Relieving letter
Accepting a resignation and relieving the employee: last working day, final dues and return of property.
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Not yet reviewed by a lawyer. Check every line before it is signed.
How the paper begins
With Dastavo's sample details; the people and places are fictional. The words in blue are the ones you fill in.
To,
Kumari Manpreet Kaur
Accountant, employee code SH-07
Village Kalyanpur, Tehsil and District Amarnagar, Punjab
Subject: Relieving letter
Sir/Madam,
This refers to your letter of resignation dated 31-08-2026 from the post of Accountant.
Your resignation has been accepted, and you are relieved of your duties from the close of working hours on 30-09-2026, which was your last working day. You worked with us from 01-04-2021 to 30-09-2026.
Your full and final settlement of ₹31,500 (Rupees Thirty-One Thousand Five Hundred only), covering your pay up to the last working day and every other amount due to you, has been paid to you, and nothing remains due from either side.
You have handed over your work and returned all our property, including the shop keys, the ID card and the cash book, and nothing is due from you.
Your provident fund account (UAN XXXXXXXX0007) may be transferred or settled online; we shall approve the claim when it reaches us.
We thank you for your service and wish you success in the future.
Thanking you,
Date: 12-10-2026
Kabir Sharma, Proprietor, Sharma Hardware
Shop No. 3, Main Bazaar, Amarnagar, Punjab
Phone: 0000000011
What to bring
Papers to bring
- The employee's resignation letter, and the appointment letter or employment agreement
- The employee's post, employee code, date of joining and last working day
- The full-and-final settlement statement, and proof of payment if it is paid
- The handover note and the list of property returned (keys, ID card, laptop, papers)
- The business's letterhead and rubber stamp, if it has them
Where to go
Printed on the employer's letterhead, signed by the proprietor, a partner or the authorised officer with the business seal, and handed to the employee, who signs the office copy as received.
Fee
No stamp paper and no fee: plain paper or the letterhead is enough.
Good to know
- Final dues are usually paid within the time the wage law sets; pay by bank transfer and keep the full-and-final statement signed by the employee.
- Approve the employee's provident fund transfer or withdrawal claim online when it reaches you, and give the TDS certificate for the year.
- Give an "Experience certificate" too if asked: new employers and visa files usually want both.
Papers and fees can change. Check with the office before you go. Guidance only, not yet reviewed by a lawyer.
Stamp paper
Plain paper is enough; it is usually printed on the employer's letterhead, signed, and stamped with the business seal.