Whether for pursuing a better opportunity, relocating, or personal reasons, a relieving order provides official documentation that the employee has been released from their responsibilities and has fulfilled all required duties. It serves as an important record for both the employer and the employee.
What Is a Relieving Order?
A relieving order is a written confirmation issued by an employer acknowledging that an employee has formally resigned, completed their notice period, and is relieved from their duties effective a particular date. It is issued after all exit formalities—such as handing over responsibilities, return of company assets, and clearance of dues—are completed.
Typically provided on company letterhead and signed by the HR manager or relevant authority, the relieving order contains key employment details and confirms the end of the professional association.
Importance of a Relieving Order
- Proof of Employment End Date
The document acts as legal proof that the employee has officially left the company on a specific date, which is often required when joining a new organization. - Professional Closure
A relieving order provides closure to both the employee and employer, ensuring transparency and formality in the separation process. - Verification for Future Employers
New employers often request a relieving order to ensure the candidate has been properly discharged from previous duties and has no pending obligations. - Avoids Disputes
With documented confirmation of clearance and final working date, a relieving letter reduces the possibility of future disputes regarding employment status.
Key Elements of a Relieving Order
An effective relieving order should include:
- Employee’s Full Name and Designation
- Employee ID or Reference Number
- Department or Division
- Date of Resignation and Last Working Day
- Statement of Clearance of Responsibilities
- Gratitude or Positive Remarks (optional)
- Signature and Seal of Authorizing Officer
- Company Letterhead with Official Contact Details
While some organizations choose to include a line of appreciation for the employee’s contributions, this is optional and usually tailored to the company’s policy or the individual’s performance.
Difference Between a Relieving Letter and Experience Letter
While both are often issued around the same time, they serve different purposes:
- A relieving letter confirms that the employee has been relieved from duty after resignation.
- An experience letter summarizes the employee’s role, tenure, and performance during their time with the organization.
Both documents are important for transitioning to a new role and are often requested during background verification checks.
Issuance Timeline
Relieving orders are usually issued:
- On the last working day of the employee, if exit formalities are completed in advance.
- Within a few working days post-departure, especially if there are final clearances pending (IT returns, finance clearance, etc.).
Delays in issuing relieving orders may affect the employee’s ability to join a new organization or access benefits like PF transfers, making it crucial for HR departments to maintain a timely issuance process.
Employee Responsibilities Before Relieving
To ensure a smooth issuance of the relieving order, employees must:
- Submit a formal resignation in writing.
- Complete the full notice period or negotiate early release if applicable.
- Return company assets such as laptops, ID cards, access cards, or documents.
- Clear any pending dues or advances.
- Complete knowledge transfer and handover processes.
Conclusion
The relieving order is more than a formality—it's a vital part of professional etiquette and documentation. For employees, it serves as proof of employment conclusion; for employers, it ensures that exit procedures have been correctly followed.
In a professional environment that values clarity, respect, and accountability, issuing a relieving order on time reflects positively on an organization’s HR practices. It not only protects the interests of both parties but also strengthens the employer brand, showing that the company values people at every stage of the employment lifecycle—even when it’s time to say goodbye.