Experience Letter Format

An experience letter (also called a service certificate) is issued by an employer to an employee who is leaving or has left the organisation, certifying their designation, period of service and, usually, their conduct and responsibilities. It is addressed 'To Whomsoever It May Concern' because its purpose is to prove work history to future employers, banks and visa authorities.

HR issues the experience letter as part of the exit process, typically along with the relieving letter after the employee completes their notice period and clears all dues. Because Indian recruiters and background-verification agencies rely heavily on it, accuracy of dates and designation matters more than flattering language.

Experience Letter — sample format

Copy the template below and replace the [bracketed] fields.

[On Company Letterhead]

Ref. No.: [Reference Number]
Date: [Date]

TO WHOMSOEVER IT MAY CONCERN

This is to certify that [Employee Name] (Employee ID: [Employee ID]) was employed with [Company Name] from [Date of Joining] to [Last Working Day].

At the time of leaving the organisation, [he/she/they] held the position of [Last Designation] in the [Department Name] department. During [his/her/their] tenure, [Employee Name] progressed through the following roles:

[Designation 1] — from [Start Date] to [End Date]
[Designation 2] — from [Start Date] to [End Date]
[Last Designation] — from [Start Date] to [Last Working Day]

[His/Her/Their] key responsibilities included:

[Responsibility 1 — e.g., managing end-to-end payroll processing for 500+ employees]
[Responsibility 2 — e.g., statutory compliance for PF, ESI and professional tax]
[Responsibility 3 — e.g., leading a team of X members]

During [his/her/their] employment with us, we found [Employee Name] to be [sincere, hardworking and professional / diligent and dependable]. [His/Her/Their] conduct and performance were [satisfactory / good / excellent] throughout the period of service.

[Employee Name] is leaving the organisation on [his/her/their] own accord [/ due to completion of contract / due to organisational restructuring]. [He/She/They] [has/have] been relieved of [his/her/their] duties effective the close of business hours on [Last Working Day], and all dues between [Employee Name] and the Company have been settled.

We thank [Employee Name] for [his/her/their] contribution to the organisation and wish [him/her/them] success in all future endeavours.

This certificate is issued at the request of the employee for whatever legitimate purpose it may serve. The Company assumes no liability for any use of this certificate beyond confirmation of the facts stated above.

For [Company Name]

[Authorised Signatory Name]
[Designation — typically HR Manager / Head of HR]
[Company Seal]
Contact for verification: [HR Email] | [HR Phone]

What to include

✓ Exact tenure dates (joining to last working day) — background-verification agencies match these to PF/UAN records, so they must be precise to the day.
✓ Last designation and role history — confirms the seniority the candidate claims; listing promotions adds credibility.
✓ Conduct and performance statement — the customary 'found sincere and hardworking' line; employers should keep it factual and avoid remarks they cannot substantiate.
✓ Reason-for-leaving statement — 'left on own accord' distinguishes resignation from termination, which future employers specifically probe.
✓ Dues-settled confirmation — signals a clean exit and that no recovery is pending against the employee.
✓ Verification contact — an HR email/phone line reduces back-and-forth during the next employer's background check.

Legal notes (India)

§ Certified standing orders under the Industrial Employment (Standing Orders) Act, 1946 (and the model standing orders) typically oblige covered establishments to issue a service certificate to a workman on separation, and some state Shops and Establishments rules contain similar requirements — refusing one outright can be challenged.
§ An experience letter must state facts truthfully: knowingly certifying false employment dates or designation can amount to fabrication, and a defamatory negative remark can invite civil liability — stick to verifiable facts and neutral language.
§ Employers may lawfully withhold the letter until exit formalities (asset return, handover) are complete, but using it as leverage to recover disputed amounts or force a bond payment is risky; courts have viewed withholding service certificates to coerce employees unfavourably.

FAQ

Frequently asked questions

Is an employer legally required to give an experience letter in India?

For workmen in establishments covered by standing orders, yes — a service certificate on separation is a recognised entitlement, and several state shop-and-establishment rules echo this. For other employees it is near-universal practice, and refusing without cause invites disputes and reputational harm.

What is the difference between an experience letter and a relieving letter?

A relieving letter confirms that the employee has been released from duties on a specific date (proving they are free to join elsewhere), while an experience letter certifies the full tenure, designation and conduct. Many companies merge both into one document; larger employers issue them separately.

Can an experience letter mention negative remarks or 'terminated for misconduct'?

It can state the factual reason for separation, but employers should be cautious: unproven or exaggerated negative remarks can be challenged as defamatory. Most companies keep the letter neutral and handle misconduct history through reference checks. HR teams can generate consistent, error-free experience letters automatically in Kredily using the employee's system-recorded dates and designations.

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