How-to

Setting up an experience letter template

Last updated June 16, 2026 · Tushar Agarwal

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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 Custom 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 remains 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 that all values are populated correctly. 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