A job relieving letter is written to accept the resignation of an employee or to terminate an employee. The letter needs to contain information about the employee's position, start and end dates and the reason for resignation or termination. If the employee is resigning under good conditions, write a brief statement regarding the employee's performance. This serves as a recommendation for future employment.
If the employee is not leaving under good circumstances, omit any mention of the employee's performance. It is not necessary to outline bad behavior or inappropriate conduct in the job reliving letter. If the employee's performance warrants it, it is sometimes in a company's best interests to reject the employee's resignation and instead terminate his or her employment by drafting a counter reliving letter.
A job relieving letter must also summarize the actions the employee needs to take to terminate his or her position. This includes turning over files and passwords and relinquishing company identification. Although not absolutely necessary, it is a good idea to include information about any benefits the employee is eligible for after resignation and the status of retirement and health savings accounts.
Ultimately, a job relieving letter protects the company and the employee. The employee can prove how previous employment was terminated, and companies can protect against claims of unfair termination by using a job relieving letter.