A relieving letter states the employee's name, code and designation, the date of the resignation letter, the date the resignation was accepted, and the last working day on which the employee was relieved. It confirms that handover is complete and says when the full and final settlement will be paid. It is signed by HR or the reporting authority on letterhead and issued on or soon after the last working day.
Relieving letter format
[COMPANY LETTERHEAD] Date: [LAST WORKING DAY] Ref.: [REF. NO.] To, [EMPLOYEE NAME] Employee code: [CODE] [DESIGNATION], [DEPARTMENT] Subject: Relieving letter Dear [NAME], This refers to your letter of resignation dated [RESIGNATION DATE]. Your resignation was accepted on [ACCEPTANCE DATE], and you are relieved from the services of [COMPANY NAME] with effect from the close of working hours on [LAST WORKING DAY]. We confirm that: 1. You were employed with us from [DATE OF JOINING] to [LAST WORKING DAY]. Your last designation was [DESIGNATION]. 2. You have handed over your responsibilities, documents and company assets ([LAPTOP / ID CARD / ACCESS CARD]) to [NAME]. 3. [Your notice period of [30] days has been served. / Your notice period has been waived by the company. / [X] days of notice not served will be adjusted in your full and final settlement as per your appointment terms.] Your full and final settlement, including salary up to the last working day, leave encashment and other dues, will be credited to your bank account by [DATE], with a statement. Your provident fund exit date will be updated on the EPFO portal so you can transfer or withdraw your balance through your UAN. You remain bound by the confidentiality obligations in your appointment letter. We thank you for your contribution and wish you every success. For [COMPANY NAME] [NAME] [DESIGNATION, HUMAN RESOURCES]
How to fill it
- Use the resignation date from the employee's letter or email and the date your manager accepted it.
- Calculate the last working day from the notice period in the appointment letter, adjusted for any agreed early release.
- Complete the handover checklist before signing: assets, access revocation, open expense claims.
- Give a firm date for the full and final settlement payment, consistent with the law below.
Common mistakes
- Refusing to issue the letter until the employee pays notice-period shortfall. Adjust the shortfall from the F&F as the contract allows; holding the letter hostage exposes the company to claims.
- Paying the F&F 45 or 60 days later as a policy. The Code on Wages requires wages due on resignation to be paid within two working days.
- Forgetting the PF exit date. Until the employer marks the exit on the EPFO portal, the employee cannot transfer or withdraw the balance.
- No mention of notice served or waived. The next employer and any later dispute both turn on it.
Legal points
Section 17(2) of the Code on Wages, 2019 says that where an employee has been removed, dismissed, retrenched or has resigned, wages payable must be paid within two working days of the removal, dismissal, retrenchment or resignation. The Labour Ministry's compliance handbook for the four Codes summarises final dues as wages within two days and gratuity within 30 days. The notice period itself comes from the contract and, for workers, standing orders and the State Shops and Establishments Act, many of which require notice or wages in lieu on termination by the employer. An employer cannot force an employee to keep working after the notice period ends.
FundRaksha HR closes the exit in one flow: relieving letter, final attendance, F&F with leave encashment and recoveries, and the PF exit, with dates tracked against the two-day rule.
Sources
Last reviewed: 2026-10-21. Information for Indian businesses; not legal advice.