Free certificate template · Word

Experience Letter Format for IT Company

An IT experience letter certifies a software professional's tenure, designations held and nature of work at the company. It is formatted for background verification and visa or immigration use, so it lists employee code, exact dates, role progression, primary technologies and project domains, while keeping client names confidential where contracts require.

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[Company Logo][Company Name]

EXPERIENCE CERTIFICATE

Ref. No.:: [Reference Number]
Date:: [Date]

TO WHOMSOEVER IT MAY CONCERN

This is to certify that [Employee Name] (Employee ID: [Employee ID]) was employed with [Company Name] from [Date of Joining] to [Last Working Day].

During this period, [he / she / they] held the following positions:

Designation	From	To
[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]
[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]

[Employee Name] worked in our [Department / Practice] and was associated with projects in the [Domain, e.g. banking and financial services] domain. [His / Her / Their] responsibilities included [e.g. design and development of backend services, code reviews, unit testing and production support], working with technologies such as [Tech Stack, e.g. Java, Spring Boot, AWS, PostgreSQL].

During [his / her / their] tenure, [Employee Name] demonstrated sound technical skills and professional conduct. [He / She / They] has been relieved from services after completing all exit formalities.

This certificate is issued on the request of the employee for employment, background verification or visa purposes. For verification, please contact [HR Name] at [HR Email] or [Phone Number].

We wish [Employee Name] all the best in future endeavours.

For [Company Name]
[Authorised Signatory]
[Designation], Human Resources
(Company seal)

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What this template includes

Company letterhead with CIN or address for verification
Employee code and exact joining and leaving dates
Designation history with dates
Technologies and domains worked on
Neutral conduct statement
HR contact for verification

When to use it

Issuing experience proof after the last working day
Supporting a former employee's BGV or visa application
Reissuing a lost experience letter on request
Providing role progression details for a promotion-heavy tenure

How to customise this template

1Fill in designations with dates from HRMS
2Add technologies and domains in plain terms
3Mask client names if NDAs restrict disclosure
4Add the HR verification email
5Print on letterhead and sign with seal

HR tips

Keep it factual; avoid inflated descriptions
Do not mention salary unless the employee requests it for a specific purpose
Use the same dates as PF records to avoid BGV mismatch
Issue it on time, ideally with the relieving letter

This certificate is a starting point. Keep it accurate and factual, consistent with personnel and PF records, and review any client disclosure against your contracts and with a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

What is the difference between an experience letter and relieving letter?+

An experience letter describes tenure and work; a relieving letter confirms the employee was relieved after completing exit formalities. Many IT companies issue both.

Can client names be mentioned in an IT experience letter?+

Only if your client contracts allow it. Otherwise describe the domain, such as banking or healthcare, instead.

Why must dates match PF records?+

Background verification agencies check employment dates against UAN service history, so mismatches cause delays.

All 55 industry editions →

[Company Logo][Company Name]
EXPERIENCE CERTIFICATE
Ref. No.:
[Reference Number]
Date:
[Date]
TO WHOMSOEVER IT MAY CONCERN
This is to certify that [Employee Name], Employee ID [Employee ID], was employed with [Company Name] from [Date of Joining] to [Last Working Day]. At the time of leaving, [he / she / they] held the position of [Designation] in the [Department] department.
Nature of Experience
Plant / laboratory roles: [Employee Name] worked at our [Plant Name], [Work Location], in the [Quality Control / Quality Assurance / Production / Warehouse] department, handling [Dosage Forms, e.g. oral solid dosage and liquid orals]. [His / Her / Their] work included [e.g. analysis of raw materials and finished products using HPLC, GC and dissolution apparatus; review of batch records; line clearance; handling of deviations and change controls] in a GMP environment. [He / She / They] was associated with [regulatory and customer audits] at the site.
Field-force roles: [Employee Name] was based at [Headquarters] headquarters, covering the [Territory] territory for our [Division Name] division in the [Therapy Area] segment, and was responsible for promotion to healthcare professionals, chemist coverage and stockist coordination.
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Experience Letter Format for Pharma Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment – [Designation], [Department]
Dear [Candidate Name],

With reference to your application and the interviews held, we are pleased to offer you the position of [Designation] in the [Department] department of [Company Name], based at [Work Location]. You will report to [Reporting Manager]. We request you to join on or before [Date of Joining].
1. Compensation
Your annual Cost to Company (CTC) will be ₹[CTC], as detailed below. Statutory deductions such as PF, ESI (if applicable), professional tax and income tax will be made as per law.
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Offer Letter Format for Pharma Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Candidate ID:
[Candidate ID]
To,
[Candidate Name]
[Candidate Address]
[Email Address]
Subject: Offer of Employment – [Designation] ([Grade])
Dear [Candidate Name],

Congratulations! Following our discussions, [Company Name] is pleased to offer you the position of [Designation] at grade [Grade] in our [Department] practice. Your base location will be [Work Location] and you will report to [Reporting Manager]. Your expected date of joining is [Date of Joining].
Compensation
Component Annual (₹)
Fixed Pay (Basic, HRA, allowances) [Amount]
Employer PF Contribution [Amount]
Gratuity [Amount]
Target Variable Pay [Amount]
Total CTC [CTC]
Letter · Word
Offer Letter Format for IT Company
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[Company Logo][Company Name]
LETTER OF OFFER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer for the Role of [Designation] – [Team Name]
Dear [Candidate Name],

It was great speaking with you. We are happy to offer you the role of [Designation] in the [Team Name] team at [Company Name]. You will primarily work on [Product / Client Project] using [Tech Stack], reporting to [Reporting Manager]. Your work arrangement will be [Onsite / Hybrid / Remote] with base location [Work Location], and your proposed date of joining is [Date of Joining].
1. Compensation and Benefits
- Annual CTC: ₹[CTC], including fixed pay, employer PF contribution and gratuity.
- Performance bonus: up to ₹[Amount] per year, based on the bonus plan.
- ESOP: a proposed grant of [Number] options, subject to the company's ESOP plan, board approval and the vesting schedule in your grant letter.
- Equipment: a company laptop with licensed tools / a monthly device allowance of ₹[Amount].
- Health insurance for you and dependants as per policy.
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Offer Letter Format for Software Development Company
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Component	Annual (₹)
Fixed Pay (Basic, HRA, allowances)	[Amount]
Employer PF Contribution	[Amount]
Gratuity	[Amount]
Target Variable Pay	[Amount]
Total CTC	[CTC]

[Company Logo][Company Name]

OFFER OF EMPLOYMENT

Ref. No.:: [Reference Number]
Date:: [Date]
Plant:: [Plant Name]

To,
[Candidate Name]
S/o / D/o [Parent Name]
[Candidate Address]

Subject: Offer of Employment as [Designation] – [Department], [Plant Name]

Dear [Candidate Name],

We are pleased to offer you employment as [Designation] in the [Department] department of our plant at [Work Location]. You will report to [Reporting Manager]. Please report to the plant HR office at 9:00 a.m. on [Date of Joining].

1. Wages and Statutory Benefits

Component	Monthly (₹)
Basic Salary	[Basic Salary]
Dearness Allowance (DA)	[Amount]
HRA	[HRA]
Conveyance / Shift Allowance	[Amount]
Gross Monthly Wages	[Amount]
Employer PF (12% of basic + DA, as per rules)	[Amount]
Employer ESI (if eligible)	[Amount]

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Offer Letter Format for Manufacturing Company

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[Company Logo][Company Name]

OFFER LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Process:: [Process Name]

To,
[Candidate Name]
[Candidate Address]
Mobile: [Mobile Number]

Subject: Offer of Employment – [Designation], [Process Name]

Dear [Candidate Name],

We are pleased to offer you the position of [Designation] for the [Process Name] ([Voice / Non-Voice]) process at our [Work Location] centre, reporting to [Reporting Manager]. Your date of joining will be [Date of Joining].

1. Salary Structure

Component	Monthly (₹)
Basic Salary	[Basic Salary]
HRA	[HRA]
Other Allowances	[Amount]
Night Shift Allowance (eligible shifts)	[Amount]
Attendance Incentive (on meeting criteria)	[Amount]
Employer PF / ESI	[Amount]
Monthly CTC	[Amount]

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Offer Letter Format for BPO Company

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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Store Code:
[Store Code]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Store Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] at our [Store Name] store, [Work Location], reporting to the Store Manager, [Reporting Manager]. Please report at the store at [Time] on [Date of Joining].
1. Pay and Incentives
- Monthly gross salary: ₹[Amount] (Basic ₹[Basic Salary], HRA ₹[HRA], other allowances ₹[Amount]).
- Annual CTC: ₹[CTC], including employer PF and ESI as applicable.
- Sales incentive: as per the store incentive scheme, linked to achievement of store and individual targets.
- Staff discount: [Percentage]% on store purchases as per the staff purchase policy.
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Offer Letter Format for Retail Company
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[Company Logo][Company Name]
OFFER LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Project:
[Project Name]
To,
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment as [Designation] – [Project Name]
Dear [Candidate Name],

We are pleased to offer you the position of [Designation] with [Company Name]. You will initially be posted at our [Project Name] site at [Work Location], reporting to the Project Manager, [Reporting Manager]. Please report at the site office on [Date of Joining].
1. Compensation
Component Monthly (₹)
Basic Salary [Basic Salary]
HRA [HRA]
Site Allowance [Amount]
Outstation / Remote Area Allowance [Amount]
Employer PF [Amount]
Monthly CTC [Amount]
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Offer Letter Format for Construction Company
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Experience Letter Format for IT Company

Preview of the certificate

TO WHOMSOEVER IT MAY CONCERN

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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