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Experience letter format

The experience letter format is a short letter on company letterhead, signed by HR, that confirms your name, employee ID, designation, department and dates of employment. Indian companies issue it when you leave, often with the relieving letter. If you have not received yours by your last working day, ask HR for it in writing.

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  • 7 templates to copy

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Experience letter format at a glance

Letterhead and date
Printed on company letterhead, dated the day it is issued, often with a reference number.
Heading
Experience Letter, Experience Certificate or To Whom It May Concern.
Employee details
Full name as in company records, employee ID, designation and department.
Dates
Date of joining and last working day, written in full so they match your resignation and payslips.
Role and conduct
One or two lines on what the person did, and a neutral or positive line on conduct.
Signature
Name, designation and signature of HR or an authorised signatory, with the company seal if used.

7 experience letter samples to copy

Email

Email to HR asking for your experience letterEmail
SubjectRequest for experience letter – [Your name], Employee ID [ID]
Dear [HR name], I worked with [Company name] as [designation] in the [department] team from [date of joining] to [last working day]. My exit formalities are complete. Could you please share my experience letter, along with my relieving letter if it has not been issued yet? A signed PDF by email is fine. Thank you for your help. Regards, [Your name] Employee ID: [ID] [Phone number]
Follow-up when the experience letter is lateEmail
SubjectFollow-up: experience letter – [Your name], Employee ID [ID]
Dear [HR name], I am following up on my email of [date] requesting my experience letter. My last working day was [date], my handover and no-dues clearance are complete, and my full and final settlement was [processed on date / is pending]. My new employer needs the letter for my background verification by [date]. Could you please let me know when I can expect it, or if anything is pending from my side? Thank you, [Your name] Employee ID: [ID] [Phone number]

Letter

Standard experience letterLetter
[Company letterhead] Ref. No.: [reference number] Date: [date] TO WHOM IT MAY CONCERN This is to certify that [Employee name] (Employee ID: [ID]) worked with [Company name] as [designation] in the [department] department from [date of joining] to [last working day]. During this period, [he/she/they] [handled two or three key responsibilities, for example: managed vendor payments and prepared monthly MIS reports]. We found [him/her/them] sincere and hardworking, and we wish [him/her/them] success in the future. For [Company name], [Signature] [Name] [Designation, HR]
Experience certificate (short format)Letter
[Company letterhead] Date: [date] EXPERIENCE CERTIFICATE This is to certify that [Employee name], [designation], was employed with [Company name] from [date of joining] to [last working day]. [His/Her/Their] conduct during this period was good. For [Company name], [Signature and seal] [Authorised signatory]
Detailed experience letter (experienced employee)Letter
[Company letterhead] Date: [date] EXPERIENCE LETTER This is to certify that [Employee name] (Employee ID: [ID]) was employed with [Company name] from [date of joining] to [last working day]. [He/She/They] joined as [first designation] and was promoted to [last designation] in [month, year]. In [his/her/their] role in the [department] team, [he/she/they]: - [Responsibility or achievement, for example: led a team of four on the payroll process] - [Responsibility or achievement] - [Responsibility or achievement] [He/She/They] resigned from [his/her/their] position and was relieved on [last working day]. We thank [him/her/them] for [his/her/their] contribution and wish [him/her/them] the very best. For [Company name], [Signature] [Name], [Designation]
Internship experience letterLetter
[Company letterhead] Date: [date] INTERNSHIP CERTIFICATE This is to certify that [Student name], a student of [course] at [college name], completed an internship with [Company name] from [start date] to [end date] in the [department] team. During the internship, [he/she/they] worked on [project or tasks, for example: cleaning sales data and building a weekly dashboard in Excel]. We found [him/her/them] punctual and eager to learn, and we wish [him/her/them] success. For [Company name], [Signature] [Name], [Designation]

Short message

Short message to HRShort message
Hi [HR name], this is [Your name] (Employee ID [ID]), [designation] until [last working day]. Could you share my experience letter by email? My new employer needs it for background verification. Thank you.

Subject lines to request your experience letter

  • Request for experience letter – [Your name], Employee ID [ID]
  • Experience and relieving letter request – [Your name]
  • Follow-up: experience letter – [Your name], Employee ID [ID]
  • Experience letter needed for background verification – [Your name]

When do you get an experience letter?

Most companies issue the experience letter on your last working day or with your full and final settlement, after you have handed over your work, returned company assets and got no-dues clearance. Many issue one combined "relieving and experience letter".

If you have nothing a week after your last day, email HR with your employee ID and dates. Your new employer's background check will usually ask for it, so request it as soon as your exit is complete.

What is an experience letter?

An experience letter is your former employer's written proof that you worked there: your designation, department and the dates you joined and left. New employers and background verification agencies in India ask for it to confirm the experience on your resume. It is issued by the company, so you request it; you do not write it yourself.

What is the experience certificate format?

An experience certificate is the short form of the experience letter: a "To Whom It May Concern" note on letterhead with your name, designation, dates of employment, a line on conduct and an authorised signature. Some companies call the same document an experience letter. Either is accepted as proof of employment.

Relieving letter vs experience letter: what is the difference?

A relieving letter confirms that your resignation was accepted and you were released from your duties on a date. An experience letter confirms what you did there and for how long. Your next employer may ask for both:

  • Relieving letter: proves you left properly, after serving or settling your notice period.
  • Experience letter: proves your role and tenure, the experience on your resume.
  • Combined letter: many companies issue one "relieving and experience letter" that does both.

What if your company does not give an experience letter?

Write to HR with your employee ID, dates and the reason you need it, and follow up once a week. Settle any pending dues or notice buyout first, because many companies issue letters only after the full and final settlement.

If you are a worker (not in a managerial role) at a large factory, mine or service establishment covered by standing orders, the Model Standing Orders, 2026 entitle you to a service certificate showing your work, designation and dates within ten days of your resignation. Quote this when you write to HR.

Meanwhile, keep other proof of employment: your offer and appointment letters, payslips, Form 16, your resignation email with the acceptance reply, and your EPF service history on the EPFO member portal, which shows your joining and exit dates. Every other format for a job change is in job letters and emails.

Experience letter do's and don'ts

Experience letter format: do and don't
DoDon't
Check your name, dates and designation the day you receive it.Write or edit your own experience letter: background checks verify it with the company.
Ask for a signed PDF by email and keep a printed copy.Wait until your new employer asks before requesting it.
Request it in writing, with your employee ID and dates.Accept wrong dates or a wrong designation: ask HR to reissue it.
Ask for the relieving letter in the same email.Expect salary details in it: ask for a salary certificate instead.

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Questions people ask

Mostly, yes. Both confirm your designation and dates of employment. An experience certificate is usually the shorter "To Whom It May Concern" format, and an experience letter may add your responsibilities. Either works as proof of experience.

Not by law, but most employers and background checks in India ask for it, or for a relieving letter, to confirm the experience on your resume. If you do not have one, payslips, Form 16 (Form 130 from tax year 2026-27) and your offer letter can support your record while HR issues it.

HR or another authorised signatory of the company, sometimes your reporting manager, on company letterhead. It may carry the company seal. A letter signed by a colleague without authority is unlikely to pass a background check.

Yes. Ask for an internship certificate or completion letter that names your college, the team, your dates and the work you did. Request it before your last day, while your manager remembers your work.

Usually, after you settle it. Many companies hold the letters until the notice buyout is recovered or waived and your full and final settlement is done. Ask HR in writing what is pending, and clear it so the letters can be issued.

Usually not. It confirms your role and dates. If a bank or new employer needs your pay, ask HR for a salary certificate, or share your last three payslips.