Drafting letters is one of the most important duties of HR managers. Since HRs are the ones who write and send key messages to employees, they are expected to have a clear understanding of every type of letter. Out of all letters, one that usually is given less importance is relieving letters. Letâ€™s face it, not many people have proper knowledge about relieving letters. If you are one of them, you are certainly in the right place now.
In this blog, we will tell you everything about a relieving letter, from its importance to some useful tips to make such letters more effective. So, letâ€™s dive in.
It is a written document that is used to inform an employee that his or her resignation has been accepted. When an employee receives a relieving letter, it means that s/he is relieved from his/her duties from the organization.
Like any business letter, relieving letters also serve a particular purpose. It acts as proof that an employee has fulfilled all his or her responsibilities with the organization. Now, it is treated as a documented proof for both companies as well as employees.
Need to mention, a relieving letter format highlights the importance of the document.Â
Today, every company considers this document from the new joinees before selecting them.
As mentioned earlier, relieving letter format plays a vital role. Considering the same, it is crucial for every HR manager to include all the necessary details in the document.
Take a look at some of the must-have components in a relieving letter:
- Details of the relieving person
Correct details of the employee are the first thing every employer checks and verifies in a relieving letter. So, HRs should make sure that they include all the critical information of the employee such as his or her full name, job title, etc.
- Details of the Organization
After an employee’s details, the second thing employers look for is the information of the company. Details such as the full name of the firm, the address, and more add more credibility to the letter.
- Conduct of the Employee
This is another element that should never be forgotten or excluded from a relieving letter. HR managers should add a line or a small paragraph that says about the employees like his or her roles and duties carried out in the service period. In addition to this, HR managers should spend some time with his or her reporting manager to know the employeeâ€™s contributions, strengths and skills. Needless to say, these details not just aid employees but also impact their new employment seeking chances positively.
- Correct Resignation Details
Information related to resignation should also be correctly mentioned in the letter. This information highlights the exact day/date when an individual had tendered his or her resignation. Besides, it will also ensure future employers that the employee is no longer associated with the company.
So, this is everything you need to know about relieving letters. Also, you can find a host of HR letter formats on the internet today. You can rely on them and save a lot of time. Just make sure it is formatted correctly.