An experience letter states the employee's full name and employee code, designation (and any promotions with dates), department, date of joining and last working day, and a short factual description of responsibilities. It is printed on letterhead, dated, signed by HR or an authorised signatory, and usually ends with a neutral line wishing the employee well. Do not include salary unless the employee asks.
Experience letter format
[COMPANY LETTERHEAD] Date: [DATE] Ref.: [REF. NO.] TO WHOMSOEVER IT MAY CONCERN This is to certify that [MR. / MS.] [FULL NAME] (Employee code: [CODE]) was employed with [COMPANY NAME] from [DATE OF JOINING] to [LAST WORKING DAY]. During this period [he / she / they] held the following positions: - [DESIGNATION 1], [DEPARTMENT], from [DATE] to [DATE] - [DESIGNATION 2], [DEPARTMENT], from [DATE] to [LAST WORKING DAY] [His / Her / Their] key responsibilities included: - [RESPONSIBILITY 1, e.g. managing accounts payable for 40 vendors and monthly GST reconciliation] - [RESPONSIBILITY 2] - [RESPONSIBILITY 3] [OPTIONAL: [Name] was a reliable member of our team and we appreciated [his / her / their] contribution.] We wish [him / her / them] success in [his / her / their] future endeavours. For [COMPANY NAME] [NAME OF SIGNATORY] [DESIGNATION, HUMAN RESOURCES] [EMAIL] | [PHONE] [COMPANY SEAL]
How to fill it
- Take the dates from payroll: the date of joining on the appointment letter and the last working day on which the employee was paid.
- List each designation held with its dates, so that a promotion shows as career progression.
- Describe responsibilities in two to four factual lines. Agree them with the reporting manager.
- Add a contact email in HR for verification. Agencies will call or write to confirm.
Common mistakes
- Dates that do not match PF records. Verification agencies compare the letter with the employee's EPF service history (date of joining and exit on UAN). A mismatch delays the next job.
- Withholding the letter as leverage for notice-period recovery or return of assets. Settle those separately; the letter records facts.
- Negative remarks that are not backed by a completed disciplinary process. They invite a defamation claim.
- Glowing praise you would not stand behind if the next employer relies on it.
- Signed by someone who has left or without authority. Use a current HR signatory.
Legal points
Model standing orders, applicable to many industrial establishments under the Industrial Relations Code, 2020, and several State Shops and Establishments Acts require the employer to give a service certificate on termination or on request. Even where no rule applies, refusing to give one for an employee who has served notice is hard to defend. The letter should be issued with the relieving letter and the full and final settlement. A letter given to an employee whose dues are still disputed should carry only facts.
FundRaksha HR generates experience letters straight from the employee record, so the dates and designations always match payroll and PF.
Sources
Last reviewed: 2026-10-21. Information for Indian businesses; not legal advice.