Free template · Word and PDF · updated 30 Sep 2026

Experience letter format that states the facts, and nothing else.

An experience certificate on letterhead, filled in here for Sanjay Mishra, who left Paiteq on Fri 25 Sep 2026, and blank below it. Download it in Word, print it or save it as PDF, or copy the text onto your letterhead.

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Paiteq Technologies

Bengaluru, Karnataka

Ref: PTQ/EXP/2026/012
Date: Fri 25 Sep 2026

To whom it may concern

Subject: Experience certificate

This is to certify that Sanjay Mishra worked with Paiteq Technologies as set out below.

Employment record

Name: Sanjay Mishra; Core factbecause the next employer matches it to PAN and to their offer. Use the name as on PAN.
Employee code: PTQ-0087; Good practicebecause it lets anyone verifying the letter find the right record quickly.
Designation: Accounts Executive, Finance; Core factbecause it is what the next employer checks. List earlier designations with their dates if the person was promoted.
Date of joining: 6 Mar 2023; Core factbecause the two dates are the facts the letter exists to certify.
Last working day: Fri 25 Sep 2026; Core factbecause it is the last day worked, not the date the resignation was sent, and it should match the date of exit you mark on the EPFO portal.
Length of service: 3 years 6 months; Good practicebecause it saves the reader the arithmetic, and must agree with the two dates above.
Main responsibilities: Kept the month-end ledgers for the Finance team, and handed them over in full before he left.; Optionalbecause one or two factual lines help, and opinions belong in a reference, not a certificate.

We wish Sanjay well in the years ahead.

For [Company name],

Meenal JoshiFounder, for Paiteq Technologies

Paiteq Technologies

[Registered address] · [Phone or email]

Ref: [Reference number]
Date: [Date of issue]

To whom it may concern

Subject: Experience certificate

This is to certify that [Full name] worked with [Company name] as set out below.

Employment record

Name: [Full name as on PAN]; Core factbecause the next employer matches it to PAN and to their offer. Use the name as on PAN.
Employee code: [Employee code]; Good practicebecause it lets anyone verifying the letter find the right record quickly.
Designation: [Last designation], [Department]
[Earlier designations and their dates, if any]; Core factbecause it is what the next employer checks. List earlier designations with their dates if the person was promoted.
Date of joining: [Date]; Core factbecause the two dates are the facts the letter exists to certify.
Last working day: [Date]; Core factbecause it is the last day worked, not the date the resignation was sent, and it should match the date of exit you mark on the EPFO portal.
Length of service: [Years and months]; Good practicebecause it saves the reader the arithmetic, and must agree with the two dates above.
Main responsibilities: [One or two factual lines]; Optionalbecause one or two factual lines help, and opinions belong in a reference, not a certificate.

We wish [First name] well in the years ahead.

For [Company name],

[Name of the signatory][Designation], for [Company name]

Design preview · sample data · Paiteq Technologies. Margin notes never print.

Common practice; no Labour Code requires an experience letter of a small employer · reviewed 30 Sep 2026

No. 01

Field by field

because the next employer reads it to check dates, not to hear an opinion.

What to write in each field.

An experience letter certifies facts. Every field should be something the employee and the company both agree on.

01Name: Core fact

because the next employer matches it to PAN and to their offer. Use the name as on PAN.

02Designation: Core fact

because it is what the next employer checks. List earlier designations with their dates if the person was promoted.

03Date of joining: Core fact

because the two dates are the facts the letter exists to certify.

04Last working day: Core fact

because it is the last day worked, not the date the resignation was sent, and it should match the date of exit you mark on the EPFO portal.

05Employee code: Good practice

because it lets anyone verifying the letter find the right record quickly.

06Length of service: Good practice

because it saves the reader the arithmetic, and must agree with the two dates above.

07Main responsibilities: Optional

because one or two factual lines help, and opinions belong in a reference, not a certificate.

No. 02

The rule

because it is practice, not law, and practice still has a right way to do it.

Is an experience letter mandatory in India?

No Labour Code requires an experience letter of a small employer. Standing orders in establishments with 300 or more workers call for a service certificate. Most employers issue one anyway, because the next employer and background checks ask for it. Issue it on the last working day, whatever is still open on the exit checklist.

Small employer: not required by a Code

because none of the four Labour Codes asks a small employer for an experience letter.

300 or more workers: service certificate

because standing orders in establishments with 300 or more workers call for a service certificate.

When to issue it: on the last day

because it waits only for the last day to be reached. Sanjay's ID card was still out on his last day (returned Mon 28 Sep); his letter went out that day.

What it certifies: role and dates

because a certificate states facts; a reference, if you give one, is a separate letter.

No. 03

Common mistakes

because the letter is read by someone who can't ask you what you meant.

Five ways an experience letter causes trouble.

Each one shows up when the next employer checks it.

01Holding it until clearances are done

because a missing ID card or laptop is a recovery to handle separately, not a reason to stop someone joining their next job.

02Dates that don't match payroll

because the next employer may check them against PF records; use the dates on the person's record.

03Opinions in a certificate

because a certificate states facts. Praise or criticism belongs in a reference, if you give one at all.

04The resignation date as the last day

because the last working day is the day the notice ended, not the day it began.

05No signature, reference or date

because an unsigned, undated letter can't be checked, and so isn't trusted.

No. 04

Questions

because this is the letter people come back for years later.

Questions about experience letters

What should an experience letter include?

The employee's name, the designations held, the department, the date of joining, the last working day and the length of service, on letterhead, signed and dated. One or two factual lines on responsibilities are common. Keep opinions out; if you want to recommend someone, a separate reference does that better.

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

An experience letter certifies how long someone worked with you and in which role, and is addressed to whoever reads it. A relieving letter is addressed to the employee and confirms that you accepted the resignation and released them on a date. Most employers issue both on the last day.

When should an experience letter be issued?

On the last working day, with the relieving letter. Tie it to the last day being reached, not to clearances: an ID card still out is a recovery to handle separately, not a reason to hold a letter the person needs for their next job.

Is there an experience letter format in Word?

Yes. Download the blank experience letter as a Word (.docx) file, with no email and no sign-up, and put it on your letterhead. You can also copy the text from this page, or print the page to PDF. The filled sample shows the letter completed for one employee.

Who should sign an experience letter?

Someone with authority to speak for the company, usually the HR head, the founder or a director, with their name and designation. Use the company letterhead, a reference number and the date of issue, so the next employer can check the letter with you if they need to.

Should an experience letter say why the person left?

It usually doesn't, and it doesn't need to. Keep the letter to facts both sides agree on: the role, the dates and the length of service. If anything about the exit is disputed, leave it out of the letter and deal with it separately.

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In LekhaHR the experience letter is issued with the relieving letter once the last day is reached, from the dates on the person's record, and never tied to clearances.

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because a letter issued from the record never disagrees with it.