An experience letter, also known as an experience certificate, is a formal document that outgoing employees receive from their former employer at the end of their employment tenure. A promotion letter:

• Confirms an individual's association with the organization
• Provides specific information about an employee's tenure and conduct during this period
• Demonstrates the employee's duties and achievements in an organization

What are the different names of an experience letter?

An experience letter is known by different names, such as:

• Experience certificate
• Work experience letter
• Job experience certificate
• Employment verification letter
• Service certificate
• Work reference letter

Why is an experience letter important?

Experience letters are important because:

1. Serves as proof of previous employment and work history

Work experience letters are proof of previous employment and help ensure candidates have the experience they claim.

2. Strengthens employability skills

A work experience letter serves as a testimony to the professional expertise gained from their previous organizations and assists a future employer in assessing their suitability for a specific role. Verifying employment details validates the qualifications of candidates, thus improving their chances of securing future job opportunities.

3. Enhances professional networking

Experience letters are a great way to expand one's professional network. Employees can share these with their professional contacts to grow and strengthen their connections in the industry and land better job pursuits.

4. To pursue higher education and professional courses

When employees choose to seek further education or sign up for professional courses, experience letters are significant. Educational institutions often need these letters to evaluate an applicant's qualifications and previous work experience.

5. Strengthens documentary support for immigration and visa

Having a document supporting precise employment verification can simplify the process of immigration and visa applications for the employee. It facilitates adherence to legal regulations and may also assist in attracting top talent from around the globe.

Who must write a work experience letter?

Usually, employees leaving the organization request a work experience letter from their previous reporting manager or supervisor. The individual writing the work experience letter should possess firsthand knowledge of the employee's work experience and must be the most appropriate person to effectively outline their work responsibilities, professional strengths, and achievements.

The experience letters are typically drafted by the HR department in a standardized format. The HR manager or department could fulfill the requirement if only the role and duties were to be confirmed.

Sometimes, an employee may require an elaborate description of their roles and responsibilities. In this case, the concerned HR personnel can contact the employee's direct supervisor or reporting manager to get the necessary information about the employment before preparing the experience letter. It may include job description, responsibilities, and performance.

Once the letter is ready, only the authorized signatory representing the company should sign it. It could be the HR Manager, senior executive, or department head.

In smaller businesses, the business owner can also write an experience letter. 

What are the key components of an experience letter?

An experience letter format may be different for different organizations, though a well-structured experience letter typically includes the following:

1. Company letterhead

Write the experience letter on the organization's official letterhead to maintain a professional and formal appearance.

• It adds credibility to the document and identifies the organization from which the letter is originating.
• Writing a job experience letter on the official letterhead of a company with the company name, address, contact details, and other relevant details conveys authenticity when providing a formal record of a person's employment experience.
• Using official letterhead also ensures uniformity and consistency of the experience letters issued from the organization, which comply with the company's branding and formatting guidelines.

2. Date of issuance

When writing an experience letter, it's essential to include the date of issuance, typically on the left-hand side of the document.

• Besides serving as a reference point, the date of issuance helps establish the employment timeline and adds credibility to the document.
• The date of issuance also indicates that the document was received from an individual's most recent employer.

3. Header

While writing an experience letter, it's good practice to include a header to make it appear more professional. For instance, you can use a title such as "Work Experience Certificate" to begin the letter.

4. Salutation

When writing an experience certificate, starting with a salutation is recommended. 

A salutation addresses the recipient of the letter, which can be the person's name or designation. It's important to address the recipient correctly, as this creates the first impression of the candidate for whom the experience certificate is issued. For instance, you can use: 

• Mr/Ms/Mrs, if you’re sure about the recipient’s gender. (Mr. is used to address a man, Ms. when you’re unsure if the recipient is a married or unmarried woman, and Mrs. for a married woman). 
• Dear Mr/Ms/Mrs [First name/Last name], if you know the recipient's first or last name, an informal greeting such as Dear Mr. John or Dear Mr. Mathew can be used.
• Dear [Job title], if you’re required to use the recipient's job title.

If you're unsure about the recipient's credentials, "to whomsoever it may concern" is a good option.

5. Employee's information

The experience letter should include:

• The employee's full legal name
• Their job title or designation
• The department in which they worked

6. Job responsibilities

In an experience letter, provide a detailed summary of the employee's duties and job responsibilities during their tenure at the organization.

7. Performance and achievements

An experience letter must summarize the tasks, projects, and any special assignments they were responsible for and their overall contributions to the organization. 

• Include a thorough and fair evaluation of the employee's work performance quality in the experience letter. 
• It's vital for organizations to maintain a positive and professional relationship with departing employees, and one way to do this is by recognizing and acknowledging their strengths and accomplishments in the experience letter.

8. Duration of employment

An employee's tenure at an organization is an important factor in an experience letter. It's tangible proof that the employee worked and devoted a specific period to supporting the organization's goals and objectives. For example, Ms. Rachel Mathew worked as a software engineer from 2004 to 2008 at ABC Pvt. Ltd.

An experience letter must have the following:

• The tenure that an employee serves during their employment at the company
• The joining date and the last working day of an employee at the company
• Sometimes, the resignation date is also mentioned in an experience letter

9. Character and work ethics

Compose a short paragraph that positively portrays the employee's character and work ethic. This can showcase their professionalism, ability to work in a team, leadership skills, or any other admirable qualities pertinent to their position.

10. Closing statement

Closing an experience letter with a positive statement is vital to make employees feel confident in their abilities and value to the company. It’s a good practice to express genuine appreciation for the employee's contributions and to highlight their strengths and positive attributes. Close the letter on a positive note, wishing the outgoing employee success in their future endeavors.

11. Signature of supervisor or HR manager

Get the letter sealed and signed by the concerned authority, as it adds an official touch and demonstrates the sincerity of the message.

What are the different types of experience letters?

Experience letters come in various forms to meet the requirements of employees and a new employer in various circumstances. These forms include:

1. General experience letter

This letter provides a comprehensive summary of an employee's work experience, encompassing their job title, duration of employment, and primary responsibilities. It’s a testimonial of the employee's overall work performance and contribution to the organization.

2. Role change letter

This type of letter is issued to employees when they’re promoted or change positions within the organization. It highlights the employee's previous position, the new role they’ve been promoted to or transitioned into, and the reasons behind the change. This emphasizes the employee's growth and advancement within the organization.

3. Internship experience letter

Internship experience letters are given to individuals who’ve completed internships with an organization. They outline the skills acquired, tasks performed, and the duration of the internship. These letters benefit students or recent graduates looking to demonstrate their practical experience in a specific field.

4. Contract work experience letter

In cases where an employee is hired on a contractual basis, a contract work experience letter may be provided. This type of letter includes details of the contract period, project or assignment specifics, and the employee's contributions during the contract period. It provides evidence of the employee's work experience in the context of a specific contract or project.

5. Volunteer experience letter

These letters are issued to individuals who’ve volunteered their services. They highlight the nature of the volunteer work, the duration of the volunteering period, and the impact created through their voluntary contributions. Volunteer experience letters can be valuable for individuals who showcase their commitment, skills, and community involvement.

How does an experience letter differ from a relieving letter?

Experience letter

An experience letter verifies the duration and position an employee holds at a company and contains information about the employee's duties, obligations, and performance. It can be issued upon request or when the employment ends and highlights the employee's contributions and abilities, primarily utilized for future employment purposes.

Relieving letter

A relieving letter acknowledges the resignation and discharge of an employee from their responsibilities at the previous organization. It confirms the last day of work when at the company and marks the official conclusion of the employment relationship. In essence, it indicates the formal separation of an employee from the employer.

Tips to write an experience letter

1. Issuing the experience letter

Issuing an experience letter on time matters, especially since it's often part of company policy. If your workplace doesn't have a set timeline for this, it's best to get it done as soon as the applicant requests it. A delay in issuing the letter can affect an employee's job prospects or a student's chances for internships or further studies. Being proactive about these requests is key to supporting their professional and academic goals. 

2. Verifying the data

It’s crucial to thoroughly verify the accuracy of the data obtained before including it in an experience letter. Inputting incorrect data could harm the employees and have negative repercussions before starting their new job. It's vital to ensure that the information provided is accurate and reflects the reality of the employees' experience. Thoroughly review all provided information for accuracy, ensuring that names, dates, and contact details are correct.

3. Using simple language with professionalism

Use simple, clear language and maintain professionalism while writing the experience letter. This will ensure the message is easily understood and the employee feels confident in their professional standing.

4. Proofreading the letter

Before submitting the letter, review it carefully for grammatical, spelling, and typographical errors. Additionally, ensure that the writing is easily readable and flows smoothly.

Use LegalZoom's experience letter template for the best kickstart!

Creating a compelling experience letter is essential for showcasing your professional journey and accomplishments. LegalZoom's experience letter template can give you a good headstart. With LegalZoom, craft an impressive experience letter using our comprehensive and customizable letter templates.

• Detail an employee's job role, responsibilities, and key achievements, emphasizing their skills and experiences.
• Conclude with a positive note, affirming their continued professional growth.

LegalZoom provides experience letter templates with a rich drag-and-drop editor for customization. With the editor, you can further tailor and vet the letter to your liking, add images, and adjust formatting. 

Once completed, you can download it as a .PDF and print a hard copy of the experience letter if required. 

Frequently asked questions

What is an experience letter?

A work experience letter is a formal document issued by a previous employer that provides a comprehensive account of an individual's employment history with the company. This letter is a valuable testimonial for the employee and is often requested when seeking new employment opportunities or pursuing further education.

What relevant details must be present in an experience letter?

An experience letter typically includes details about the employee's job responsibilities, performance, conduct, and overall contribution to the organization.