Experience Letter Format in 2026: What to Include, the Legal Position and a Filled Sample

An experience letter is the one document an employee keeps from a job long after the payslips stop mattering. The next employer, a background-verification agency, a visa officer or a university will ask for it, and a vague, late or inaccurate letter can cost the employee an offer. This guide is for business owners and HR staff who issue these letters, and for employees checking what theirs should say. You'll get the contents of a good experience letter, how it differs from a relieving letter and a service certificate, where the law now requires one, the mistakes that cause trouble, and a filled sample.

Quick answer

An experience letter confirms that a person worked for you, in what role and for how long. Include letterhead, date, employee name and ID, date of joining, last working day, designation, a short description of duties and an authorised signature. Under the Model Standing Orders, 2026, a covered worker is entitled to a service certificate with the nature of work, designation and period of employment within ten days of leaving.

• Relieving letter = resignation accepted and released from duty; experience letter = what the job was

• Dates must match your appointment letter, payroll and EPFO records

• Keep remarks factual; don't withhold the letter to recover notice pay

• Issue it with the full and final settlement, which is due within 2 working days

What an experience letter is

An experience letter — also called an experience certificate, work experience letter or service certificate — is a short letter on company letterhead that certifies a person's employment. Its job is verification: it lets a third party confirm, from the employer itself, that the person held a particular role between two dates and did a certain kind of work. It is not a reference letter, which is a personal recommendation and usually more detailed, and it is not a salary certificate, which states pay for a loan or visa.

Most employers issue it when someone leaves. Some issue it on request during employment — for a visa, a professional licence or a higher-education application — worded as "is working with us since". The content is the same apart from the end date.

Who signs matters. The letter should be signed by someone with authority to speak for the company — the proprietor, a partner, a director, or the HR head — with their name, designation and contact details, so that a verification agency can call or email to confirm.

Relieving letter, experience letter and service certificate

These three documents are often confused, and small businesses frequently issue only one of them. Here is how they differ.

Exit documents compared

Document	What it confirms	Legal basis
Relieving letter	Resignation accepted; employee released from duty on a date; handover done	Contract and policy
Experience letter	Role, period and nature of work; often a conduct remark	Contract and policy; expected by future employers
Service certificate	Nature of work, designation and period of employment	Model Standing Orders, 2026 — within 10 days
Full and final settlement statement	All dues paid and deductions made	Code on Wages s.17(2) — 2 working days

Relieving letter

What it confirms

Resignation accepted; employee released from duty on a date; handover done

Legal basis

Contract and policy

Experience letter

What it confirms

Role, period and nature of work; often a conduct remark

Legal basis

Contract and policy; expected by future employers

Service certificate

What it confirms

Nature of work, designation and period of employment

Legal basis

Model Standing Orders, 2026 — within 10 days

Full and final settlement statement

What it confirms

All dues paid and deductions made

Legal basis

Code on Wages s.17(2) — 2 working days

A relieving letter answers the question a new employer most cares about at joining: has this person been properly released, or are they still bound to the old employer? It states the date of resignation, its acceptance and the last working day. An experience letter answers the question a background check asks: what did this person do, and for how long? The service certificate is the statutory version of the experience letter in establishments governed by standing orders.

Combining the relieving and experience letters is perfectly acceptable for a small business, as long as the combined letter contains both the release and the service details. Many larger employers issue the relieving letter on the last day and the experience letter once the settlement is closed.

Is an experience letter legally required?

For one group of employers, yes. The Industrial Relations Code, 2020 requires industrial establishments employing 300 or more workers on any day in the past year to have standing orders, and until an employer's own standing orders are certified, the central government's model standing orders apply. The Model Standing Orders, 2026 were notified on 8 May 2026 (S.O. 2312(E)) with separate schedules for mining, manufacturing and services. Paragraph 14 of each schedule deals with service records. It says every worker "shall be entitled to a service certificate, specifying the nature of work, designation and the period of employment (months, years) at the time of discharge, termination, retirement or resignation from service to be issued by the employer within ten days of such instance".

Three points follow. The entitlement covers all four ways of leaving — including dismissal — so a dismissed worker is still owed a certificate of the facts of service. The contents are fixed: nature of work, designation, and the period expressed in months and years. And the deadline is within ten days. The same paragraph requires the establishment to keep a service card for each worker, updated with their knowledge, which is the record the certificate should be drawn from.

For establishments outside the standing-orders chapter — most MSMEs, with fewer than 300 workers — there is no central law that says, in terms, "issue an experience letter". But that doesn't make it optional in practice. Appointment letters and HR policies usually promise one; the employee's next job, visa or licence depends on it; and refusing it without good reason is likely to be argued as a breach of the employment contract if the matter reaches a labour authority or a court. The sensible standard for every employer is the one in the Model Standing Orders: a factual certificate within ten days of leaving.

What to include in an experience letter

A good experience letter is short — usually one page — and every line is something a verifier can check.

Experience letter contents

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• Company letterhead with legal name, address, phone and email
• Date of issue and a reference number
• Title: 'Experience Letter' or 'Service Certificate'; addressed 'To whom it may concern'
• Employee's full name (as in your records) and employee ID
• Date of joining and last working day
• Designation — and any promotions with dates
• Department and place of work
• Two or three lines on the nature of work and key responsibilities
• A factual remark on conduct (optional) and a line wishing them well
• Name, designation, signature and contact of the authorised signatory; company seal if you use one

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Dates. Use the date of joining from the appointment letter and the last working day from the exit records. These must match what you reported to EPFO: when you mark the date of exit on the EPFO portal, it appears in the employee's service history, and background checks routinely compare the two. A mismatch of even a few weeks raises questions about the candidate.

Designation. State the designation at exit, and if the person was promoted, list earlier designations with dates. Don't inflate titles as a favour; a verifier who calls will ask what the person actually did.

Nature of work. Two or three sentences in plain language — for example, "handled accounts payable, GST reconciliation and vendor payments for three plants". This is the part the Model Standing Orders make mandatory for covered workers, and the part most useful to the next employer.

Conduct. Many letters close with "During her tenure we found her sincere and hardworking". That is fine if true. If you have nothing positive to say, leave the line out rather than write something negative.

Salary. Leave it out unless the employee asks. Pay is private, and an experience letter is often shown to many people. If a salary figure is needed for a visa or loan, issue a separate salary certificate.

How to calculate and state the period of service

The Model Standing Orders ask for the period in months and years, and most verifiers expect the same. Count from the date of joining to the last working day, inclusive.

Take an example. Anil joined a Pune engineering firm on 15 June 2023 and his last working day is 30 September 2026. From 15 June 2023 to 14 June 2026 is three years. From 15 June 2026 to 30 September 2026 is three months and 16 days. So his period of service is "3 years, 3 months and 16 days", which you can round in words to "about three years and three months" — but give both exact dates in the letter so nobody has to rely on the rounding.

Be careful with breaks. If an employee left and rejoined, state both periods separately. If they were on long unpaid leave, you don't have to mention it, but you mustn't stretch the dates to cover a gap when they were not on your rolls. Periods of fixed-term employment should be described as such: "engaged on a fixed-term contract from … to …".

Issue the letter in five steps

1. 1

   Pull the records

   Appointment letter, service card or HR record, promotion letters and the exit date marked with EPFO.

2. 2

   Confirm the dates

   Date of joining and last working day, checked against payroll and the EPFO service history.

3. 3

   Write the duties

   Two or three factual sentences agreed with the reporting manager.

4. 4

   Sign and seal

   Authorised signatory with name, designation and contact; digital signature is fine for a PDF.

5. 5

   Hand over on time

   On the last working day or with the full and final settlement — within ten days where the Model Standing Orders apply.

Sample experience letter, filled in

[Company letterhead — Sunrise Precision Components Pvt Ltd, Plot 42, MIDC Bhosari, Pune 411026 · hr@… · 020-…]

Ref: HR/EXP/2026/118 · Date: 3 October 2026

EXPERIENCE LETTER

To whom it may concern

This is to certify that Mr Anil Deshmukh (Employee ID SPC-0457) was employed with Sunrise Precision Components Pvt Ltd from 15 June 2023 to 30 September 2026.

He joined as a Junior Quality Engineer and was promoted to Quality Engineer on 1 April 2025, the designation he held at the time of leaving. He worked in the Quality Assurance department at our Bhosari plant. His responsibilities included first-article and in-process inspection of machined parts, maintaining control plans and inspection records, handling customer complaints with root-cause analysis, and supporting internal ISO audits.

During his tenure we found him diligent and dependable. He resigned to pursue other opportunities, and we wish him success.

For Sunrise Precision Components Pvt Ltd

[Signature / digital signature] Name: Meera Kulkarni · Designation: Manager — Human Resources · Phone: … · Email: …

That letter covers everything the Model Standing Orders require — nature of work, designation and period — plus what a verifier needs to contact you. If you prefer a combined letter, add a first paragraph: "We acknowledge receipt of your resignation dated 1 September 2026, which was accepted. You are relieved from your duties at the close of business on 30 September 2026, after completing the handover of your responsibilities."

Special situations

Employee left without serving notice. Notice shortfall is a money matter under the employment contract. It does not change the facts of service. Where the Model Standing Orders apply, the worker's right to a service certificate on resignation is unconditional, so issue the experience letter and pursue any shortfall separately. The relieving letter can truthfully record that the employee did not complete notice.

Dismissal for misconduct. The service certificate is still due, and it should state the facts: designation, period and nature of work. You need not give reasons for leaving or a conduct remark. Avoid characterising the dismissal in the letter — it invites a defamation claim and adds nothing a verifier needs.

Interns, trainees and apprentices. Issue an internship or training certificate rather than an experience letter, describing the programme, period and work done. Don't describe a trainee as an employee if they were not on your rolls.

Contract workers. The contractor is the employer and should issue the letter. A principal employer can issue a separate "worked at our site through [contractor]" letter on request, but should say so clearly.

Company closed or owner unreachable. Employees can use EPFO service history, Form 130 or old Form 16s, appointment letters and salary slips as alternative proof. This is one more reason to issue experience letters promptly while the business is running.

Language. Issue the letter in English or the language your business uses; a Hindi or regional-language version is fine if the employee asks, provided both versions say the same thing.

How a background check verifies your letter

Step 1

Candidate shares experience letter

Step 2

Agency contacts the signatory

Step 3

Dates and designation confirmed

Step 4

Cross-check

EPFO service history, payslips

Step 5

Verified

usually within days

How the letter is checked — and how employees should ask for one

Most mid-sized and large employers in India now run a background check before or soon after a candidate joins. The agency typically emails or calls the previous employer using the contact details on the experience letter and asks it to confirm the dates of employment, the last designation, and sometimes whether the person is eligible for rehire. It then cross-checks those answers with the EPFO service history the candidate shares, salary slips and the bank statement. A letter whose dates, title and signatory all check out clears verification in days; a letter with a disconnected phone number or a signatory who has left can hold up an offer for weeks.

That is why the signatory line should name a role that will still exist — "Manager — Human Resources" or the proprietor — and a company email rather than a personal one. Keep a register of letters issued, with reference numbers, so whoever answers a verification request later can confirm the letter is genuine.

Employees should ask for the experience letter in writing in the resignation email and again on the last day, and should check the dates and designation before leaving the premises. If the employer delays, a polite written reminder citing the ten-day service-certificate rule (where it applies) usually works; if it doesn't, the labour department of the state can be approached, and the EPFO service history, appointment letter and salary slips serve as interim proof for a new employer.

Common mistakes

Wrong or rounded dates. "June 2023 to September 2026" is not enough. Give exact dates and match them to EPFO.

Copying the job description from the job ad. Describe what the person actually did. Verifiers compare the letter with the candidate's CV.

Letting the letter wait for the settlement. The settlement is due within two working days and the certificate within ten days for covered workers — neither should wait for the other.

Negative remarks. Keep the letter factual. A negative opinion helps no one and can be challenged.

No contact details for the signatory. An unverifiable letter is often treated as no letter.

Issuing letters for people who never worked for you. Fake experience letters are fraud. Background checks routinely catch them through EPFO and tax records, and the business that issued the letter is exposed along with the candidate.

Official links

• Model Standing Orders, 2026 — S.O. 2312(E)Para 14 service certificate within ten days
• Industrial Relations Code, 2020Section 28 standing orders — 300 or more workers
• OSH (Central) Rules, 2026 — G.S.R. 345(E)Rule 6 appointment letter (dates and designation to match)
• EPFO Unified Portal — employerMark date of exit

What to do next

Set up a one-page experience letter template on your letterhead using the sample above, and make issuing it part of your exit checklist alongside the full and final settlement. Make sure the dates match the appointment letter and the final salary slip, and mark the exit date with EPFO so the employee can move their PF — see PF withdrawal rules.

This is general information, not legal or tax advice — confirm on the official source or with a professional.

Frequently asked questions

Is an employer legally required to give an experience letter?

For workers in industrial establishments covered by the Model Standing Orders, 2026, yes: every worker is entitled to a service certificate stating the nature of work, designation and period of employment, issued within ten days of discharge, termination, retirement or resignation. Other employers have no general central-law duty, but contracts and policies usually promise one, and refusing it invites a dispute.

What is the difference between a relieving letter and an experience letter?

A relieving letter confirms that the employee's resignation was accepted and that they were released from duty on a stated date, usually after handover. An experience letter (or service certificate) describes the employment itself — designation, period and nature of work. Many small employers combine both in one letter; larger companies issue them separately.

What should an experience letter contain?

The company's letterhead, date and reference number; the employee's full name and employee ID; date of joining and last working day; designation (and any changes); a short description of duties; a neutral or positive remark on conduct; and the signature, name and designation of an authorised signatory. Avoid salary details unless the employee asks for them.

Can an employer refuse an experience letter if notice period was not served?

The Model Standing Orders give covered workers an unconditional right to a service certificate on resignation, so withholding it over notice dues is risky. Any notice shortfall is a money claim the employer can pursue separately. A relieving letter can truthfully record that the employee left without completing notice, but the experience letter should still state the facts of service.

Can an experience letter be issued on email or as a PDF?

Yes. A signed PDF on letterhead, or a digitally signed letter from an HR system, is accepted by most employers and background-verification agencies. Keep a copy and the issue date in the employee file. Some embassies and universities ask for a wet-signed and stamped original, so be ready to provide one on request.

How soon should an experience letter be given?

Where the Model Standing Orders apply, within ten days of the employee leaving. Best practice everywhere is to hand it over on the last working day together with the relieving letter, or immediately after the full and final settlement is paid, which itself is due within 2 working days.

Sources & verification

Figures on this page were checked against the sources below when it was last reviewed on 11 October 2026. Each rate and limit is stored once with its own official source and review date, and official update channels are monitored daily so changes are picked up. How we verify

1. 1.Model Standing Orders, 2026 — S.O. 2312(E), 8 May 2026 — Ministry of Labour and Employment (Gazette of India) · accessed 11 October 2026
2. 2.The Industrial Relations Code, 2020 (No. 35 of 2020) — Legislative Department (Gazette of India) · accessed 11 October 2026
3. 3.Occupational Safety, Health and Working Conditions (Central) Rules, 2026 — G.S.R. 345(E) — Ministry of Labour and Employment (Gazette of India) · accessed 11 October 2026
4. 4.The Code on Wages, 2019 — section 17 — AdvocateKhoj (bare Act text) · accessed 11 October 2026
5. 5.Government announces implementation of the four Labour Codes — PIB — Ministry of Labour & Employment · accessed 11 October 2026
6. 6.What is India's New Model Standing Orders 2026? Top 10 Must-Know Compliance Updates for HR — India Briefing (Dezan Shira & Associates) · accessed 11 October 2026
7. 7.Model Standing Orders 2026 — StaffNews · accessed 11 October 2026