Write an experience letter
The letter a former employee will be asked for in every interview for years.
An experience letter confirms that someone worked for you, in what role, between which dates, and usually adds a line about their conduct. It is checked by future employers, by visa officers and by background verification agencies, so it should be on company paper, signed, and precise about dates. Vague or missing letters cause real problems for people years after they leave.
How to write an experience letter
- 1
Choose Experience letter
The document becomes a formal letter with the standard confirming wording.
- 2
Get the dates exactly right
The first and last working day. This is the part that gets verified, and a mismatch with the employee record raises questions.
- 3
Sign it on letterhead
Print on company paper, sign with your name and designation, and keep a copy on file.
Why the dates get checked
Verification agencies compare the letter with what the candidate wrote on their application. A letter with dates that do not match, or no letter at all, can cost somebody a job they had already been offered.
Frequently asked questions
What is the difference from a relieving letter?+
An experience letter says what the person did and for how long. A relieving letter says they have been released and have no dues outstanding. Many employers combine both into one letter.
Should it state the salary?+
Only if the employee asks, and usually in a separate salary certificate. Most experience letters state the role and the dates.
Do we have to give one?+
Practice and law vary by country and contract. Refusing is generally poor practice and, in many places, the employee is entitled to confirmation of employment.
Is employee data uploaded?+
No. It is all generated in your browser.