A relieving letter is a written document that is used in the process of an employee’s termination. In most cases, it is a letter that confirms that the employee has been fired and provides information about their final paycheck. The importance of the document itself shows why knowing the correct relieving letter format is so important for people running a company or the HR of a big company.
A relieving letter can be used for many different reasons:
● A company may be unable to pay employees because they are going through financial difficulties. If this happens, then the company will need to let employees know that they will no longer be paid. The final paycheck may even be delayed until after all other payments have been made.
Most important components of a relieving letter
A relieving letter should be written professionally and should contain all necessary information. There are many requirements to be followed while writing it. This letter should be sent to the person against whom the complaint has been filed by the employee based on misconduct and poor work performance. The department which has decided to terminate or dismiss an employee for nonperformance after following due process must include details in it about the nature of acts that have been committed and whether they have caused any harm to customers or company assets such as reputation, goodwill, etc. So what are the most important components in a relieving letter that would give out all this necessary information? Let’s find out! Here are some of the most essential components that you must present in any high-quality relieving letter template:
1. Issuance Date: It is important to mention the date of issue of the letter in the header. This will help the recipient to know when he/she needs to reply.
2. Employee information: The employee’s name and position should be mentioned in this section.
3. Subject: The purpose of writing a relieving letter should be mentioned in this section as well as its importance for the employee’s career.
4. Salutation: The salutation should be pleasant and simple, such as “Dear [Name]” or “Mr./Ms./Mrs./Dr., etc.,” etc., depending on the relationship between you and your recipient(s).
5. Body of the letter: In this section, you can give a brief account of what has happened so far with your employee and why it is important for him/her not just to stay but also do better than before. You may also include any other information that would help your recipient understand why you are writing this letter and what it would entail for him/her if he/she quits right away without any further discussion about his/her plans with your company or organization. The body of the letter should also include salary-related information about the employee. For instance, for an IPS officer, the relieving letter must include information about the salary of IPS officer, place of posting, date of joining and termination etc.
6. Signature: The letter should be signed by the appropriate person responsible for handling the separation. It could also be signed by HR depending on the company policy.