable insights to our team.

Performance and Growth:

• We have observed notable improvements in your [mention specific technical skills, communication skills, etc.], and your contributions have positively impacted our operations.
• Your adaptability and commitment to [specific tasks or projects] have not gone unnoticed, and we commend your dedication and professionalism.

Final Formalities:

• Return of Company Property: Please ensure that any company property in your possession, including [list items like ID badges, equipment], is returned to the [HR Department/Supervisor] by your last working day.
• Documentation and Feedback: We invite you to provide feedback on your experience, which will help us improve our [internship/employment] programs. Also, do not hesitate to contact us if you require any documentation or a reference regarding your performance and conduct.

As you progress in your academic or professional journey, the skills and experience you have gained here will serve you well. [Company Name] wishes you all the best in your future endeavours and looks forward to possibly working with you again under different circumstances.

Please feel free to contact us through our alumni network or your supervisor or HR department.

Again, Thank you for your hard work and contributions during your time with us.

Warm regards, 

What is probation period, learn with our blog

Relieving letter format for school teacher

Dear [Teacher's Name],

Subject: Relieving Letter

We now acknowledge receipt of your resignation letter dated [Date of Resignation], and we confirm that your resignation has been accepted. We appreciate your dedication and service to [School Name] as a [Subject] Teacher, and we confirm that your last working day will be [Last Working Day].

During your tenure on [Start Date], you have demonstrated commendable dedication to nurturing and educating our students. Your contributions to the [mention any specific programs, such as the school's music program, science fair, etc.] have left a lasting impact on your students and colleagues. We are grateful for your efforts and the positive spirit you brought to our academic community.

Per the school's policy, please ensure that all textbooks, teaching materials, and other school property are returned to the administration office by your last working day. Additionally, we request that you complete all grading and reports to ensure a smooth transition for your students and replacements.

We wish you all the best in your future endeavors and are confident that your skills and passion for education will benefit your next position. Should you require any assistance during this transition or need references for future employment, do not hesitate to contact our office.

Thank you again for your hard work and commitment to excellence in education. You will always be a valued member of the [School Name] family.

Warm regards,

[Signature]

Relieving letters formats in Hindi

रिलीविंग लेटर का हिंदी में अर्थ होता है "प्रस्थान पत्र" या "निर्वासन पत्र"। यह एक औपचारिक पत्र होता है जो नियोक्ता द्वारा कर्मचारी को दिया जाता है ताकि पुष्टि हो सके कि कर्मचारी ने अपनी सेवाएं संगठन में समाप्त कर दी हैं और अब वह किसी नई नौकरी के लिए स्वतंत्र है। इस पत्र में कर्मचारी के कार्य काल की अवधि और उसके पद का विवरण शामिल होता है। यह पत्र विशेष रूप से तब महत्वपूर्ण होता है जब कर्मचारी एक संगठन से दूसरे संगठन में जा रहा होता है।

Standard relieving letter

प्रिय [कर्मचारी का नाम],

विषय: प्रस्थान पत्र

आपका संगठन में अंतिम कार्य दिवस [अंतिम कार्य दिवस की तारीख] को होगा। इस पत्र के माध्यम से, हम आपको सूचित करते हैं कि आपका प्रस्थान हमारे रिकॉर्ड्स में दर्ज किया गया है और आप [अंतिम कार्य दिवस की तारीख] को अपने पद से मुक्त माने जाएंगे।

हम आपकी सेवाओं के लिए आभारी हैं और आपने जो समय हमारे साथ बिताया है उसकी हम सराहना करते हैं। आपके भविष्य के प्रयासों में हम आपको शुभकामनाएँ देते हैं।

कृपया अपने सभी बकाया कार्यों को पूरा करने और संगठन की संपत्ति, यदि कोई हो, तो उसे वापस करने का ध्यान रखें। आपके वित्तीय और अन्य क्लीयरेंस पूरे होने के बाद, आपके द्वारा जमा की गई सुरक्षा राशि को वापस कर दिया जाएगा।

यदि आपको भविष्य में हमारी सहायता की आवश्यकता हो, तो कृपया संपर्क करने में संकोच न करें।

धन्यवाद और शुभकामनाएँ,

[प्रबंधक का नाम]
[पद]

Forced resignation relieving letter format

प्रिय [कर्मचारी का नाम],

विषय: प्रस्थान पत्र

हम आपके इस्तीफे को स्वीकार करने के लिए लिख रहे हैं, जो कि [इस्तीफा देने की तारीख] को प्राप्त हुआ था। आपका अंतिम कार्य दिवस [अंतिम कार्य दिवस की तारीख] को होगा।

हम समझते हैं कि परिस्थितियां हमेशा हमारे नियंत्रण में नहीं होतीं, और कभी-कभी परिवर्तन अपरिहार्य होता है। हम आपकी सेवाओं के लिए आभारी हैं और जिस समर्पण और प्रयास के साथ आपने काम किया है उसकी हम सराहना करते हैं।

कृपया अपने सभी बकाया कार्यों को पूरा करने और संगठन की संपत्ति, यदि कोई हो, तो उसे वापस करने का ध्यान रखें। आपके वित्तीय और अन्य क्लीयरेंस पूरे होने के बाद, आपके द्वारा जमा की गई सुरक्षा राशि को वापस कर दिया जाएगा।

भविष्य में अगर हम आपकी सहायता कर सकते हैं, तो कृपया हमसे संपर्क करें। हम आपके भविष्य के प्रयासों में सफलता की कामना करते हैं।

धन्यवाद और शुभकामनाएँ,

[प्रबंधक का नाम]

Relieving letter format for school teacher

प्रिय [शिक्षक का नाम],

विषय: प्रस्थान पत्र

संदर्भ: आपका इस्तीफा दिनांक [इस्तीफा देने की तारीख]

हम आपके इस्तीफे को [इस्तीफा देने की तारीख] को प्राप्त करने के पश्चात्, इसे स्वीकार करने का निर्णय ले चुके हैं। आपका अंतिम कार्य दिवस [अंतिम कार्य दिवस की तारीख] को होगा।

आपकी सेवा के दौरान, आपने अपनी प्रतिबद्धता और समर्पण के साथ हमारे विद्यालय को बहुमूल्य सहयोग दिया है। आपके पढ़ाने की क्षमता और छात्रों के प्रति आपकी समझ ने उन्हें बेहतर ढंग से सीखने में मदद की है। हम आपके योगदान की सराहना करते हैं और आपके भविष्य के प्रयासों के लिए शुभकामनाएं देते हैं।

कृपया अपनी सभी शिक्षण सामग्री और स्कूल की संपत्ति को सुनिश्चित करें कि यह सब उचित रूप से विद्यालय को वापस कर दी गई है। आपके सभी वित्तीय और अन्य संबंधित क्लीयरेंस पूरे होने के बाद, आपके प्रस्थान पर आपकी सभी वित्तीय संबंधी देनदारियाँ संतुष्ट की जाएंगी।

भविष्य में यदि हम आपकी किसी भी प्रकार की सहायता कर सकते हैं, तो कृपया संकोच न करें हमसे संपर्क करने में।

धन्यवाद और शुभकामनाएँ,

[प्रधानाचार्य का नाम]
[पद]

Closing comments

In conclusion, the right relieving letter format can significantly ease the transition for both the departing employee and the organization. Companies can maintain professionalism and uphold positive relationships by adhering to specific guidelines and tailoring the letter to the particular context of the employee's departure.

Whether for standard resignations, forced resignations, layoffs, or retirements, each relieving letter serves as a final gesture of goodwill and ensures that all procedural formalities are neatly concluded. By crafting clear and respectful relieving letters, organizations protect their legal and ethical standing and reinforce their reputation as fair and considerate employers.