Job letters
Job letters and emails
Job letters and emails are the short, formal messages of a job change in India: emails to recruiters and HR while you search, the offer acceptance mail, the resignation letter, and the relieving and experience letters HR issues when you leave. Each guide here has samples to copy, subject lines and when to send them.
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Nine formats, in the order a job change needs them, each with samples you can copy and edit.
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All job letters guides
Which letters and emails do you need when you change jobs?
A job change in India usually takes these, in this order:
- While you search: an email for job application for posted jobs, an email to HR for a job or a cold email when nothing is posted, and a referral message when you know someone at the company.
- After interviews: a thank-you and follow-up email.
- When you get the offer: an offer letter acceptance mail, sent before you resign.
- When you leave: a resignation letter, then your notice period, then the relieving letter and experience letter from HR.
Your offer letter's CTC is not your take-home pay: check your in-hand salary before you accept.
Should you send a letter or an email?
An email, in almost every case. Indian companies accept resignations, offer acceptances and requests to HR by email, and the email records the date. Send it to the right person with HR in copy, and keep the sent mail. A signed printed letter is still asked for by some government bodies, PSUs and traditional firms, and the relieving and experience letters you receive are issued on company letterhead, usually as a signed PDF.
How do you write a job email that gets a reply?
The same five rules work for every job email:
- A subject line that says what the email is, with your name and the role.
- The reader's name in the greeting, not "Dear Sir/Madam" when you can find it.
- One specific line about you or the role, not a paragraph of adjectives.
- One clear ask: an interview, a referral, a date, a letter.
- Under 150 words, readable on a phone, with your resume as a PDF when it is relevant.
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A subject line with the role and your name, a greeting with the reader’s name, a short body that says why you are writing and what you are asking for, and a sign-off with your full name and phone number. Keep it under 150 words and attach your resume as a PDF when it is relevant.
Usually a relieving letter and an experience letter (often one combined letter), your full and final settlement statement, your last payslips, and your salary TDS certificate (Form 16, called Form 130 from tax year 2026-27) once it is issued. Ask for them in writing if you do not get them.
A relieving letter confirms you resigned and were released from duties on a date. An experience letter confirms your role and how long you worked there. New employers may ask for both, and many companies issue them as one letter.
In most Indian companies an email to your manager with HR in copy is enough, and it records the date. Some also ask for an entry in the HR portal or a signed letter, so check with HR.
Yes. The Career Agent in Kaabil AI finds jobs that fit you and writes to the recruiters from your own email, and it sends only what you approve. It does not write resignation letters or letters to your own HR: those stay with you.
Yes. Copy any sample, replace the words in square brackets with your own details and edit the tone to suit you. Read it once more before you send it: a wrong name or date is an easy mistake to miss.