Experience Letter
Create experience letters on your letterhead in seconds. Free PDF download.
In short
An experience letter is a document an employer issues on its letterhead confirming that a person worked with the company, stating the designation, period of employment and usually the conduct during service. VyaparKit's Experience Letter tool fills the letter from the saved employee record, prints it on your letterhead with logo and signature, and downloads it as a PDF. Free accounts get 3 HR documents a month.
Create a Experience Letter in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 3 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the experience letter tool
When an employee leaves, the next employer, a university admissions office or a visa consulate will ask for proof of the previous job. An experience letter, sometimes called a service certificate, is that proof. It is written by the employer on letterhead, names the employee and designation, gives the dates of joining and leaving, and often adds a line about conduct and the reason for leaving. In India it is typically issued along with the full and final settlement and is separate from the relieving letter that confirms the last working day.
Small businesses tend to write these from memory in Word, which is how the joining date ends up wrong, the letterhead is a stretched JPEG, and the letter is signed by someone who is not an authorised signatory. Each such slip means an awkward phone call from a background verification agency months later. VyaparKit takes the employee's name, designation, joining date and last working day from the saved record, offers a clean letter body you can edit, and prints the letter with your logo, registered address, signature and a serial number that the verifier can quote back to you.
The letter sits in Documents alongside the employee's salary slips and offer letter, so an HR file for each person builds itself. If you also need a relieving line or a final settlement statement, add them in the body; the Business Letter tool covers any other correspondence on the same letterhead.
How to make an experience letter in VyaparKit
- 1
Select the employee
Open Experience Letter and choose the employee from your saved list, or click Add employee for someone who left before you started using VyaparKit. Name, designation and joining date fill in.
- 2
Enter the last working day
Set the date of leaving and, if you want, the last designation held and the department. The tenure is written out in the letter.
- 3
Edit the letter body
The default text confirms employment, tenure and conduct. Add duties handled, projects, or a line wishing the employee well; remove anything you do not want to certify.
- 4
Set the date and signatory
Pick the issue date and the name and title of the person signing. The signature image from your business profile is placed above it.
- 5
Create and download
Click Create, then Download PDF. The letter carries your letterhead and a serial number like EXP/26-27/0004 that a verifier can reference.
What an experience letter should contain
- Company letterhead with name, address, phone and email, plus CIN for a company and GSTIN if you print it on stationery.
- Issue date and a serial or reference number for background verification.
- Employee's full name as on records, employee code and, where useful, the last four digits of PAN or the UAN.
- Designation at joining and at leaving, and the department or location.
- Date of joining and last working day, and the total tenure in years and months.
- A statement on conduct and performance, kept factual; a line on the reason for leaving (resignation, contract end) if you wish.
- Confirmation that dues are settled, if the full and final has been paid.
- Name, designation and signature of an authorised person, with the company seal if you use one.
Who uses the experience letter
Garment export house in Tiruppur
Supervisors move between units often; the HR assistant issues letters from the saved records in minutes so that nobody is held up at the new employer's verification.
IT services firm in Kochi
A developer leaving for a role abroad needs a letter with exact dates and designation for the visa file; the tool prints it with CIN and a reference number.
Retail chain in Jaipur
Store staff who worked two years ask for a certificate for a bank job application; the owner issues it on letterhead the same afternoon.
CA firm
Article assistants and paid staff completing their term receive a formal experience letter that also notes the areas of work handled, which their next employer specifically asks about.
Experience Letter: frequently asked questions
- What should an experience letter contain?
- At minimum: the company's letterhead, the issue date, the employee's full name, the designation held, the dates of joining and leaving, and the signature of an authorised person. Most letters also state the department, a sentence on conduct, and whether the employee left on resignation or contract completion. Keep everything factual and consistent with the offer letter and salary records, because verification agencies compare them.
- Is an experience letter the same as a relieving letter?
- No. A relieving letter confirms that the employee has been relieved from duties on a specific date and has no pending obligations; it is usually short and issued on the last day. An experience letter certifies the period and nature of employment and is often issued after the final settlement. Many small businesses combine both in one letter, which is acceptable if it states the last working day clearly.
- Can a small shop or proprietorship issue an experience letter?
- Yes. Any employer, including a sole proprietor with two staff, can certify that a person worked for them. Use a letterhead with the trade name, address and phone number, sign it as proprietor and mention the shop registration or GSTIN if you have one so the letter can be verified. VyaparKit prints these details from your business profile automatically.
- Who should sign an experience letter?
- Someone authorised to bind the company on HR matters: the proprietor or a partner, a director, or the HR head or reporting manager where the company has delegated that authority. Put the signatory's name and designation below the signature. Letters signed by a colleague or a junior staff member are often rejected by background verification agencies.
- Can an experience letter mention performance or conduct?
- It can, and most Indian employers include a line such as 'conduct and performance were found satisfactory'. Keep it truthful; if you cannot say that, it is better to omit the sentence than to write something negative, because a negative certificate can be disputed. The letter is not a reference; detailed feedback belongs in a separate reference call or letter if the employee asks for one.
- Do I need to mention salary in an experience letter?
- Not usually. Salary belongs in the offer letter, salary slips and Form 16. Some employees request the last drawn salary in the letter for a visa or loan; if you include it, state the monthly gross or CTC clearly and make sure it matches the last salary slip. Otherwise leave it out and issue a separate salary certificate on request.