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Experience Letter Format: Samples, What It Must Include and How to Get One

An experience letter proves where you worked, in which role and for how long. Here is a ready format for employers, plus tips for employees on how to get one.

By Raaz sharma. Published 2 Nov 2026. 3 min read.

The short answer: an experience letter is issued by an employer on company letterhead. It states the employee's name, job title, joining and leaving dates, a line on their work, and is signed by an authorised person such as HR or the owner. New employers often ask for it before confirming an offer.

What an experience letter must include

  • Company letterhead with name, address and contact
  • Date of issue and a reference number (if the company uses one)
  • Title: "Experience Letter" or "To Whom It May Concern"
  • Employee's full name and employee ID
  • Designation (and department, if any)
  • Joining date and last working day
  • A short line about duties and conduct
  • Signature, name and designation of the person signing, with company seal if used

Sample 1: Standard experience letter

TO WHOM IT MAY CONCERN

This is to certify that Mr. Rakesh Kumar (Employee ID: SG-104) worked with Shree Ganesh Traders, Indore as a Sales Executive from 1 June 2023 to 31 October 2026.

During his employment he handled retail and wholesale customers in the Indore region and consistently met his sales targets. His conduct was good and he was sincere in his duties.

We wish him success in his future career.

For Shree Ganesh Traders
(Signature and seal)
Meena Agarwal, Partner
Date: 31 October 2026

Sample 2: Short format for small businesses

EXPERIENCE LETTER

We confirm that Ms. Pooja Sharma worked as a Receptionist at City Care Clinic, Jaipur from 15 January 2024 to 30 September 2026. She managed patient appointments, phone calls and billing.

Authorised signatory: Dr. A. Gupta, Owner
Date: 30 September 2026

The names above are examples. Employers should use their own letterhead and details.

Experience letter vs relieving letter

Experience letterRelieving letter
PurposeProves your role and durationConfirms you resigned and were released properly
When givenOn or after the last dayOn the last day, after handover
Often combined?Yes — many small companies issue one letter covering both.

For employees: how to get your experience letter

  1. Serve your notice period and complete the handover — see what a notice period is.
  2. Request the letter by email to HR or your manager before your last day.
  3. Check that your name, designation and dates are correct.
  4. Keep a scanned copy and the original safely.
  5. If the company has shut down, keep salary slips, bank statements and your offer letter as proof.

For employers

Issuing experience letters promptly builds trust and makes hiring easier for your company. When you need to hire again, post a job on JobZeno.

Frequently asked questions

Who signs an experience letter?

An authorised person — usually the HR manager, the employee's reporting manager, a director or the business owner.

Is an experience letter mandatory?

No law requires every employer to issue one, but it is standard practice, and most new employers ask for it as proof of experience.

Can I get an experience letter without serving notice?

Many companies issue it only after the notice period and handover. Talk to HR if you need to leave early; some allow a buyout.

What if my employer refuses to give an experience letter?

Ask in writing by email. Keep offer letters, salary slips and bank statements as proof of employment, which many employers accept.

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