Do we have to issue one?

Whether you must depends on your contracts and applicable rules. Most employers issue one as standard practice. Confirm your position with a qualified adviser.

Can we mention performance or reason for leaving?

Only if your policy says so and the records support it. Many firms keep the letter factual. Opinions are better handled through a reference call on request.

Can we issue it before the final settlement?

That is a policy choice. Many firms issue the experience letter on the last working day and tie the relieving letter to completed clearance. Agree the approach with an adviser.

Free template

Experience letter template

An experience letter records the role held and the period served. Keep it factual and consistent for every employee. Fill in the brackets and delete what does not apply. Confirm the final wording with a qualified adviser.

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An HR consultant and business owner reviewing employee records together

Letter

[Company letterhead]

Date: [Date of issue]

To whom it may concern

Subject: Experience letter for [Employee name]

This is to certify that [Employee name], Employee ID [ID], worked with [Company name] from [Date of joining] to [Last working day] as [Designation] in the [Department] team.

Roles held

Designation	From	To	Location
[Designation 1]	[Date]	[Date]	[Location]
[Designation 2]	[Date]	[Date]	[Location]

Main responsibilities

[Responsibility 1, in one plain line].
[Responsibility 2, in one plain line].
[Responsibility 3, in one plain line].

Optional factual remarks

Use only what is on record. For example: [Completed the internal training programme on date] / [Handled a team of number members]. Leave this section out if you do not issue remarks as a policy.

Closing

We wish [Name] well in future work.

Yours sincerely,

______________________

[Name], [Title], [Company name]

Contact for verification: [Official email or phone]

Note before issuing

Do not add opinions you cannot support from records. Rules on references and employee data vary, and your contracts may add terms. Confirm the final wording with a qualified adviser.

A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.

Relieving letter template →Exit interview form →HR documentation process →

How to use this template

Decide the company's policy: one standard format for all, with or without remarks. Apply it evenly.
Pull dates, designations and locations from the employee file and payroll, not from memory.
List responsibilities from the approved job description or role record.
Keep the language neutral. Avoid superlatives you would not repeat to a new employer on a call.
Have the HR head or owner sign. Name a verification contact so new employers can confirm.
Keep a copy and note the issue date in the employee file.

A filled example (illustrative)

This example is invented for illustration. Replace every value with your own.

Field	Example entry
Employee	Employee B
Designation	Quality Inspector, later Senior Quality Inspector
Period	Dates from the employee file
Responsibilities	Incoming inspection, inspection records, supplier feedback
Remarks	None (company policy is facts only)
Verification contact	HR email address

Common mistakes

Writing glowing praise for one employee and a bare letter for another, which creates inconsistency and risk.
Stating a designation or period that does not match payroll or the relieving letter.
Listing duties the person never held, to help them get a job.
Adding comments on conduct or reasons for leaving without a clear policy.
Issuing letters on plain paper with no signatory or verification contact.

Adapt it to your business

Factory or plant: list the section, machine or line and the shift pattern worked.
Shop or retail: mention the store, counter or category handled.
Clinic or hospital: state the department and clinical or administrative duties.
Office or services firm: list the clients or functions supported in generic terms, without confidential details.

Questions about this template

Employee name, designation, department, dates of joining and leaving, main responsibilities, the signatory and a verification contact. Keep it factual and consistent with your records.

Experience letter template

Letter

Roles held

Main responsibilities

Optional factual remarks

Closing

Note before issuing

How to use this template

A filled example (illustrative)

Common mistakes

Adapt it to your business

Questions about this template

Let’s make HR work better.

Let’s start with your business

Experience letter template

Letter

Roles held

Main responsibilities

Optional factual remarks

Closing

Note before issuing

How to use this template

A filled example (illustrative)

Common mistakes

Adapt it to your business

Questions about this template

01What should an experience letter contain?

02Do we have to issue one?

03Can we mention performance or reason for leaving?

04Can we issue it before the final settlement?

Let’s make HR work better.

Let’s start with your business