Experience & Relieving Letter Generator

About the Experience & Relieving Letter Generator

Fill in the company, the employee and the dates, and a complete letter builds itself on your letterhead. Choose an experience certificate (“to whom it may concern”, in the third person), a relieving letter (addressed to the employee, confirming that the resignation was accepted and the day they were relieved), or a combined experience and relieving letter. The tenure is worked out from the date of joining to the last working day, and the designations held become a table of roles with their dates.

Add a conduct line, the main duties, the full and final settlement and a no-dues line, sign it, and download a PDF or an editable Word file. For India, the settlement line can cite section 17(2) of the Code on Wages, 2019 — wages payable on resignation are due within two working days. When the payment date you record is later than that, the tool warns you and leaves the citation out. It is a generic template, not legal advice.

Experience certificate, relieving letter, or both?

• An experience certificate confirms that someone worked for you, for how long and in which roles. It is written “to whom it may concern” so the employee can show it to a future employer, a bank or a visa office.
• A relieving letter is addressed to the employee. It confirms that the resignation (or the end of a fixed term, retirement or a mutual separation) was accepted and the date on which they were relieved, and it often records the full and final settlement and that no dues are pending. New employers commonly ask for it at joining.
• An experience and relieving letter puts both in one document, addressed to the employee.

What the letter includes

• Letterhead with logo, date and reference number
• Employee name, ID and last designation
• Dates of joining and leaving, and the tenure (both days counted)
• A table of designations with dates, when there was more than one
• Optional duties, a conduct line (good, very good, excellent, satisfactory, your own wording, or none)
• For relieving letters: the resignation date, the date relieved, the full and final settlement and a no-dues line
• Signature block for the person signing on behalf of the company

Settlement dates in India

Under section 17(2) of the Code on Wages, 2019, the wages payable to an employee who has been removed or dismissed, retrenched, has resigned, or became unemployed because the establishment closed must be paid within two working days. For a resignation, the settlement line in the letter can say the payment was made in line with that section. If the payment date you enter is more than two working days after the last working day (Saturdays and Sundays not counted), the tool warns you and the letter states the date without the citation, so it never claims something its own dates do not show.

Gratuity, where it is payable, has its own deadline: within 30 days of becoming payable (Code on Social Security, 2020, s.56(3)). The gratuity calculator works out the amount.

Letters for several leavers at once

Set up one letter in the form — the type, company, wording, settlement line and signatory — then choose a CSV or Excel sheet with one row per employee. Name, Date of joining, Last working day and Designation are needed; Employee ID, Title, Pronoun (or gender), Department, Resignation date, Settlement date, Address and Duties (separated by semicolons) are used when present. Each row becomes its own PDF, and they download together as a ZIP.

Every row is checked like a single letter. A row is left out, with the line number and the reason, when a date is missing or wrong, or when the last working day is before the joining date; for a resignation, each row needs its own resignation date. A settlement date set in the form is used for rows without one, and the summary says so. In an experience certificate the pronoun comes from a Pronoun or Gender column, or from the title (Mr, Ms or Mrs); without either, the certificate says “they”. A settlement paid more than two working days after the last day is stated without the section 17(2) citation and listed in the notes. Download the sample file to see the layout.

Keep it factual

State what your records show — dates, designations and duties. The conduct line is optional: if you would rather not comment on conduct, choose Leave out. Have the letter signed by someone authorised to sign for the company, and keep a copy on the employee’s file.

Limitations

• A generic template, not legal advice. Check your company’s policies, any settlement terms and the law that applies before you issue it.
• Letters made from a spreadsheet use one designation per person (the last one) and the wording set in the form; make a single letter for anyone who needs their full designation history.
• Changes you make in the Word file stay in that file — the tool cannot read a Word file back in.
• The PDF draws Latin-script text with ₹, € and £. For names in other scripts, download the Word file or use Print / Save as PDF.
• The first download needs a connection to fetch the PDF or Word engine; Print / Save as PDF works offline.

Privacy

Everything happens in your browser. Employee details, your logo and signature are not uploaded or stored by MySmartCoPilot; the draft is kept in this browser’s local storage until you press Clear saved data on this device.