A Relieving Letter is an official document issued to an employee confirming that they have been formally relieved of their duties and obligations with the organisation. It is an important compliance document required by most employers during background verification. This article provides a ready-to-use Relieving Letter template with the relevant placeholders for use in HRStop.
Before You Begin
Before setting up the Relieving Letter template, ensure the following:
- The document template (.docx file) is prepared with the required placeholders enclosed in double curly brackets {{ }}
- The employee’s Exit Date is updated in the system before generating the letter
- You are familiar with how to upload a template. Refer to: Adding a Document Template
- You understand how placeholders work. Refer to: Using Customer Keys (Placeholders) in Document Templates
Navigation Path: Control Panel → Forms/Policies → Document Templates → Add New
Sample Relieving Letter Template
Download the sample Relieving Letter template prepared with the correct placeholders. Use this as a reference to prepare your .docx file before uploading it to HRStop. [Download sample of RelievingLetter]
The template follows this structure:
- Date (right-aligned)
- Employee name and subject line
- Relieving confirmation with designation, department, organisation, and exit date
- Date of joining and handover confirmation
- Closing statement and authorised signatory
Placeholders Used in a Relieving Letter
A Relieving Letter uses only predefined System Keys — no formula-based custom keys are required.
| Placeholder | Description |
|---|---|
| {{Employee.Name}} | Full name of the employee |
| {{Employee.Designation}} | Designation held by the employee |
| {{Employee.Department}} | Department the employee belonged to |
| {{Employee.DateOfJoining}} | Date the employee joined the organisation |
| {{Employee.ExitDate}} | Last working day and date of relieving |
| {{Company.OrganisationName}} | Name of the organisation |
| {{Today's.Date}} | Date on which the document is generated |
Generating the Relieving Letter
- Single Employee: To generate the Relieving Letter for an individual employee, refer to: Generating a Document
- Multiple Employees: To generate Relieving Letters for multiple employees simultaneously, refer to: Generating Documents in Bulk
Where It Reflects
Once generated, the Relieving Letter is available based on the document generation options selected:
- Downloaded directly to the user’s device
- Stored in the employee’s document folder (if Save to Employee Document Folder is enabled)
- Published for employee access (if Publish to Employee is enabled)
Important Notes
- Ensure the employee’s Exit Date is updated in the system before generating the Relieving Letter. The {{Employee.ExitDate}} placeholder will remain blank if the exit date has not been recorded.
- A Relieving Letter should only be generated after all exit formalities and handover obligations have been completed.
- An Experience Letter is typically issued along with the Relieving Letter on the last working day. Refer to: Setting Up an Experience Letter Template
- Preview the document before final generation to verify all values are correctly populated. Refer to: Previewing a Document Before Generation
- Password protection can be enabled for the generated document if required. Refer to: Enabling Password Protection on Generated Documents
Related Articles
- Document Templates: Overview
- Adding a Document Template
- Using Customer Keys (Placeholders) in Document Templates
- Generating a Document
- Generating Documents in Bulk
- Setting Up an Experience Letter Template
- Setting Up an Appointment Letter Template with CTC Salary Breakup
- Enabling Password Protection on Generated Documents