Relieving Letter Email Format: A Comprehensive Guide to Compose a Professional Resignation Email
A relieving letter is an official document issued by an employer to an employee upon their departure from the company. It serves as formal proof of the employee’s last day of employment, salary details, and any outstanding benefits or dues. The format of a relieving letter typically includes the employee’s name, designation, and period of employment within the organization. It also contains information about the employee’s resignation or termination, as well as any applicable severance packages or post-employment benefits. Additionally, the relieving letter may include details regarding any outstanding payments, such as salary arrears or bonuses, and any relevant company policies or procedures.
Best Structure for a Relieving Letter Email Format
A relieving letter is an official document that confirms an employee’s departure from their role and provides details of their last working day. It should be clear, concise, and include all necessary information.
Structure
- Heading: “Relieving Letter”
- Employee Information: Include the employee’s full name, employee ID, and designation.
- Company Information: Mention the company name, address, and contact information.
- Date of Resignation: Indicate the date the employee submitted their resignation.
- Last Working Day: State the employee’s last day of employment.
- Gratuity (if applicable): Specify any gratuity or other benefits the employee is entitled to.
- Company Property: List the company property that the employee must return upon their departure.
- Outstanding Dues: Mention any outstanding payments or dues that the employee owes the company.
- Signature: Obtain the signature of the authorized signatory (e.g., HR Manager or CEO).
Table of Company Property
If there is a significant amount of company property that the employee needs to return, consider including a table in the email to list the items.
| Item | Description | Quantity |
|---|---|---|
| Laptop | Dell XPS 15 | 1 |
| Phone | iPhone 13 Pro | 1 |
| Keys | Office and building keys | 3 |
7 Sample Relieving Letter Email Formats for Different Reasons
Example 1: Resignation
Dear [Employee Name],
We have received and accepted your resignation letter, effective [end date]. We want to thank you for your valuable contributions to our company.
- Please return all company property, including your laptop, cell phone, and any other equipment.
- We request that you assist with the handover of your responsibilities during your notice period.
- Your final paycheck, including any outstanding benefits, will be processed on [pay date].
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Example 2: Retirement
Dear [Employee Name],
We are delighted to confirm your retirement, effective [end date]. We extend our heartfelt congratulations on this significant milestone.
- Please arrange for the return of all company property, including your laptop, cell phone, and any other equipment.
- We request that you assist with the smooth transition of your responsibilities during the next few weeks.
- Your final paycheck, including all retirement benefits, will be processed on [pay date].
We want to express our sincere gratitude for your dedication and unwavering commitment to our company. You have been an invaluable member of our team, and we wish you a fulfilling and enjoyable retirement.
Sincerely,
[Your Name]
Example 3: Layoff
Dear [Employee Name],
It is with regret that we must inform you of your layoff, effective [end date]. This decision was made after careful consideration of the company’s financial situation.
- Please return all company property, including your laptop, cell phone, and any other equipment.
- We request that you assist with the smooth transition of your responsibilities during the next few days.
- Your final paycheck, including all severance benefits, will be processed on [pay date].
We understand that this news is difficult to receive, and we want to express our appreciation for your contributions to our company. We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Example 4: Transfer
Dear [Employee Name],
We are writing to confirm your transfer to [new position] at [new location], effective [start date].
- Please report to [new manager] on your first day.
- We request that you assist with the handover of your current responsibilities during the next few weeks.
- Your revised salary and benefits package will be outlined in a separate letter.
We are excited to have you join this new role and believe that your skills and experience will make a valuable contribution to our team. We wish you success in your new position.
Sincerely,
[Your Name]
Example 5: Promotion
Dear [Employee Name],
We are pleased to announce your promotion to [new position], effective [start date].
- Please report to [new manager] on your first day.
- We request that you meet with your current manager to discuss the handover of your current responsibilities.
- Your revised salary and benefits package will be outlined in a separate letter.
We are confident that you have the skills and experience to excel in this new role. We believe that this promotion is a testament to your hard work and dedication to our company. We wish you continued success in the future.
Sincerely,
[Your Name]
Example 6: Disability
Dear [Employee Name],
We have received and reviewed your physician’s documentation regarding your disability. We understand that you are unable to perform the essential functions of your current position.
- We will continue to accommodate your disability as long as it is feasible.
- We request that you submit regular medical updates to help us monitor your condition.
- We hope that you will be able to return to work in the future, and we will keep you informed of any available positions.
We wish you a speedy recovery and good health.
Sincerely,
[Your Name]
Example 7: Contract Expiration
Dear [Employee Name],
This letter confirms that your contract with [company name] will expire on [end date]. We have decided not to renew your contract at this time.
- Please return all company property, including your laptop, cell phone, and any other equipment.
- We request that you assist with the handover of your responsibilities during the next few weeks.
- Your final paycheck, including any outstanding benefits, will be processed on [pay date].
We want to thank you for your contributions to our company during the past [number] years. We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
Relieving Letter Email Format
What is the proper format for a relieving letter email?
A relieving letter email is a formal communication sent by an employee to their employer, informing them of their intention to resign from their position. The email should be concise, professional, and include the following information:
- Subject line: The subject line should clearly state the purpose of the email, such as "Resignation Letter" or "Notice of Resignation."
- Salutation: The salutation should be formal and addressed to the appropriate person, such as "Dear [Manager’s name]".
- Body: The body of the email should include the following elements:
- A statement of intent to resign, such as "I am writing to submit my resignation from my position as [position name] at [company name]."
- The last date of employment, such as "My last day of employment will be [date]."
- An expression of gratitude for the opportunity to work at the company, such as "I would like to thank you for the opportunity to work at [company name] for the past [number] years."
- A closing remark, such as "I wish you and the company all the best in the future."
- Signature: The email should be signed with the employee’s full name and title.
What is a sample relieving letter email?
What are some tips for writing a relieving letter email?
Well, there you have it, folks! Whether you’re facing a job change or simply want to express gratitude to a colleague, these templates will have you covered. Thanks for giving us a read! If you found this helpful, be sure to check back for more career tips and guidance. Until then, stay productive, keep your letters professional, and remember, the world of work is always evolving. Cheers!