What is a relieving letter?
A relieving letter is a letter from an employer to an employee who is leaving. It is used when an employee resigns or is fired and the employer needs to make arrangements for them to leave. The relieving letter allows the employee to avoid having their employment rights laws apply to them.
The relieving letter can be used for any reason, but it usually occurs when an employee resigns, retires, or is terminated. It’s also used as a means of communication between employers and employees.
1. Employee Details
The first section of your letter should include the employee’s name, title, address, and contact number. Also provide the date of birth, place of birth, and nationality of the employee. This information is important to ensure that the right person receives your letter.
This section could also include information about their job role, including position title and responsibilities. Include details such as educational background, skills, and experience in a short paragraph to describe their contribution to your company.
Write a short subject line and mention the reason for which you are writing this letter. You can also mention that it is an urgent matter which requires immediate attention, or if there are some other reasons like compensation and so on, which have caused you to send this letter.
3. Date on which the letter was issued
The date on which the relieving letter was issued is important because it tells you when you need to act. This will help avoid confusion later on down the line if there was a delay in getting it back to your employee or if they had left your company before receiving it (or if they didn’t receive it at all).
4. Assurance and appreciation
This section should contain a few words of appreciation for your employee’s contribution to the company and his/her contributions to your team, as well as a brief explanation of why you are letting him/her go. You can also include some recommendations for his/her further development at the company or elsewhere.
5. Employee resignation details
This section should include the date of resignation, the reason for it, and any other relevant information about your employee’s departure.
6. Remuneration details
This section should include all the information relating to the employee’s pay and benefits, including salary, bonus, pension contributions, holiday pay, and any other benefits or perks which he/she is entitled to receive upon resignation. When doing calculations for the remuneration details make sure to use calculators such as the in-hand salary calculator instead of manual calculations as accuracy and precision matter.
7. Leave entitlements
You should include any leave entitlements that have been accrued by your former employee during their time working for you (e.g., annual leave). If you have paid for these entitlements in advance, you must be able to clearly state what those payments covered (e.g., annual leave).
8. Final exit interview
If there has been a change in circumstances since the employee resigned from his/her position (e.g., a new hire), you should let your former employee know about this information as well as provide an opportunity for him/her to ask questions about anything that may be unclear or unanswered after reading this letter.