Experience letter format: fill in and copy
A ready experience letter format an employer can issue to a leaving employee, with role, dates and conduct line.
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An experience letter, also called an experience certificate, is a document an employer gives a person who is leaving. It confirms the job title, the dates of employment and, usually, a line about conduct. Many companies ask new hires to produce one for every past job, so for the employee it is as important as the final salary.
When it is issued
It is commonly issued on or shortly after the last working day, together with the relieving letter, once handover and clearance are complete. Some companies issue it only on request. If you are the employee, ask for it in writing a week before you leave so HR has time to prepare it.
What to include
- Company letterhead, date and a reference number if the company uses one.
- Employee's full name as it appears on their ID.
- Exact designation and the department, if relevant.
- Date of joining and last working day.
- One or two lines about duties, so the next employer understands the work.
- A short conduct line and good wishes.
- Name, title and signature of an authorised person, with the company seal.
What to leave out
Do not state salary unless the employee asks and the company allows it. Do not add reasons for leaving, performance ratings or negative remarks. If the company cannot vouch for conduct, it should issue a plain service certificate with only the role and dates, rather than a letter with complaints.
Common mistakes
- Wrong dates. Check the joining date against the offer letter and the attendance record.
- Designation that does not match the payslips or the appointment letter. Background checks compare these.
- Unsigned or unstamped letters, which many verification teams reject.
- Printing on plain paper without the company name, address and contact details.
If you are the employee and the company refuses
Ask politely in writing and keep the email. If you served your notice and completed clearance, most companies will issue it. Keep payslips, the offer letter and the relieving email as backup proof of employment.