Scrutinize These Criteria Before Writing an Experience Letter for Employee (Step-by-Step Guide)

When an employee leaves an organization to continue pursuing a new career opportunity, the experience letter is the most essential document they receive from their employer. This letter confirms that the departing employee was a member of the organization and includes information about their tenure as well as the employee’s behavior during their employment.

In this post, we will go into detail about what an experience letter for an employee is, how to write one, what to include in it, and a sample work experience letter format for your reference.

What is an Experience Letter for an Employee?

An Experience Letter for Employment is a formal document that confirms an employee’s relationship with the business. When an employee leaves an organization, the employer provides them with this letter. It includes information such as the employee’s tenure, job role, skills displayed, and overall behavior during their tenure.

Criteria for Obtaining an Experience Letter for Employee

Every employer has a set of requirements that an employee must meet in order to be eligible for an experience letter. While the majority of these conditions apply to all industries, there may be some differences depending on your employer. Here are some examples of criteria:

Minimum working period: An employee must have worked for the organization for a predetermined amount of time.
No dispute: There should be no conflicts between the employer and the employee regarding liabilities.
No violations of employment contract: There should be no breach of the contract signed by the employee when he or she first joined the organization.
Completion of all formalities: The employee must have decided to hand over all necessary/sensitive organizational documents.
Notice period responsibilities: The employee must have completed the notice period specified in the joining letter.

Ways to Write an Experience Letter for Employee

Here are a few steps you can take to ensure your professional experience letter for employee is up to industry standards:

Utilize organization’s letterhead

As a professional document, an experience letter should always be written on the company letterhead. If your company does not have a letterhead, include the company seal in the letter.

Include issue date

The date of issuance should be mentioned in the top left corner of the letter. The date must be stated completely, including the day, month, and year.

Begin your letter with a professional salutation

You may not know where the employee is going or who the experience letter should be addressed to. A work experience letter should therefore begin with a professional, polite, and neutral greeting.

Include employee’s full name

The employee’s full name, as it appears in company records, should be included in the experience letter for the employee. This avoids confusion and assists the new employer with verification.

Include the employee’s most recent title or designation

An employee’s most recent title or designation, as of the day they resigned, should be included in the work experience letter. If the employee was promoted during their tenure, you should include their title before and after the promotion, as well as the reason for the promotion, in the letter.

Acknowledge the employee’s tenure of employment

The employee’s start date and last day of employment with the organization should be included in the work experience letter. If they are still employed by the company, the experience letter should state so.

Briefly describe the employee

A brief description of the employee should be included in an experience letter. In the letter, you should include information such as their work ethics, skills, job role, core strengths, knowledge, and performance. The most effective way to accomplish this is to keep the employee’s job description close at hand. This aids in writing the specific abilities and expertise that the employee demonstrated during their tenure.

Finish on a good note

An experience letter should include a statement stating that the employee is leaving the company of their own free will and that you wish them the best of luck in the future. Even if the employee was fired due to poor performance, you could include a line explaining why. This is usually determined by senior executives.

Place your signature at the end

An experience letter for employees should conclude with a closing phrase, the signature and designation of any signatory authority, and the company’s seal. If it is not already included in the heading, include the company’s name and address.

Sample and Template

To help you get started, we provide a sample and useful template that can be your guide along the process of your writing. Take a look at these:

Sample 1

As a starting point, here is an experience letter for employee template:

[Date of Issue]

To whom it may concern:

This is to certify that [Name of the employee] worked for [Company name] as [Employee designation] in our [Department name] department at our [Office location] location for [Tenure] from [Start date] to [End date].

We noticed [Employee name] to be honest, hardworking, and responsible during his/her tenure with [Company name].

He/she has done an outstanding job while collaborating with us and has always preserved professional relationships with the team and colleagues.

The decision to move on is entirely [Employee name] own decision.

We wish him/her the best of luck in his/her future endeavors.

Sincerely,

[Signature]

[Signatory’s Name]

[Signature of the signatory]

[Contact information for the signatory]

Sample 2

Here is an example of experience letter for employee:

Date of Issue: 17/03/2022

To whom it may concern:

This is to confirm that Jaime Skitson was employed by One Step United Pvt. Ltd. as a Senior Copywriter in our Marketing department at our Las Vegas location for 6 months beginning January 1st, 2020 and ending July 31st, 2020.

We found Jaime to be honest, hardworking, and responsible during his time with us.

Jaime has always maintained professional relationships with the team and colleagues while working with us.

Jaime made the decision to move on entirely on his own.

We wish him the best of luck in his future endeavors.

Sincerely,

Jane Scott

HR Manager

Key Takeaways

This employee experience letter confirms that the departing employee was a member of the organization and includes details about their tenure as well as the employee’s behavior while employed.
Every employer has a set of criteria that an employee must meet in order to be considered for an experience letter.
An employee must have worked for the company for a set period of time.
There should be no disputes about liabilities between the employer and the employee.
There should be no violation of the employee’s contract signed when he or she first joined the organization.
All necessary/sensitive organizational documents must have been decided upon by the employee.
The employee must have served the required notice period, as specified in the joining letter.