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How to Write an Experience Letter – Format and Samples

How to Write an Experience Letter – Format and Samples

When an employee leaves a previous employment and wants to apply for a new position, there is a certain official document worth adding to his portfolio. Among these documents is an experience letter for a certain position that proves that the employee has worked in a certain company in the given period. HR manager, head of the company/department, and the employer may often be faced with a request from a former employee or a current employee to write an experience letter on behalf of the former.

In the following material, we will talk in more detail about what an experience letter is and how to write it correctly, providing an experience letter template as a ready-made example that can be used for writing your own correct employee experience letter.

Overview of an Experience Letter

When an employee resigns, the previous employer has to give him an important official document, which will help him get a new job. This document is the company experience letter. This letter is the official documentation of the fact that the employee worked in a particular position and was part of the company’s team, as well as necessarily indicates the major accomplishments, joining date, and even the reason for the resignation. One should pay attention to the necessity of writing this document. Everyone should be aware of this document – the employee who is going to change jobs and the current employer- because he has to write it.

The current or former employer is responsible for writing this document, listing the employee’s key responsibilities, work hours, experience, and other important information about the employee. Each employer has a certain set of basic conditions the dedicated employee must meet to be eligible for the experience certificate. Many job duties are identical for all employment sectors, but differences may also depend on the current and future employer. The basic requirements for an employee include the following:

  • Minimum employment history. The employee must stay in the position for a certain period specified in the company’s rules.
  • No conflict at work. The employer and the employee must not have disputes or conflicts concerning certain job reponibilities and other work-related matters.
  • The employee must not breach the terms of the employment contract. When hiring, an employee shall sign an employment contract and not violate it during employment with the company.
  • Handing over all job duties and observing other important formalities. When an employee is about to leave his job, he must hand over all his files, work documents, etc.
  • Observance of certain notice periods. The employee must leave the position within the notice period specified in the letter.

Every professional hiring manager should know what an employment certificate is and how to prepare one.

Why is it important to have an employment letter?

This formal document is created with the main purpose – future employers shall ensure that the candidate for the position has certain skills and relevant experience mentioned in his resume. The company experience letter is one of the most valuable documents a job applicant can include in their portfolio. Before completing the experience letter template, be sure to make the following important points:

  1. You have an excellent knowledge of the all the skills and experience;
  2. You want to help build the employee’s future because they deserve it – you can leave a positive review;
  3. You know all the relevant details about the employee’s performance – you can describe the employee’s specific skills, experience, and other good habits.

If you do not know the employee’s experience because you have not worked with them and cannot write a credible reference letter, it is best to let the employee know so they can find someone suitable for the role.

Experience letter format for employee

The experience letter format is a special sample official document that allows you to confirm an employee’s experience in a particular position within the company. The new employer should read this letter. The document is written by the employer when leaving the organization. A relieving letter contains a lot of important information about the employee:

  • employment period;
  • position;
  • what kind of skills the employee has;
  • the employee’s general conduct during employment.

The experience letter sample may vary from company to company. If you work in an HR department, it is likely that if one of your colleagues leaves, you will need to write a recommendation letter accordingly. In this situation, following a certain letter format can greatly simplify the process for you.

The experience certificate is an official document and should be in the portfolio of job seekers. If you are going to write it, you should use the company’s official letterhead if it is available. In this case, the best solution is to type the letter on a computer and print it on the company’s letterhead. If a company letterhead is unavailable, ensure that the recommendation letter is stamped with the company’s official seal and that your contact details are included in the header so the prospective employer can verify the letter’s authenticity.

It is often the responsibility of the HR department to write a recommendation letter. To ensure you write to the best of your ability, consider the following guidelines. Here is a more detailed look at how to write an experience certificate and what information it should contain. The experience letter should certainly have the following essential components.


It is necessary to begin the experience letter with the date it was sent to the employee. The date should be written in the upper right-hand corner of the letter. Please note that the official record date of writing should always include the day, month, and year, regardless of the format selected. As for the subject itself, you can write ‘Experience letter (employee name).’

Greeting the Recipient

An Experience letter should always include a professional greeting. For example, “Dear (it’s best to include the name of the hiring manager who will be reading this letter) Mr/Miss name. If you don’t know the recipient of the letter, you can use a neutral greeting, e.g., “To be presented to the point of demand.”

Body of the Letter

After the date and the salutation comes the basic employee information, which will allow you to answer key employer issues about the employee’s qualifications, experience, and other important points. The reporting manager or any other employee responsible for writing the experience letter should make sure that all relevant information is included in the body of the letter:

  • employee’s duration (this should always be correct; it is best to double-check this with the employee’s contract of employment);
  • the employee’s full employee name and job title;
  • a positive statement about the quality of the employee – for future job prospects to be good, the letter should describe the strengths and achievements of the employee and present them in a positive light
  • the reason for the career change – the letter should state the reason for leaving and should do so in a positive manner
  • the name and position of the employee who wrote the experience letter.

The employee’s salary may not be mentioned in the letter. It should not be mentioned. Instead, the focus should be on the employee’s qualifications and skills.

Introductory Statement

In the experience letter, the person’s full legal name and job role should be written down according to the company’s official data. This way, the risk of confusion is kept to a minimum, and the new employer can easily refer to the letter. After giving the date of issueance and salutation, you may begin by stating that this employee has worked for your company.

Details of the Employment

Next, it is worth indicating the employee’s job title. If the employee has been promoted over the years, you can include all previous positions they have worked in. Also, it is necessary to specify the reasons for the promotion. In addition, you should specify the full company name. If your company does business under another brand or any other name, it is best to include both for the employer to understand and verify the letter.

Responsibilities and Duties Performed

The letter should always state the exact date when the employee joined the company and the date they left the position. If the end date of employment is unknown, since the employee is still on the payroll, you can write “as of now.” If you know when the employee’s last day of employment will be (even though it will be in the future), it is best to write the exact date. In addition, the experience letter should have the title of the employee’s position at the time they left the company.

Professional Achievements and Skills Gained

Also, an experience letter should briefly describe the employee’s basic job skills, habits, specialized knowledge, experience, strengths, and performance. All of this information should apply to the position for which the candidate is applying. A copy of the job description and basic work responsibilities should be used to describe the job role properly. A description of professional accomplishments and skills acquired should show that the employee has the necessary skills to be evaluated on a new job. If, during their work, the specialist attended training courses and received any other training, it would also be helpful to specify.

Closing Statement

In conclusion, it is worth writing a positive statement. The previous employer should encourage future endeavors of his former employee to continue in his career. The experience letter should end with an indication that the employee is resigning and that you wish the employee well in his future career. If the employee was terminated for any reason, the experience letter should include the reason. The best way of not hurting the employee is to state that his dismissal is due to problems with the company’s payroll budget and not because he is not doing well at his main job. In this way, the letter certifies that the employee is leaving a position with an excellent reputation.


At the end of the experience letter, there should be a signature line, a professional closing phrase, the signature of the person who wrote the letter, their full name, title, organization, and company’s seal. If the company name and address are not included in the title, it should be on the signature line. Letters of introduction are valuable documents, so the company’s administrative officer should write them.

Examples of an Experience Letter

If you need to write a formal document, reading a ready-made sample experience letter does not hurt. We have put together a couple of examples: an experience letter from the employer asking the employee to write an experience reference for him and a letter from the employee to the employer asking the employer to write an experience reference for him.

Example 1: From Employer to Employee

Potential employers most often receive employee experience letters in the format shown below. We have compiled a sample view of what an experience letter should look like to describe the employee’s achievements.

Date of the letter: March 05, 2023.

To be submitted at the place of claim:

This letter confirms that we have employed Nate Clark as an IT specialist in our company 2NS – Second Nature Security Oy, from November 30, 2016, to September 15, 2022.

During his time with 2NS – Second Nature Security Oy, Clarke has excelled in all tasks assigned to him, remaining dedicated and working towards results. His responsibilities include installing computer hardware and software in the office and conducting periodic quality assurance testing of IT systems and technology to ensure they are fully compliant with established standards and requirements. In addition, Clark was responsible for ensuring reliable data storage, assisting with network administration tasks, and troubleshooting software and IT system quality issues for others in the company.

I can confirm that Nate Clark has all the necessary skills to succeed in his work assignments – analytical and problem-solving skills required to diagnose, solve and maintain IT systems and operate computer hardware. In addition, he also has well-developed written and verbal communication skills, making team connections easily. He works for results and is eager to learn new things, always continuing to develop as a specialist at 2NS – Second Nature Security Oy.

Mr. Nate Clarke’s decision to leave our company is entirely his own, and we wish him continued career development.

If you would like more information about him, don’t hesitate to contact us at the contact details provided.


Anna Mayer (signature)

Anna Mayer (typed)

Director of IT

2NS – Second Nature Security Oy, Keilaranta 1, Espoo, Finland

Example 2: From Employee to Employer

When submitting your relieving letter, asking your current employer for an experience certificate is also a good idea. The letter you submit should also be in a certain format. Here is an example of a request for an experience letter:

Personnel manager

2NS – Second Nature Security Oy

Keilaranta 1, Espoo, Finland

Espoo – 02150

Subject: Request for an experience certificate

Dear Mr. Archer,

I worked as a digital marketing expert at 2NS – Second Nature Security Oy from March 2018 to March 2023. Working in this position has been a great experience that has contributed significantly to my professional development. Now that I have submitted my resignation and am about to join the new team on June 20, it would be helpful if you could help with my future endeavors and draft an experience letter.

I would appreciate it. I hope you have some time to write a letter.

Thank you in advance.

Yours sincerely,

Ethan Jones.

C5486 (employee id).


Many potential employers look favorably upon applicants giving details of their past experience, confirmed by a past boss. It is imperative that the formal letter is well-written and can be taken seriously. This document perfectly demonstrates the employee’s reputation, which position he worked in, how long he worked, and what skills he has. The Experience certificate is an important document that will help you in the future to apply for a new position. Our detailed material above will help you with writing it.

Date: 24 May 2023
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