The Employee Release Letter is a fundamental document in Indian employment law, required whenever an employee leaves an organization, whether through resignation, retirement, or termination. This document serves multiple purposes: it officially confirms the end of employment, provides proof of experience for future employers, and ensures compliance with Indian labor laws. The letter must be issued promptly upon completion of the notice period and all exit formalities. It typically includes employment duration, conduct statement, dues clearance, and asset return confirmation. Under Indian jurisdiction, refusing to provide this document can result in legal complications for the employer, as it's considered essential for an employee's career progression. The document is particularly crucial in the Indian context where formal documentation of employment history is strictly required by most employers during hiring processes.
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1. Company Letterhead and Date: Official company letterhead with logo, address, and current date
2. Employee Details: Full name, employee ID, designation, and department of the employee
3. Employment Period: Confirmation of employment duration with exact start and end dates
4. Resignation Acknowledgment: Confirmation of the voluntary resignation and its acceptance
5. Conduct Statement: Statement about the employee's conduct and performance during employment
6. Dues Clearance: Confirmation that all dues and settlements have been completed
7. Company Property: Confirmation of return of all company property and assets
8. No Dues Declaration: Statement confirming no pending dues or obligations from either party
9. Authorization: Signature block with name and designation of authorized signatory
1. Notice Period Compliance: Include when specific notice period terms need to be addressed
2. Project Handover: Include for employees who managed specific projects or responsibilities
3. Non-Compete/Confidentiality Reminder: Include when employee was bound by specific confidentiality or non-compete agreements
4. Rehire Eligibility: Include when company policy requires stating rehire eligibility status
5. Reference Statement: Include when company agrees to provide references for future employment
6. Outstanding Benefits: Include when there are specific benefits or stock options that need post-employment processing
1. Final Settlement Statement: Detailed breakdown of final payment including salary, gratuity, and other benefits
2. Clearance Certificates: Departmental clearance certificates from IT, Admin, Finance, etc.
3. Asset Return Checklist: List of company assets returned by the employee with dates
4. Exit Interview Summary: Summary of exit interview if company policy requires it to be attached
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