Letter Details
Branding
Company Information
Employee Information
Wording Style
Clearance (optional)
Issued By
Live Preview
Dear Employee,
Sincerely,
Short Description
When an employee leaves — whether by resignation, contract completion, or retirement — the Relieving Letter Generator produces a formal, professional letter confirming their last working day and separation from the company. It covers the details that matter most for a clean departure: tenure, job title, reason for leaving, and (if applicable) confirmation that dues and property have been settled — all in a letterhead design that matches your company’s branding, ready to print or save as a PDF.
How to Use This Tool
1. Add your branding (optional).
Upload your company logo, which stays in your browser and appears in the letter header — it’s never sent to a server. If you print on physical letterhead instead, check “Leave space at top for pre-printed letterhead” and set the height to reserve at the top of the page.
2. Fill in your company information.
Company name, address, and contact details. The date defaults to today, and a reference number is generated automatically (both editable).
3. Enter the employee’s details.
Add their full name, employee ID (optional), job title, and department (optional). Then set their date of joining and last working day — these two dates are what the letter uses to describe their tenure.
4. Select a reason for separation (optional).
Choose Resignation, Completion of Contract, Retirement, or Other from the dropdown — or leave it as “Prefer not to specify” if you’d rather not state a reason. If you do pick one, it’s woven naturally into the letter’s wording; if not, that part of the sentence is simply left out.
5. Choose a wording style.
Standard, Detailed/Formal, or Concise — each rewrites the actual relieving statement and closing message to match the tone you want.
6. Add a clearance confirmation (optional).
Check “Confirm full & final settlement / no dues” if you want the letter to state that company property has been returned and dues have been settled. Leave it unchecked to omit this clause entirely — useful if clearance is still pending.
7. Pick a letterhead design.
Six designs sit in a scrollable row above the live preview — Classic Corporate, Modern Bold, Minimal Executive, Traditional Formal, Sidebar Accent, and Two-Tone Block. Click one and the preview updates immediately.
8. Fill in who’s issuing the letter and any additional notes.
Add the issuer’s name and title (typically HR), and use the notes field for anything else worth mentioning — eligibility for rehire, a specific thank-you, or other details.
9. Check the live preview as you build the letter.
The letter updates in real time as you fill in fields. Anything left blank simply doesn’t appear — there’s no bracketed placeholder text left behind in a printed copy.
10. Print or save as a PDF.
The “Print / Save as PDF” button sits in the top-right toolbar. Clicking it opens your browser’s print dialog, where you can print a physical copy or select “Save as PDF” for a digital file. The letter is isolated cleanly for printing, so your website’s header, footer, and navigation won’t show up on the page, and there won’t be any extra blank pages.
11. Reset for the next letter.
The “Reset” button clears every field, removes the uploaded logo, and returns the design to the default — ready for the next employee’s relieving letter.
A note on tone: a relieving letter is a factual, closing-out document rather than a persuasive one, so even the “Detailed/Formal” tone stays professional and measured rather than promotional. If the departing employee’s role involved sensitive information or a formal handover, use the Notes field to mention anything specific rather than relying on the standard wording alone.