Unlike the employee joining or reliving letter, an experience letter is also valuable for ex-employees. It validates the employees’ performance and broadens their future scope with different brands and high-end industries. Now, what is an experience letter, and why should any employee receive one?
An experience letter is a formal proof that helps employees prove their excellence and expertise in a particular domain. It also ensures an employee’s tenure and responsibilities.
If you are an HR professional who wants to know how to write an experience letter precisely, this article is perfect for you. Along with mentioning the multiple benefits of providing an experience letter, we have provided a detailed explanation of how to write one and added some experience letter formats for various domains and positions.
What is Experience Letter?
Experience letter is a formal letter an employer provides to an employee at the end of their employment. It is considered proof of the employee’s tenure and a testament to their performance at the company.
It mainly contains basic details of employees’ working tenure, such as the duration of their term, performance details, and skills and expertise. Yet, employers need not specify the reason behind the employees’ leaving.
Also, it is essential to recognize that offering an experience letter is not mandatory, unlike the joining, resignation, or relieving letter. Employers can treat it as a token of appreciation for the employees’ future opportunities.
Experience Letter Format in Word
An experience letter includes employee details, their work details, and their entire working tenure. In short, a complete work scope is noted down there. If you need a quick, ready-made experience letter to customize, download it in PDF, click here. , such as the clearly explained
Download Different Experience Letter Formats
We have a basic experience letter format ready for your reference here; feel free to download in Word and PDF:
Download Experience Letter Format in Word
Download Experience Letter Format in PDF
Top 8 Experience Letter Format Templates
Here are the top 8 experience letter sample format templates, where you can have a detailed overview of different types of experience letters in various domains.
1. Experience Letter for IT and Hardware Specialist
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To (Whom It May Concern)
This is to certify that [Employee Name] was employed with [Company Name] as an IT Specialist from [Start Date] to [End Date]. During this period, they excelled in managing IT infrastructure, troubleshooting technical issues, and ensuring seamless system operations. They were instrumental in implementing innovative solutions and maintaining data security protocols. Their technical expertise, problem-solving skills, and commitment to excellence significantly contributed to the organization’s success.
We wish them the very best in their future endeavours.
Sincerely,
[Your Name]
[Designation]
[Company Name]
2. Experience Letter for the Developers and Coder
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Employee Name] was employed with [Company Name] as a [Developer/Coder] from [Start Date] to [End Date]. During this time, they played a key role in designing, developing, and maintaining software applications. They demonstrated proficiency in programming languages such as [list languages, e.g., Python, Java, C++] and frameworks like [e.g., Angular, React, Django].
[Employee Name] was responsible for coding, debugging, and optimizing applications, ensuring performance, scalability, and security. They collaborated closely with cross-functional teams to deliver high-quality software solutions and adhered to Agile methodologies for efficient project delivery. They were also skilled in database management using [e.g., MySQL, MongoDB] and version control systems like [e.g., Git].
Their problem-solving abilities, attention to detail, and commitment to excellence made them a valued team member. We wish them success in their future endeavours.
Sincerely,
[Your Name]
[Designation]
[Company Name]
3. Experience Letter for the Teachers and Professors
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Employee Name] was employed as a [Professor/Teacher] at [Institution Name] from [Start Date] to [End Date]. During their tenure, they taught [subjects/courses] to [specific grades or levels] and significantly built academic excellence and holistic development among students.
[Employee Name] prepared and delivered engaging lessons, designed curriculum plans, and evaluated student performance through assessments and assignments. Her style of teaching and persistence while taking classes are brilliant. Besides, her knowledge and specific teaching methods or use of different teaching tools, e.g., project-based learning systems and technology, ensure an inclusive and interactive learning environment.
Additionally, they mentored students, organized extracurricular activities, and contributed to institutional development initiatives. Their dedication to education, ability to inspire students, and collaborative approach with colleagues were exemplary.
We wish them success in their future endeavours.
Sincerely,
[Your Name]
[Designation]
[Institution Name]
4. Experience Letter Sales-Professionals
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Employee Name] was employed as a Sales and Business Development Manager at [Company Name] from [Start Date] to [End Date]. During their tenure, they were pivotal in driving business growth and meeting organizational goals through their exceptional sales and strategic planning skills. Here are the highlighted responsibilities as follows,
- Successfully identified and onboarded over 100 clients per quarter while maintaining strong relationships with existing customers.
- Conducted in-depth market analysis to identify emerging trends, competitors, and opportunities for business expansion.
- Developed and implemented sales plans that achieved and surpassed quarterly and annual revenue targets.
- Worked closely with marketing, product, and customer service teams to create customized client solutions.
- Efficiently utilized tools like [CRM tools, e.g., Salesforce] to track sales metrics, analyze pipelines, and optimize sales cycles.
- Led contract negotiations with prospective clients to close high-value deals and ensure mutually beneficial outcomes.
Her dedication to excellence, strong interpersonal skills, and consistently delivering results were commendable. We wish them success in their future endeavours.
Sincerely,
[Your Name]
[Designation]
[Company Name]
5. Experience Certificate format for Marketing Professionals
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Employee Name] was employed as a Marketing Professional at [Company Name] from [Start Date] to [End Date]. During their tenure, they displayed exceptional creativity, strategic thinking, and a results-driven approach to managing the organization’s marketing efforts. Here are the following responsibilities he performed,
- Designed, executed, and monitored marketing campaigns across digital and traditional channels, ensuring alignment with company objectives.
- Played a key role in enhancing brand identity and visibility through innovative strategies and consistent messaging.
- Supervised the creation of engaging content for social media, websites, email marketing, and advertising materials.
- Conducted in-depth research to identify customer preferences, market trends, and competitors, translating insights into actionable strategies.
- Measured campaign effectiveness using tools like [e.g., Google Analytics, HubSpot] and optimized strategies to maximize ROI.
- Worked closely with sales, design, and product teams to ensure cohesive and impactful marketing initiatives.
He also demonstrated excellent communication skills, a proactive attitude, and the ability to deliver measurable results under tight deadlines. Their contributions significantly boosted the company’s market presence and customer engagement.
We wish them all the best in their future endeavours.
Sincerely,
[Your Name]
[Designation]
[Company Name]
6. Experience Letter for Designers or Graphic experts
Experience Letter
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Employee Name] was employed as a Creative and Design Specialist at [Company Name] from [Start Date] to [End Date]. During their tenure, they consistently demonstrated exceptional creativity and design expertise.
[Employee Name] was responsible for developing innovative visual concepts, creating branding materials, and ensuring design consistency across all platforms. They skillfully used tools like [e.g., Adobe Creative Suite, Figma] to produce high-quality designs aligned with the company’s goals and target audience.
Their ability to translate ideas into impactful visual content, meet tight deadlines, and maintain quality standards was commendable. We wish them continued success in their creative journey.
Sincerely,
[Your Name]
[Designation]
[Company Name]
7. Experience Letter for Gig Workers or Consultants
Experience Letter
Company Name
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Consultant/Gig Worker Name] collaborated with [Company Name] as a [Role, e.g., Freelance Consultant, Content Specialist, etc.] on a project basis from [Start Date] to [End Date]. During this engagement, they contributed significantly to the successful execution of key initiatives with their expertise and dedication.
As a [reg no] or [Name] was responsible for [specific tasks or contributions, e.g., developing strategic marketing plans, delivering high-quality content, managing data analytics], meeting deadlines with precision, and ensuring results aligned with our organizational goals. Their ability to adapt quickly, work independently, and deliver innovative solutions was exemplary.
The quality of their work, collaborative approach, and professionalism added substantial value to our projects. We sincerely appreciate their contributions and recommend them for any future endeavours.
Sincerely,
[Your Name]
[Designation]
[Company Name]
8. Experience letter for Interns
Experience Letter
Company Name
[Company Address]
[City, State, ZIP Code]
[Date]
To Whom It May Concern,
This is to certify that [Intern’s Name] completed their internship with [Company Name] from [Start Date] to [End Date] as a [Role, e.g., Marketing Intern, Software Intern]. During their tenure, they actively contributed to [specific tasks/projects, e.g., market research, software development, content creation] and demonstrated enthusiasm, learning ability, and a strong work ethic.
Their ability to adapt quickly and deliver quality work under supervision was commendable. We appreciate their dedication and recommend them for any future opportunities.
Sincerely,
[Your Name]
[Designation]
[Company Name]
Generate Professional Experience Letters with Pocket HRMS
An experience letter is proof of an employee’s skills, tenure, and contribution to your organisation. While it holds immense value for the departing employee, it also reflects your company’s professionalism and company culture.
However, despite using HRMS software, many HRs still create experience letters manually, leading to repetitive work, formatting inconsistencies, and delays in delivery. Instead, we strongly suggest using Pocket HRMS!
Why Managing Experience Letters Manually Can Be Inefficient?
Manually drafting and managing experience letters requires you to:
- Copy and paste from old templates, risking outdated or incorrect details.
- Waste time retrieving employment history and achievements.
- Maintain multiple formats, which can result in inconsistencies.
- Store signed copies in scattered locations, making it harder to retrieve.
These challenges delay the generation and sharing of these letters, which affects the departing employee’s perception of your organization.
How Pocket HRMS Simplifies Experience Letter Generation
With Pocket HRMS, creating and delivering experience letters becomes a fully automated process. It helps with:
- Automated generation of HR letters from preloaded, professional templates using Generative AI.
- Automatic data entries with tenure, designation, performance details, etc., from the database.
- Adding custom scenarios, such as role-specific achievements or special recognitions.
- Delivering via email and the ESS portal, ensuring a better employee experience.
How to Write an Experience Letter: Key Elements to Include
What is included in the letter, and what is not already discussed in the previous section? In this section, we will discuss the key elements that must be included in the email content so that employers can maintain their company authenticity and branding in the future and, conversely, employees feel valued and identified when leaving.
- Draft with a Professional Tone
- Describe Employee’s Work Ethics
- End with a Positive Note
1. Draft with a Professional Tone
Employers should draft the experience letter professionally. Sometimes, in case of forced resignation, management drafts it a bit personally; on the other hand, frequently, in case of favouritism, it is crafted emotionally.
Hence, following a professional tone throughout the content is essential, positively maintaining company authenticity and branding.
2. Describe Employee’s Work Ethics
While drafting the experience letter, employers should adequately explain the employee’s work ethic and tenure so that the employee does not have to face any work-related issues in the future company yet can also maintain an identity of good ethics from their previous workplace.
Employers can include the work ethic, skills, job role, core strengths, knowledge, and performance in the letter. Let’s take an example,
Shakshi’s responsibilities included crafting a monthly calendar, writing blogs and social media content, handling SEO and maintenance, and coordinating team members and higher authorities for the smooth execution of campaigns and meeting deadlines.
3. End with a Positive Note
A work experience letter should include a positive statement at the end of the note. You can add warm wishes and wish them luck in the future. A positive note like a thank you statement helps the employees feel valued and identified while departing from the workplace.
FAQs on Experience Letter Format
1. Is an Experience Letter different from a Recommendation Letter?
An experience letter confirms an individual’s past work history and related expertise, while a recommendation letter advocates for the individual’s potential for future jobs.
2. Does the Experience Letter include salary?
No, an experience letter doesn’t include salary.
3. How to apply for an Experience Certificate?
To receive the experience certificate, one individual should contact the previous employer’s HR department and request to send the certificates. Or you can mail by asking for the experience letter. The points should be included in an offer letter,
- Your full name
- Your job title(s)
- The dates you were employed
- Your achievements or awards
- Your employee ID number
- The reason you need the certificate
- Your updated contact details
4. What should be included in the Experience Letter?
An experience letter should include an employee’s full name, job title, dates of employment, company letterhead, date of issuance, recipient’s name and details, employment details, employee roles, employee performance details, reason for leaving (optional), employer’s comments, future endorsement (Optional), signature and designation, official signature.
5. Why is an Experience Letter important?
An experience letter is important as it is considered proof of employment. It is helpful for the career progression of future job applications. The letter highlights the employee’s responsibilities and achievements and authenticates professional claims about their future progress. It also serves as formal evidence for background checks and acknowledges contributions to the previous organization.
6. Is an experience letter the same as a reference letter?
An experience letter and a reference letter are not the same. An experience letter tells about the employee’s history. In contrast, a reference letter provides a personal or professional overview of the individual’s skills, character, and suitability for a specific job or opportunity.
7. Do I need an experience letter for every job I leave?
Yes, if you want to build your career strategically by attending without glitches, it is highly recommended that you request an experience letter from the company, regardless of your position. As it is considered valuable proof of your work history, you should aim to collect it from most, if not all, of your previous employers.
