If you are an employer or HR personnel, you might need to provide a job relieving letter to employees who resign, get terminated, or complete their contract. This formal letter confirms the end of the employment relationship and provides important details such as the last working day, the reason for leaving, the employee’s performance, and other related matters. In this article, we will provide seven examples of job relieving letters from employers, as well as tips and FAQs to help you create effective and professional letters.
A job relieving letter from an employer serves several purposes, such as:- Confirming the end date of the employment period
– Acknowledging the employee’s contributions and achievements
– Stating the reason for the termination or resignation
– Providing instructions on returning company property, settling accounts, or other matters
– Wishing the employee well for their future endeavors
– Maintaining a positive and professional relationship between the employer and the employeeBy providing a clear and concise job relieving letter, you can avoid misunderstandings, legal issues, or negative feedback from the departing employee. You can also use this opportunity to gather feedback, assess your HR policies, and improve your employee retention and satisfaction.
Examples of Job Relieving Letter From Employer
Here are seven examples of job relieving letters from employers, each with a unique title, greeting, letter body, and complimentary close. You can use them as templates or modify them to suit your specific needs.
Termination due to misconduct
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We regret to inform you that your employment with [Company Name] has been terminated with immediate effect due to your misconduct, which violates our company policies and code of conduct. Specifically, we have received reports that you have been [describe the misconduct and its impact on the company or its employees].
Despite our efforts to counsel and warn you about your behavior, you have not shown any improvement or remorse. Therefore, we have no choice but to terminate your employment, effective from [date and time].
Please note that you are required to return all company property, including [list of items], and settle any outstanding accounts or expenses. You are also requested to sign the enclosed documents, which confirm your acceptance of the termination and your agreement to the terms and conditions stated therein.
Complimentary close: Sincerely,
[Your Name and Designation]
Resignation with notice
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We hereby accept your resignation letter dated [date], in which you have given [notice period] notice of your intention to leave [Company Name]. We appreciate your contributions and dedication during your tenure with us, and we wish you all the best for your future endeavors.
Your last working day will be on [date], after which your employment contract will be deemed terminated. Please ensure that you complete all pending tasks, hand over your responsibilities and files to your successor or colleagues, and clear any dues or liabilities.
Please also note that you are required to return all company property, including [list of items], and sign the enclosed documents, which confirm your acceptance of the terms and conditions governing the termination of your employment.
Complimentary close: Best regards,
[Your Name and Designation]
Completion of contract
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We are pleased to confirm that your contract with [Company Name] has been completed on [date], as per the agreed terms and conditions. Your performance during the contract period has been satisfactory, and we appreciate your dedication and professionalism.
Please note that your employment with our company has ceased after the completion of the contract, and you are not entitled to any further benefits or compensation. However, you are required to return all company property, including [list of items], and sign the enclosed documents, which confirm your agreement to the terms and conditions governing the end of the employment relationship.
We thank you for your services and wish you success in your future endeavors.
Complimentary close: Regards,
[Your Name and Designation]
Termination due to redundancy
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We regret to inform you that your employment with [Company Name] has been terminated due to redundancy, as we have decided to restructure our operations and reduce our workforce in your department. This decision was made after considering various factors, including [explain the reasons and the criteria used for selecting the affected employees].
We understand that this news may come as a shock and a disappointment to you, and we want to assure you that we have followed the legal and ethical requirements for such a process. We have also taken into account your performance, skills, and experience, and we will provide you with a reference and any other assistance that we can offer to facilitate your transition to your next job.
Please note that your last working day will be on [date], and you will receive your salary, benefits, and entitlements up to that date. You are also required to return all company property, including [list of items], and sign the enclosed documents, which confirm your acceptance of the terms and conditions governing the end of the employment relationship.
Complimentary close: With best wishes,
[Your Name and Designation]
Termination due to incapacity
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We regret to inform you that your employment with [Company Name] has been terminated due to incapacity, which means that you are unable to perform your duties effectively and safely, as required by your job description and the company policies. We have based this decision on medical reports and assessments, which indicate that your health condition [describe the condition and its impact on your work].
We understand that this news may be distressing and challenging for you, and we want to express our sympathy and support. We have also taken into account your rights and entitlements under the law and the employment contract, and we will provide you with any assistance that we can offer to facilitate your access to medical care, social security, or other benefits.
Please note that your last working day will be on [date], and you will receive your salary, benefits, and entitlements up to that date. You are also required to return all company property, including [list of items], and sign the enclosed documents, which confirm your acceptance of the terms and conditions governing the end of the employment relationship.
Complimentary close: Take care,
[Your Name and Designation]
Dismissal due to poor performance
Greeting: Dear Mr./Ms. [Employee’s Name],
Letter body:
We regret to inform you that your employment with [Company Name] has been terminated due to poor performance, which means that you have not met the expected standards of quality, quantity, or timeliness in your work, despite our efforts to train, coach, and support you. We have based this decision on your performance evaluations, feedback from your colleagues and supervisors, and the impact of your performance on the company’s goals and objectives.
We understand that this news may come as a surprise and a disappointment to you, and we want to explain the reasons and the consequences of your poor performance. We also want to offer you our feedback and suggestions for improvement, and we will provide you with a reference and any other assistance that we can offer to facilitate your career development.
Please note that your last working day will be on [date], and you will receive your salary, benefits, and entitlements up to that date. You are also required to return all company property, including [list of items], and sign the enclosed documents, which confirm your acceptance of the terms and conditions governing the end of the employment relationship.
Complimentary close: Yours sincerely,
[Your Name and Designation]
Tips for Writing Professional Job Relieving Letters
To create effective and professional job relieving letters from employers, you can follow these tips:- Use a clear and concise language, avoiding jargon or ambiguity
– Be factual and objective, stating only verifiable information and avoiding subjective opinions or emotions
– Provide the necessary details and instructions, such as the last working day, the reason for leaving, the payment or benefits due, the return of company property, and the signature or acceptance of documents
– Maintain a positive and respectful tone, thanking the employee for their services and wishing them well in their future endeavors
– Consider the legal and ethical implications of the letter, especially if the termination or resignation is contentious or sensitive
– Review the letter carefully for accuracy, consistency, and appropriateness, and seek feedback or approval from the relevant stakeholders, such as the HR department, the legal advisor, or the senior management.
FAQs
What is a job relieving letter from an employer?
A job relieving letter from an employer is a formal letter that confirms the end of the employment relationship between the employer and the employee, and provides important details such as the last working day, the reason for leaving, the employee’s performance, and other related matters.
When do I need to provide a job relieving letter from an employer?
You need to provide a job relieving letter from an employer when an employee resigns, gets terminated, or completes their contract with your company.
What should I include in a job relieving letter from an employer?
You should include the following information in a job relieving letter from an employer:- The name and designation of the employer and the employee
– The date of the letter and the last working day of the employee
– The reason for leaving, such as resignation, termination, or completion of contract
– The performance evaluation of the employee, including strengths and areas of improvement
– The instructions on returning company property, settling accounts, or other matters
– The signature or acceptance of enclosed documents, such as the termination agreement or the reference letter.
How can I make a job relieving letter from an employer professional and effective?
You can make a job relieving letter from an employer professional and effective by following these tips:- Use a clear and concise language, avoiding jargon or ambiguity
– Be factual and objective, stating only verifiable information and avoiding subjective opinions or emotions
– Provide the necessary details and instructions, such as the last working day, the reason for leaving, the payment or benefits due, the return of company property, and the signature or acceptance of documents
– Maintain a positive and respectful tone, thanking the employee for their services and wishing them well in their future endeavors
– Consider the legal and ethical implications of the letter, especially if the termination or resignation is contentious or sensitive
– Review the letter carefully for accuracy, consistency, and appropriateness, and seek feedback or approval from the relevant stakeholders, such as the HR department, the legal advisor, or the senior management.
Can I customize the examples of job relieving letters from employers?
Yes, you can customize the examples of job relieving letters from employers to suit your specific needs, such as changing the names, dates, reasons, or instructions. However, make sure that you follow the tips and guidelines provided in this article, and seek advice or approval from the relevant stakeholders if necessary.
What are the benefits of providing a job relieving letter from an employer?
The benefits of providing a job relieving letter from an employer include:- Avoiding misunderstandings, legal issues, or negative feedback from the departing employee
– Maintaining a positive and professional relationship between the employer and the employee
– Gathering feedback, assessing HR policies, and improving employee retention and satisfaction
– Complying with the legal and ethical requirements of the employment relationship
– Providing closure and support to the departing employee, and enhancing the reputation and brand of the company.
What are the risks of not providing a job relieving letter from an employer?
The risks of not providing a job relieving letter from an employer include:- Creating misunderstandings, legal issues, or negative feedback from the departing employee
– Damaging the reputation and brand of the company, and losing potential customers or employees
– Violating the legal and ethical requirements of the employment relationship, and facing penalties or lawsuits
– Losing valuable feedback, insights, or data that can help improve the HR policies and practices
– Losing the opportunity to maintain a positive and professional relationship with the departing employee, and missing potential referrals or opportunities.
Conclusion
A job relieving letter from an employer is an important document that confirms the end of the employment relationship, provides important details, and maintains a positive and professional relationship between the employer and the employee. By using the tips and examples provided in this article, you can create effective and professional letters that meet your specific needs, comply with the legal and ethical requirements, and enhance the reputation and brand of your company.