How Does a Relieving Letter Look Like?
A relieving letter, also known as a resignation letter, is a formal document that an employee submits to their employer when they decide to leave their job. It serves as a formal notification of the employee’s intention to resign, and it often includes important details about the resignation process. In this article, we will discuss how a relieving letter looks like, its structure, and the key elements that should be included.
The relieving letter typically follows a formal structure, starting with the date and the recipient’s information. It begins with a salutation, such as “Dear [Employer’s Name]” or “To Whom It May Concern.” The date is usually placed at the top right corner of the letter, followed by the recipient’s name, title, and the company’s address.
The body of the letter is where the main content is presented. It usually consists of three to four paragraphs, each addressing a specific aspect of the resignation. The first paragraph should clearly state the purpose of the letter, which is to inform the employer about the employee’s intention to resign. It is important to be concise and straightforward in this paragraph.
The second paragraph should provide the details of the resignation, including the last working day and the notice period. It is advisable to mention the exact date of the last working day and the notice period as per the employment contract. This helps the employer to plan for the replacement of the employee and ensures a smooth transition.
The third paragraph is an opportunity for the employee to express gratitude to the employer for the opportunities provided during their tenure. It is a good practice to thank the employer for the guidance, support, and growth opportunities. This paragraph should be positive and appreciative, reflecting the employee’s professionalism.
The final paragraph should reiterate the intention to resign and provide any additional information that may be necessary. This may include the return of company property, access to email accounts, or any other relevant details. It is important to be clear and concise in this paragraph to avoid any misunderstandings.
The relieving letter should end with a closing statement, such as “Sincerely” or “Best regards,” followed by the employee’s name and contact information. It is advisable to include a phone number and email address for any further communication.
In terms of formatting, a relieving letter should be well-structured, with clear headings and paragraphs. The font should be professional, such as Times New Roman or Arial, with a size of 12 points. The letter should be single-spaced, with a line space between paragraphs. It is recommended to use a professional email signature at the end of the letter, including the employee’s name, position, and contact information.
In conclusion, a relieving letter is a formal document that serves as a notification of an employee’s intention to resign. It should be well-structured, concise, and professional. By following the guidelines mentioned in this article, an employee can ensure that their relieving letter looks presentable and effectively communicates their intention to leave their job.
