Relieving and Experience Letter Policy Template

Relieving and Experience Letter Policy

Purpose of Relieving and Experience Letter Policy

This Relieving and Experience Letter Policy sets out the standards and procedures by which [Company Name] issues relieving letters and experience letters to departing employees. The policy ensures a consistent, timely, and auditable approach to documenting employment separation, confirming service, and supporting future employment verification.

Scope

This policy applies to all employees of [Company Name], including permanent, fixed term, and contract staff, unless a separate agreement specifies otherwise. The policy covers voluntary resignations, retirements, terminations, and mutually agreed separations.

Relieving Letter Eligibility and Entitlement

Employees who complete the separation process and satisfy clearance requirements are eligible to receive a relieving letter. The relieving letter confirms that the employee has been formally relieved of duties as of the last working day and notes any agreed terms related to the end of employment.

Experience Letter Entitlement

Employees who have completed at least one full pay cycle are entitled to an experience letter on request. The experience letter will normally state the employee's name, job title, dates of employment, and a brief description of primary duties. Any reference to performance or conduct will be included only with appropriate managerial input and with HR review.

Procedure to Request Relieving and Experience Letters

To request a relieving or experience letter, the departing employee must complete the exit clearance process and submit required documentation to HR. The standard steps are:

• Employee submits resignation or separation documentation and confirms last working day.
• Manager completes handover certification and confirms return of company property and completion of outstanding tasks.
• HR verifies final settlement, benefits reconciliation, and receipt of required clearances from relevant departments.
• Upon completion of clearance, HR prepares and issues the relieving and experience letters.

Clearance and Documentation

Clearance requirements may include return of company assets, completion of knowledge transfer, settlement of financial obligations, and any other department specific clearances. HR will maintain a checklist of required items. Letters will be issued only after all mandatory clearance items are completed or formally waived in writing by the relevant authority.

Timeframes and Delivery

Relieving and experience letters will normally be issued within 7 business days after all clearances and final settlement are complete. HR will provide an electronic copy and, upon request, a signed hard copy on company letterhead. If delivery is delayed, HR will notify the employee with an expected issuance date.

Exceptional Circumstances

Issuance of letters may be delayed or withheld in cases of ongoing investigations, unresolved disciplinary matters, incomplete clearance obligations, or disputes over employment records. In such cases, HR will document the reason for delay and provide periodic updates to the employee and the employee's manager.

Approval Process

Managers are responsible for completing and approving handover certification and departmental clearances. HR is responsible for verifying final settlement and preparing the documents. The HR manager or an authorized HR representative will sign and authorize all relieving and experience letters. Exceptions to standard contents or issuance timelines must be approved by the HR head or a designated senior HR official.

Role of Managers and HR

Managers must: provide accurate confirmation of handover, verify the return of assets, and submit any required clearance notes promptly. HR must: coordinate the clearance process, verify payroll and benefits reconciliation, prepare letters in the standard format, and ensure authorised signatory approval prior to release.

Non Compliance

Failure to complete required clearance actions may result in withholding of relieving and experience letters until outstanding obligations are resolved. Managers who do not complete clearance responsibilities in a timely manner may be subject to internal review. Employees who provide false information or fail to return company property may face disciplinary action and potential legal or financial recovery procedures.

Note

This policy may be updated periodically to reflect operational needs and best practice. Employees should direct any questions about this Relieving and Experience Letter Policy to HR for clarification and guidance.