Relieving Letter for Government Employee

When a government employee resigns from their position, they require a relieving letter from their former employer. The letter indicates that they have cleared from their old job and are free from their previous company’s obligations. It also mentions when the employee should expect to receive their outstanding salary, if any.

A relieving letter is a formal document. This means that it should contain all the relevant details and be written professionally. Here is everything you need to know about drafting a relieving letter for government employee to help you achieve this.

Why Write a Relieving Letter

A relieving letter explains that the employee is no longer tied to the agency or company. In most cases, it is presented to a potential new employee. It can also be used in legal situations when employment disputes arise.

What to Include in Your Request Letter

As an employer, you are required to provide all your employees with a relieving letter upon resignation. The letter should be formal and well-written. It should also be accurate and at per with state laws. Here is all the information you should include in a Relieving Letter for Government Employee:

  • Recipient Details – Include the employee’s name, address, and contact information. This is to ensure the letter is delivered to the intended recipient.
  • Subject Line – Use a brief phrase to draw the reader’s attention to your reason for writing. Make sure it captures the nature of your letter, for instance, ‘Relieving Letter from State Job.’
  • Date – Indicate the date you made you wrote the relieving letter and maintain a copy. This will come in handy if the employee later claims not to have received the letter.
  • Resignation Details – Recap the employee’s resignation details, including exact dates.
  • Closing Statement – Wish the employee well in their future endeavors.
  • Sender Details – Close with your name, signature, and address.

Writing Tips for a Relieving Letter

Your employees will look to you as a former employer to draft them a relieving letter upon resignation. Here are some tips to help you do that effectively:

  • Maintain a polite and professional tone
  • Keep your letter short.
  • Be precise and to the point.
  • Mention the employee’s resignation details
  • Avoid mentioning things not connected to the relieving letter.
  • Wish the employee well in their future endeavors
  • Proofread the letter and correct any spelling or grammar errors

Relieving Letter for Government Employee (Format)


{Employee’s Name}

{Employee’s Address}

{City, State, Zip Code}

Re: Relieving Letter from {Job Designation}

Dear {Mr./Mrs./Ms. Last Name},

We received your resignation letter from {job designation} on {date}. Following a board meeting, we have decided to accept your request to leave {government agency name}. We appreciate your time and dedicated work for the last {duration}.

As is procedure, you are required to complete the clearing process. Liaise with {supervisor’s name} to fill out your clearance certificate. Any outstanding dues will be credited to {account number} by {timeline}.

Thank you for working with us. We wish you all the best in your future endeavors.


{Your Name}

{Your Signature}

Sample Relieving Letter for Government Employee

21 October 2020

Collin Cooper

123 Main Street

Los Angeles, CA 12345

Re: Relieving Letter from Supervising Engineer Position

Dear Mr. Cooper,

You have served as the Supervising Road Engineer for the state of California for the last 13 years. We are honored to have worked with you and saddened to receive your resignation letter. However, the overseeing board has agreed to your request.

The resignation letter dated 24 October 2020 is at per with state regulations. You have also completed the clearance process. Consequently, I am writing to relieve you of your duties officially. Any outstanding dues will be credited to your account within 30 days.

If you have any questions or concerns, kindly contact us at [email protected] Thank you for your impeccable service. We wish you all the best in your future endeavors.


Beth Mathews

Relieving Letter for Government Employee (Word Template)

File Format
  • MS Word

Bottom Line

A Relieving Letter for Government Employee is an essential formal document. It could help your former employee secure a new job. As such, it should be written meticulously. You should include all the resignation details and dates and mention the employee’s job designation.

The relieving letter you draft will be presented to a potential employer. This is why you should maintain a polite tone. If possible, praise the employee’s service to the agency or company.

Finally, always proofread your letter before sending it.

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