Short answer: An experience letter is a signed letter on company letterhead confirming your name, employee ID, designation, department, date of joining, last working day and, ideally, a short summary of your responsibilities. Request it from HR in writing before your last working day and check every detail when you receive it.
Your experience letter outlives your job. It shows up in background checks for your next role, visa applications, higher-studies admissions and sometimes even loan applications. Yet most people only think about it when a new employer’s onboarding portal demands it.
This guide is for employees: what your experience letter should say, how to ask for it, and what to do when it is late, wrong or impossible to get.
Experience letter vs relieving letter
An experience letter confirms what you did and for how long. A relieving letter confirms that you left properly and were released from duties. Some companies combine both. Our relieving letter guide explains the second one in detail.
Experience letter format: field checklist
| Field | Why it matters |
|---|---|
| Company letterhead with address | Proves the letter is official |
| Date of issue | Shows when it was issued |
| Full name as per ID | Background checks match it to your PAN/Aadhaar |
| Employee ID | Lets verifiers look you up in company records |
| Designation (final, and earlier ones if promoted) | Shows growth and must match your resume |
| Department | Adds context for your role |
| Date of joining and last working day | Your total tenure, the core purpose of the letter |
| Key responsibilities (2–4 lines) | Useful for visas, higher studies and career changes |
| Conduct statement (optional) | Some letters note good conduct or performance |
| Authorised signature, name, designation | Without it, the letter may be rejected |
| HR contact for verification (optional) | Speeds up background checks |
Sample experience letter
Illustrative. Compare against what you receive; wording varies.
[Company Letterhead]
Date: 15 December 2026
TO WHOMSOEVER IT MAY CONCERN
This is to certify that Mr. Karthik Subramanian (Employee ID: TS2207) worked with [Company Name] from 4 July 2022 to 12 December 2026.
He joined as Software Engineer and was promoted to Senior Software Engineer in April 2025, in the Platform Engineering department. His responsibilities included designing backend APIs, maintaining CI/CD pipelines and mentoring two junior engineers.
During his tenure, his conduct was good. We wish him success in his future endeavours.
For [Company Name],
[Signature]
[Name], Head — Human Resources
hr@company.com
How to request your experience letter
From your current employer (while serving notice)
Subject: Request for experience letter — Karthik Subramanian, TS2207
Dear HR Team,
My last working day is 12 December 2026. Could you please issue my experience letter along with my relieving letter? If possible, please include my promotion to Senior Software Engineer (April 2025) and a short line on my responsibilities, as my new employer and a future visa application may need them.
Thank you,
Karthik
From a past employer (years later)
Subject: Request for experience letter — former employee, 2019–2021
Dear HR Team,
I worked with [Company] as an Operations Executive from March 2019 to August 2021 (Employee ID: OP1182). I need an experience letter for a background verification. Could you please let me know the process? I can share my offer letter and final payslip for reference.
Regards,
Shreya Patil
When the letter is missing or wrong
| Problem | What to do |
|---|---|
| Wrong dates or designation | Reply to HR with the correct details and proof (appointment letter, promotion letter) and ask for a corrected copy |
| HR not responding | Follow up in writing, then escalate to the HR head or your former manager |
| Company has shut down | Use payslips, offer and appointment letters, Form 16, bank salary credits and your EPF service history |
| Letter has no responsibilities | Ask politely for a version with 2–4 lines on your role, especially for visas |
Keep your resume consistent
Background verification teams compare your resume, your experience letter and your EPF records. Make sure your job titles and dates match. If you were promoted, show both titles on your resume, as in our resume format for experienced professionals.
Match your resume to your records
Update titles, promotions and dates in BrainUp’s free Resume Builder and download a clean PDF.
Open the Resume BuilderLeaving your current job? Start with a clear resignation letter.
Key takeaways
- An experience letter confirms tenure, designation and role, signed on letterhead.
- Request it in writing before your last day; ask for responsibilities if you may need it for visas.
- Check every detail and ask for corrections early.
- If the company is closed, use payslips, Form 16 and EPF history as proof.
Frequently asked questions
What is an experience letter?
An experience letter is issued by an employer to confirm that you worked there, for how long, and in what role. Some also describe your responsibilities and conduct.
Is an experience certificate the same as an experience letter?
Yes. Different companies use different names, but both confirm your employment, tenure and role.
Can I get an experience letter for an internship?
Yes. Ask for an internship certificate or experience letter that states the dates, role and work done. Request it before your internship ends.
What if my previous company has shut down?
Use other proof: offer and appointment letters, payslips, bank statements showing salary credits, Form 16, and EPF service history from the EPFO portal. Former managers can also act as references.
Can I write my own experience letter?
You can draft it to save HR time, but it must be issued and signed by the company on its letterhead. A self-issued letter is not valid.