What is a Relieving Letter Email?
A Relieving Letter Email is a formal communication sent by an employer to an employee confirming the employee's resignation acceptance and the last working date. It serves as proof that the employee has been relieved of their duties and responsibilities with the organization. This document is crucial for the employee as it verifies their employment tenure and good standing, which may be required for future job applications.
How to Write a Relieving Letter Email?
When writing a Relieving Letter Email, follow these steps:
- Subject Line: Clearly state the purpose, such as 'Relieving Letter for [Employee's Name].'
- Salutation: Address the employee respectfully, using their name and title (if applicable).
- Opening Paragraph: Mention that the organization has accepted the resignation of the employee and confirm the last working date.
- Main Body: Include details about any pending dues, return of company property, or other relevant information. Express appreciation for the employee's contributions and wish them well for their future endeavors.
- Closing: Offer assistance for a smooth transition if necessary, provide contact details for further communication, and sign off formally.
- Attachment: Attach a formal relieving letter document for the employee’s records.
Relieving Letter Email Samples
Sample 1:
Subject: Relieving Letter for John Doe
Dear John Doe,
I am writing to confirm that your resignation from [Company Name] has been accepted, and your last working day will be [Date]. We appreciate your valuable contributions during your tenure with us. Please find attached your official relieving letter.
We wish you the best for your future endeavors.
Regards, [Your Name] [Your Position] [Company Name]
Sample 2: Relieving Letter Email with Specific Details
Subject:Relieving Letter and Final Settlement Details
Dear [Employee's Name],
This email confirms that we have accepted your resignation from [Company Name], effective [Date]. Your last working day will be on [Date]. We acknowledge your dedication and hard work throughout your tenure.
Please ensure the clearance of any pending dues and the return of company property by [Date]. Your relieving letter and other formal documents are attached for your records.
Should you have any queries or require assistance during the transition, feel free to contact us.
Best regards, [Your Name] [Your Position] [Company Name]
What should be included in a Relieving Letter Email?
A Relieving Letter Email should serve as a formal acknowledgment and confirmation of an employee's resignation and the completion of their tenure with the organization. Start by addressing the recipient respectfully and clearly state that you are issuing a relieving letter in response to their resignation. Mention their last working day and confirm that they have completed all necessary formalities and handed over responsibilities as per company procedures.
Express appreciation for their contributions and dedication during their time with the organization. Highlight any specific achievements or projects they were involved in that made a positive impact. This helps leave a positive impression and maintains goodwill even as they depart.
Include details about their employment period, position held, and any other pertinent information such as salary details or benefits that might be relevant for their records or future employment purposes.
Provide contact information for any HR personnel who can assist with further queries or documentation needs. End on a supportive note, wishing them success in their future endeavors. Ensure the tone remains professional and supportive throughout, reflecting the company's appreciation for their service while formally concluding their association with the organization.
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