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Experience letter format: fill it in, download the PDF.

An experience letter certifies that a person was employed with the company from their date of joining until their last working day, with their last designation and every role they held. It says nothing about pay or why they left. Fill yours in and download it as a PDF.

New to this? Tap ⓘ beside anything for a plain-English explanation, or read the words used here.

The company

The employee

The employment

Fine-tune (optional)Address and signatory, the letter’s date, employee code, department, and the roles held before the last one.

The letter could also say

  • · Add any earlier roles, and the letter will list every role held with its dates.
  • · Add the company’s address and it will print under the name.
  • · Add who signs for the company and the letter will name them.

For the PDF, choose Save as PDF in the print window. The Word file is yours to edit.

Your Company Pvt Ltd

Experience letter

30 September 2026

To whomsoever it may concern

Subject: Experience letter

This is to certify that Employee name was employed with Your Company Pvt Ltd as Sales executive from 5 June 2023 until 30 September 2026.

NameEmployee name
Date of joining5 June 2023
Last working day30 September 2026
Last designationSales executive

We wish Employee name every success.

This letter states the dates and roles of employment only. It does not state remuneration or the reason for leaving.

For Your Company Pvt Ltd

Authorised signatory

Made with Facto Lite · lite.myfactoapp.com
Read it through before it is signed. A next employer may call to check the dates and titles it states.

Worded exactly as the experience letters Facto Lite issues. Nothing you type leaves this page — the PDF is made by your own browser.

How it is worked out

The working, step by step.

  1. Put the company’s name and address at the top, with the date of the letter — on or after the last working day.
  2. Address it “To whomsoever it may concern”, because it is shown to a next employer rather than sent to the employee.
  3. Certify that the person was employed with the company, in their last designation and department, from the date of joining until the last working day.
  4. Set out the particulars in a table: name, employee code, department, date of joining, last working day and last designation.
  5. If they held more than one title, list every role with the dates it was held.
  6. Close with good wishes, and say the letter states the dates and roles only — not pay or the reason for leaving.
  7. Sign it for the company and download it as a PDF.
Worked examples

The same sum, on real figures.

What an experience letter must say

  • Particular
    Name and employee code
    Why it matters
    The pair a next employer matches against the company’s records when they call to check.
  • Particular
    Date of joining and last working day
    Why it matters
    The length of service, which is the first thing it is read for.
  • Particular
    Last designation
    Why it matters
    The level the person left at — what a next offer is pitched against.
  • Particular
    Roles held, with dates
    Why it matters
    Shows a promotion, where there was one, without the reader having to ask.
  • Particular
    Past tense
    Why it matters
    It says the person was employed. A letter for somebody still working says they are employed, and is a different letter.
  • Particular
    No pay, no reason for leaving
    Why it matters
    Those belong in a salary certificate and the relieving letter; an opinion on performance is one the company has to stand behind.
Words used here

Every term, in plain words.

What each field and each line of the result means, where to find it, and what to do if you do not know it.

Last designation

The job title the employee held when they left. The letter prints it as their last designation — the one a next employer asks about first.

Date of joining

The first day the employee worked for the company. Service, probation, gratuity and leave all run from it.

Take it from the appointment letter or the first payslip, not from the offer letter — the day someone actually joined can differ from the day proposed.

Last working day

The last day the employee worked, after any notice period was served. Employment ends at the close of business that day, and the settlement is worked out to it.

An experience letter is for somebody who has left, so date the letter on or after this day. For somebody still working, a letter confirming current employment is what is needed.

Earlier roles

The titles the employee held before the last one, each with the day it began. With at least one, the letter lists every role held, each from its start to the day the next one began.

For example: Sales trainee from 5 June 2023, then Sales executive from 1 April 2025 until the last working day.

Employee code

The number or code the company knows the employee by, such as “EMP014”. A next employer or a bank matches it against the company’s records, so print it if you use one.

Authorised signatory

The person who signs for the company — usually a director, a partner, the proprietor or the HR head. Their name and title print above the signature line.

Questions

Asked often, answered here.

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

A relieving letter says the employee has been relieved of their duties; an experience letter says how long they worked and in which roles. The relieving letter is written to the employee and accepts their resignation. The experience letter is written to whomsoever it may concern, for the next employer to read.

When is an experience letter issued?

On or after the last working day. It describes employment that has ended. For somebody still employed, a letter confirming current employment is what a bank or a new employer needs instead.

Does an experience letter mention salary?

No. It states the dates and the roles. If a next employer or a bank needs the pay, a salary certificate or the last payslips state it.

Should an experience letter comment on performance or conduct?

This one does not, and most do not. A remark on performance is an opinion the company must be able to back up. The dates and titles are facts from its own records.

Who signs an experience letter?

Whoever signs for the company — a director, a partner, the proprietor or the HR head — on the company’s letterhead. Their name and title print above the signature line.
More free tools

More free tools, no sign-up.

Facto Lite issues the experience letter from the employee’s own record: the exit’s last working day and every designation they held, with its dates. See Payroll.

Exits, settled and on paper.

Sixty days of Facto Lite free, no card. Record the exit once, and the relieving letter, the experience letter and the full and final settlement all read the same dates.

Start freeSee Payroll