An Experience Letter is an official document issued to an employee upon separation, certifying their tenure and role with the organisation. This article provides a ready-to-use Experience Letter template with the relevant placeholders for use in HRStop.
Before You Begin
Before setting up the Experience 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 Experience Letter Template
Download the sample Experience 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 ExperienceLetter]
The template follows this structure:
- Date (right-aligned)
- To Whomsoever It May Concern heading
- Employment certification with designation, department, organisation, joining date and exit date
- Conduct and contribution statement
- Closing statement and authorised signatory
Placeholders Used in an Experience Letter
An Experience 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 of the employee |
| {{Company.OrganisationName}} | Name of the organisation |
| {{Today's.Date}} | Date on which the document is generated |
Generating the Experience Letter
- Single Employee: To generate the Experience Letter for an individual employee, refer to: Generating a Document
- Multiple Employees: To generate Experience Letters for multiple employees simultaneously, refer to: Generating Documents in Bulk
Where It Reflects
Once generated, the Experience 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 Experience Letter. The {{Employee.ExitDate}} placeholder will remain blank if the exit date has not been recorded.
- An Experience Letter is typically issued along with the Relieving Letter on the last working day. Refer to: Setting Up a Relieving 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 a Relieving Letter Template
- Setting Up an Appointment Letter Template with CTC Salary Breakup
- Enabling Password Protection on Generated Documents