Free letter template · Word

Relieving Letter Format for IT Company

An IT relieving letter formally confirms that a software employee has been released from employment after serving notice and completing exit formalities. New IT employers and BGV agencies ask for it as proof of a clean exit, so it confirms the last working day, completed knowledge transfer, return of company and client assets, revocation of access and the continuing confidentiality and IP obligations.

Editable Word (.docx)
Made for India
15 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

RELIEVING LETTER

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

To,
[Employee Name]
[Employee Address]

Subject: Relieving Letter

Dear [Employee Name],

This refers to your resignation dated [Date of Resignation], which was accepted by the company. You are relieved from the services of [Company Name] with effect from the close of business on [Last Working Day].

Your employment details are as follows:
Date of Joining: [Date of Joining]
Last Working Day: [Last Working Day]
Designation at Exit: [Designation]
Department / Practice: [Department]

We confirm that you have completed knowledge transfer and handover of your project responsibilities, returned company and client assets including your laptop, ID card and security tokens, and that your access to company and client systems has been deactivated. Your full and final settlement [has been completed / will be processed as per policy].

Please note that your obligations relating to confidentiality of company and client information, intellectual property and non-solicitation, as set out in your appointment letter and Non-Disclosure Agreement, continue after your separation.

For any verification, please contact [HR Name] at [HR Email].

We thank you for your contributions and wish you the very best in your career.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
Human Resources

Download Word (.docx) — free

What this template includes

Resignation date and acceptance
Last working day and relieved status
Confirmation of knowledge transfer and handover
Return of laptop and client assets, access revoked
Continuing NDA, IP and non-solicitation reminder
F&F status and verification contact

When to use it

On the last working day after exit clearance
When the employee joins another IT company that requires it for onboarding
After early release through notice buyout
When reissuing a relieving letter for BGV

How to customise this template

1Insert resignation and relieving dates
2Note notice buyout or waiver if applicable
3State whether F&F is completed or under process
4Add HR verification contact
5Issue on letterhead with signature

HR tips

Issue on the last day or within days; delays hurt the employee's new joining
Do not include negative remarks in a relieving letter
Keep dates consistent with HRMS and PF exit date
Send a digitally signed PDF copy to the personal email

This letter is a starting point. Keep it accurate and consistent with records, and review any reference to continuing obligations against the employee's agreements and with a legal adviser where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Is a relieving letter mandatory in IT companies?+

It is not always legally required, but most IT employers ask for it during onboarding and BGV, so companies issue it as standard practice.

Can a company withhold a relieving letter?+

It may be delayed until exit formalities are complete, but withholding it without valid reason causes disputes. Resolve pending issues quickly.

What if notice period was bought out?+

The relieving letter can mention that the employee was relieved early by mutual agreement, with notice adjusted as per policy.

All 55 industry editions →

[Company Logo][Company Name]
RELIEVING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Token / Employee ID:
[Employee ID]
Category:
[Skilled / Semi-skilled / Staff]
To,
[Employee Name]
S/o / D/o [Parent Name]
[Employee Address]
Subject: Relieving from Service
Dear [Employee Name],

With reference to your resignation dated [Date of Resignation] and its acceptance, you are relieved from the services of [Company Name], [Plant Name], [Work Location], at the end of your shift on [Last Working Day].
Particular Details
Designation [Designation]
Department [Department]
Date of Joining [Date of Joining]
Last Working Day [Last Working Day]
UAN [UAN]
ESI No. [ESI Number]
Clearance
Letter · Word
Relieving Letter Format for Manufacturing Company
Download .docx
[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.
Letter · Word
Offer Letter Format for Pharma Company
Download .docx
[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
Download .docx
[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.
Letter · Word
Offer Letter Format for Software Development Company
Download .docx

Particular	Details
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Last Working Day	[Last Working Day]
UAN	[UAN]
ESI No.	[ESI Number]

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]

Letter · Word

Offer Letter Format for Manufacturing Company

Download .docx

[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]

Letter · Word

Offer Letter Format for BPO Company

Download .docx

[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.
Letter · Word
Offer Letter Format for Retail Company
Download .docx
[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]
Letter · Word
Offer Letter Format for Construction Company
Download .docx

Relieving Letter Format for IT Company

Preview of the letter

Subject: Relieving Letter

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates