Experience Letters in Human Resources: Format, Importance & Automation

In the lifecycle of an employee's journey with an organization, exit formalities play a crucial role, one of which is the issuance of an Experience Letter. This document, often undervalued, holds significant weight in an individual’s professional history and future opportunities. As HR professionals, understanding the nuances of experience letters is essential not just for compliance, but also for maintaining your company’s employer brand and adhering to best practices in HR operations. 

In this article, we’ll break down the essentials of an experience letter, offer a professional sample format, and explore how modern HR software like Runtime HRMS can simplify and automate the process. 

What is an Experience Letter? 

An Experience Letter is an official communication issued by the employer at the end of an employee’s tenure that validates their employment history, job title, and sometimes a summary of their performance. It acts as proof of employment and is often required for different purposes such as: 

1. Joining a new employer (especially MNCs or government bodies)
2. Visa and immigration processes
3. Loan and credit applications
4. Higher education enrollment
5. Professional certifications or memberships 

Unlike a Relieving Letter, which confirms that an employee has been formally discharged from duties, an Experience Letter focuses on the duration and nature of work performed. 

Key Elements of an Experience Letter 

While different organizations may have their own templates, a standard experience letter typically includes: 

1. Company Letterhead – Establishes authenticity.
2. Date of Issue – Useful for documentation.
3. Employee Name – As per official HR records.
4. Designation and Department – Helps verify career growth.
5. Employment Duration – Start and end dates.
6. Summary of Work or Responsibilities – Optional but adds value.
7. Performance Commentary – (e.g., “consistently exceeded expectations”).
8. Official Signatory – HR Head, Manager, or Authorized Representative.
9. Company Stamp or Seal – Adds credibility. 

In regulated industries (like BFSI or healthcare), this letter can become part of due diligence or background verification during recruitment. 

How Runtime HRMS can help you to automate and generate HR letters? Read more

Why Is Experience Letter Important? 

For Employees: 

• Experience letter acts as a career milestone and evidence of work. 
• It also facilitates a smooth transition during job changes. 
• Most important experience letter strengthens an employee's resume credibility. 

For Employers: 

• Experience Letter ensures transparency and goodwill during employee offboarding. 
• It fulfills legal responsibilities under HR compliance frameworks. 
• It also reinforces professional image and culture about the company. 

HR Compliance Note: Some countries and states mandate the issuance of experience or service certificates within a certain time after resignation. Non-compliance can attract penalties or reputational risk. 

Sample Experience Letter Format 

[Company Name] 

[Company Address] 

Phone: [Number] | Email: [Email] 

Website: [Website URL] 

Date: [DD/MM/YYYY] 

TO WHOMSOEVER IT MAY CONCERN 

This is to certify that Mr./Ms. [Employee Full Name], holding Employee ID [Employee ID], was employed with [Company Name] as a [Designation] in the [Department Name] from [Date of Joining] to [Last Working Date]. 

During their tenure, [he/she/they] demonstrated a high level of commitment and professionalism. [His/Her/Their] responsibilities included, but were not limited to: 

[Responsibility 1] 

[Responsibility 2] 

[Responsibility 3] 

[He/She/They] was found to be diligent, punctual, and reliable. We appreciate [his/her/their] contributions and wish [him/her/them] all the best in future endeavors. 

Sincerely, 

 [Name of HR Manager or Supervisor] 

 [Designation] 

 [Company Seal and Signature] 

Tip: Always align this with data from your HRMS (Human Resource Management System) to avoid inconsistencies. 

Common Mistakes to Avoid 

• Incorrect Employment Dates: Leads to background check failures. 
• Vague Job Roles: Weakens the letter’s value. 
• Lack of Branding: Avoid issuing on plain paper without logos or headers. 
• Missing Signatures or Seals: Reduces authenticity and acceptance. 
• Overly Positive or Negative Commentary: Keep the tone factual and balanced to avoid any kind of confusion. 

Best practice: Maintain a standardized Letter Issuance SOP (Standard Operating Procedure) within the HR team to ensure consistency and accuracy. 

How to Request and Issue an Experience Letter?

For Employees: 

• Raise a formal request through email or HR portal post-resignation. 
• Ensure all dues and handovers are cleared. 
• Provide a forwarding address or email for delivery. 

For HR Professionals: 

• Verify final status in HRIS and ensure Full & Final Settlement (FnF) is completed. 
• Use pre-approved templates if you are using a HRMS system like Runtime HRMS. 
• Log in to the Employee Separation Checklist. 
• Generate experience letter. 

How Runtime HRMS Simplifies Letter Generation 

Issuing experience letters manually can be labor-intensive—especially in large organizations with frequent attrition. Runtime HRMS removes the friction with automation. You can simply add the templates of different HR letters in the HRMS system and generate letters whenever needed.  

Automated Letter Templates 

With Runtime HRMS, get access to 30+ pre-built HR letter templates, including the following letters:  

1. Appointment Letters 
2. Confirmation Letters 
3. Transfer Orders 
4. Promotion Letters 
5. Resignation Acceptance 
6. Relieving and Experience Letters 
7. Salary and Increment Letters 
8. Warning Letters 

• One-Click Generation - Select the employee, choose the template, and generate a customized letter in seconds ready to print or email the letter to employees. 
• Real-Time Data Sync - Runtime HRMS pulls up-to-date employee details from the HRMS system, ensuring error-free documents without repeated cross-checks. 
• Bulk Letter Generation - With Runtime HRMS, it is possible to generate letters for multiple employees at once perfect for mass exits or onboarding batches. 
• Branding & Compliance - All the HR letters can be personalized. Add your company logo, custom headers, footers, and even policy disclaimers to every letter. 

Conclusion 

Experience letters are not just a document, but they're professional endorsements that can shape an employee’s career trajectory. As HR professionals, delivering them accurately and on time is a responsibility that reflects your organization’s culture and credibility. 

With powerful tools like Runtime HRMS, HR teams can eliminate manual work, ensure compliance, and elevate the overall employee experience. Whether it’s a single letter or hundreds during a year-end offboarding cycle, Runtime HRMS helps you issue them faster, smarter, and with confidence. Want to see how Runtime HRMS can transform your HR document workflow? Contact us today to get a 7-day free trial.