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Experience letter and experience certificate format

An experience letter (or experience certificate) confirms that you worked at a company, in which role and for how long. HR issues it on letterhead, usually with your relieving letter. Copy a format below, or use the email to ask for yours.

Free to copy · no login · Updated 30 September 2026

Samples

Replace everything in [brackets]. The first two are for HR to issue on letterhead; the last is for employees to request one.

Experience letter format (standard)

[Company letterhead]

Date: [DD/MM/YYYY]
Ref: [HR/EXP/2026/0123]

TO WHOM IT MAY CONCERN

This is to certify that [Employee's full name] (Employee ID: [ID]) was employed with [Company name] from [date of joining] to [last working day].

At the time of leaving, [he/she/they] held the position of [Designation] in the [Department] department.

During [his/her/their] tenure, [his/her/their] conduct was [good / satisfactory]. We wish [him/her/them] success in [his/her/their] future career.

For [Company name],

[Authorised signatory's name]
[Designation, e.g. HR Manager]
[Signature and company seal]

Experience letter with role and responsibilities

[Company letterhead]

Date: [DD/MM/YYYY]

TO WHOM IT MAY CONCERN

This is to certify that [Employee's full name] worked with [Company name] from [date of joining] to [last working day]. [He/She/They] joined as [first designation] and was working as [final designation] at the time of leaving.

[His/Her/Their] responsibilities included:
• [Responsibility 1, e.g. preparing monthly GST and TDS returns]
• [Responsibility 2, e.g. reconciling vendor and bank accounts]
• [Responsibility 3, e.g. supporting the statutory audit]

[He/She/They] left the organisation on [his/her/their] own accord. [His/Her/Their] conduct during the period of employment was [good].

For [Company name],
[Authorised signatory], [Designation]

Email to request your experience letter

Subject: Request for experience letter – [Your name], Employee ID [ID]

Dear [HR manager's name],

I worked at [Company name] as [Designation] from [date of joining] to [last working day]. Could you please issue my experience letter on company letterhead? If possible, please mention my role and period of employment, as my new employer's background check asks for both.

Please send the signed copy to this email address.

Thank you.

Regards,
[Your full name]
[Phone number]

What an experience letter includes

  • Company letterhead, date and a reference number.
  • “To whom it may concern”, since it's shown to future employers.
  • Your name, employee ID, designation and department.
  • Joining date and last working day, which is what background checks verify.
  • Optionally: your responsibilities, a promotion, and a line on conduct.
  • Signature of an authorised person and, where used, the company seal.

Experience letter vs relieving letter

The experience letter says what you did and for how long. The relieving letter says you left properly: resignation accepted and relieved on a date. Some companies combine them into one letter; new employers and background-verification agencies often ask for both.

Where you'll need it

  • Background verification at your new employer.
  • Visa and immigration applications that count work experience (for example, points-based systems).
  • Higher-education admissions that ask for work experience.
  • Government job applications that ask for experience certificates.

Work experience certificate

A work experience certificate is the same document under another name, and some government forms and foreign employers use that title. Ask HR to head it “Work Experience Certificate” if the form you are filling in uses those words; the content (your name, designation, joining date and last working day, signature) stays the same.

Teaching experience certificate

Schools and colleges issue a teaching experience certificate signed by the principal. Beyond the usual details it should name the subjects and classes you taught (for example, “Mathematics for Classes IX and X”), whether the post was permanent, temporary or guest faculty, and the school's affiliation (CBSE, ICSE or the state board). Recruitment boards and B.Ed or pay-scale applications often check those details, so ask for them to be written in.

Experience letter for interns and freshers

Interns usually get an internship certificate or completion letter instead, stating the period, the team and the project. Ask for it before your last day, while your manager still remembers the details.

Check these before you leave the office

  • Your name spelled exactly as on your PAN and degree certificates.
  • The dates match your offer letter and last payslip.
  • Your final designation, not the one you joined with.
  • It's signed, dated and on letterhead; unsigned letters often fail verification.

Applying for the next role?

The experience letter proves your dates; your resume has to show your results. Build your resume with the roles and dates exactly as they appear on your letters, so background checks match.

FAQ

Questions, answered.

What is an experience letter?

A letter from your employer certifying that you worked there, in which role and for what period. It is used for background checks, visas and further studies.

Is an experience letter the same as a relieving letter?

No. The experience letter confirms your role and period of employment; the relieving letter confirms your resignation was accepted and you were relieved on a date. Some companies issue one combined letter.

Who signs the experience letter?

An authorised person at the company, usually the HR manager, and sometimes also your reporting manager.

Can I get an experience letter while still working?

Some companies issue an employment certificate or a letter confirming current employment instead. The experience letter itself is usually issued when you leave.

What if my company closed down?

Keep your offer letter, payslips, bank statements showing salary credits, Form 16 and your PF passbook. Together they usually satisfy background checks.

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