This was one place you had been working for three years. But the current employer needs evidence, and the HR at the opposite end is asking for guidance regarding what they need to mention. Both of them are unsure. Neither party wants to omit anything, and neither party wants to include more than necessary.
There are 15 experience certificate samples that you can use here, for employees, interns, contractors and part timers. You will find out the elements of the certificate, when you need to mention salary, what HR should not mention, and the legal considerations involved. The document is meant for HR managers, business owners and employees in India. Make sure you replace the [brackets] with facts.
A certificate of experience proves that a person worked for your organization. It includes his/her name, designation, department, starting and ending dates of employment, and sometimes a line about his/her work. It is typed on letterhead paper and signed by an authorized official. This certificate need not compliment anyone, and it must not include anything extra.
A good certificate has these parts:
Is it legally required? Not for every employer. One legal guide notes that India has no single statute ordering every private employer to hand each departing employee an experience certificate by name. But the Model Standing Orders in Schedule I of the Industrial Employment (Standing Orders) Central Rules, 1946 entitle a permanent workman to a service certificate on dismissal, discharge or retirement, in clause 16. Under the Industrial Relations Code, 2020, the standing orders chapter applies to industrial establishments with 300 or more workers. The rules that cover you depend on your establishment, so check the Ministry of Labour and Employment and your state rules, or ask a labour law professional. Many employers issue the certificate anyway, because new employers, banks and visa offices ask for it.
Experience letters have seven components in the traditional format which include letter head, date, an appropriate title, a ‘to whom it may concern’ line, the details of employment, a polite closure line and a signature. This should be no more than one page. Please follow the template given below and fill in the blanks.
Sample 1: standard experience certificate
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[Company letterhead] Date: [Date] EXPERIENCE CERTIFICATE To whom it may concern, This is to certify that [Mr./Ms. Full name], Employee ID [ID], worked with [Company name] as [Designation] in the [Department] department from [Date of joining] to [Last working day]. During this period, [he/she/they] was responsible for [one-line summary of work]. [He/She/They] left the company on [his/her/their] own request. We wish [him/her/them] success in future endeavours. For [Company name] [Name of signatory] [Designation], Human Resources [Company seal] Include the “own request” line only if it’s true. If it isn’t, remove it. |
Sample 2: short version
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[Company letterhead] This is to certify that [Full name] worked with [Company name] as [Designation] from [Date of joining] to [Last working day]. We wish [him/her/them] all the best. [Name], [Designation], [Company seal] Date: [Date] |
Your relieving letter is a separate document. See our guide on the relieving letter format, and if you’re the one leaving, our resignation letter format guide.
The same template will be used for interns, contractors, and part-timers except that one needs to indicate the nature of involvement and the time frame or number of hours involved. It is important not to refer to the intern as an employee, nor the contractor as a permanent employee.
Sample 3: intern
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[Company letterhead] INTERNSHIP EXPERIENCE CERTIFICATE This is to certify that [Full name] completed an internship with [Company name] in the [Department] department as [Role, e.g. Marketing Intern] from [Start date] to [End date]. During the internship, [he/she/they] worked on [one-line summary of projects or tasks]. We wish [him/her/them] success in [his/her/their] studies and career. [Name], [Designation], [Company seal] Date: [Date] |
Sample 4: contract employee
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[Company letterhead] EXPERIENCE CERTIFICATE This is to certify that [Full name] worked with [Company name] as [Designation] on a contract basis from [Start date] to [End date], in the [Department] department. [He/She/They] was responsible for [one-line summary of work]. The contract ended on [date] on completion of its term. [Name], [Designation], [Company seal] Date: [Date] |
Sample 5: part-time employee
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[Company letterhead] EXPERIENCE CERTIFICATE This is to certify that [Full name] worked with [Company name] as a part-time [Designation] from [Start date] to [End date], for approximately [number] hours per week. [He/She/They] was responsible for [one-line summary of work]. [Name], [Designation], [Company seal] Date: [Date] |
Sample 6: consultant or freelancer
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[Company letterhead] CERTIFICATE OF ENGAGEMENT This is to certify that [Full name] provided [type of services] to [Company name] as an independent consultant from [Start date] to [End date], on the project [Project name]. [Name], [Designation], [Company seal] Date: [Date] |
Calling a consultant an “employee” can cause confusion, so use “engagement” wording as in Sample 6.
Only add salaries or any specific designation only when requested by the employee and permitted by company policy. As salary falls under the category of personal information, most organizations prefer not to mention it in the reference letter. If mentioned, it should be clearly stated as the last drawn amount on a specific date.
Sample 7: with salary
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[Company letterhead] EXPERIENCE CERTIFICATE This is to certify that [Full name], Employee ID [ID], worked with [Company name] as [Designation] from [Date of joining] to [Last working day]. At the time of leaving, [his/her/their] last drawn monthly gross salary was Rs [amount]. This certificate is issued at the employee's request. [Name], [Designation], [Company seal] Date: [Date] |
Sample 8: with promotions and designation history
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[Company letterhead] EXPERIENCE CERTIFICATE This is to certify that [Full name], Employee ID [ID], worked with [Company name] from [Date of joining] to [Last working day]. [He/She/They] held the following positions: - [Designation 1], from [Date] to [Date] - [Designation 2], from [Date] to [Date] [Name], [Designation], [Company seal] Date: [Date] |
Sample 9: with responsibilities
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[Company letterhead] EXPERIENCE CERTIFICATE This is to certify that [Full name] worked with [Company name] as [Designation] from [Date of joining] to [Last working day]. Key responsibilities included: - [Responsibility 1] - [Responsibility 2] - [Responsibility 3] [Name], [Designation], [Company seal] Date: [Date] |
Stay away from unprovable opinions, derogatory comments, information regarding disciplinary action, grandiose job titles, and any private information. Stick to dates, designations, and responsibilities. A certificate containing only factual information is difficult to refute and misuse. In case the exit was not a smooth one, use the following neutral template.
Leave these out:
Writing a wrong or damaging statement can create legal trouble. If you’re unsure, issue the neutral version and ask a labour law professional.
Sample 10: neutral certificate, dates and designation only
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[Company letterhead] SERVICE CERTIFICATE This is to certify that [Full name], Employee ID [ID], was employed with [Company name] as [Designation] from [Date of joining] to [Last working day]. This certificate is issued on request. [Name], [Designation], [Company seal] Date: [Date] |
The typical mistakes are date error, lack of signature, incorrect title, and issuing of the letter without verifying the exit file. These can easily be avoided in a minute's time. Just go through this checklist before signing.
Download samples
No software to install is required. Each template listed above comes in its own frame, which means that all you have to do is click on it and copy the template. Paste it in MS Word or Google Docs, make any necessary replacements of [brackets], check the information with HR data, place your letterhead and sign. Five additional short templates appear below.
How to turn a sample into a file
Sample 11: experience certificate cum relieving letter
This is to certify that [Full name], Employee ID [ID], worked with [Company name] as [Designation] from [Date of joining] to [Last working day]. [He/She/They] has been relieved from duties with effect from [Date], and nothing is due from [him/her/them] to the company with respect to clearance.
Sample 12: employment verification for a current employee (visa or loan)
This is to certify that [Full name], Employee ID [ID], has been employed with [Company name] as [Designation] since [Date of joining]. This letter is issued at the employee's request for [purpose] and carries no liability for the company.
Sample 13: service certificate for a workman
This is to certify that [Full name], Token/ID [ID], was employed in [Company name] as [Nature of work] from [Date of joining] to [Date of leaving]. Issued under the standing orders applicable to the establishment.
Sample 14: short tenure
This is to certify that [Full name] worked with [Company name] as [Designation] from [Date of joining] to [Last working day], a period of [number] months.
Sample 15: reissued or duplicate certificate
DUPLICATE. This is a duplicate of the experience certificate originally issued on [Original date]. [Full name], Employee ID [ID], worked with [Company name] as [Designation] from [Date of joining] to [Last working day].
A note on the samples: all 15 are free to copy and use, with no sign-up. Check each one against your records, print it on letterhead and sign it before you hand it over.
If you’d like to track attendance and leave in one place as your team grows, attendance.ai offers attendance and leave management for businesses. Whether you need it yet depends on your size, and a few saved documents may do for now.
A certificate of experience is not expected to be lengthy or even witty. It simply requires the correct information: name, designation, date of joining and leaving, and signature on letterhead paper. Choose the sample certificate that suits your requirements, fill in the blanks within the brackets, and make sure everything is correct. HR personnel need to limit themselves to justifiable information and avoid any opinions, details of punishment, and salary information unless specifically requested by the employee.
As an employee, take some time to go through the document prior to its issuance; correcting a mistake later will be a much harder task than doing it right away.
It is a letter signed by the employer stating that he/she has been working at the firm. It mentions his name, designation, department, joining date and last working date, along with a line on the nature of work performed.
No, there is no such legislation for all private employers. But according to the Model Standing Orders, a permanent workman has the right to get his/her service certificate upon termination.
It depends upon the demand by the individual concerned and the company’s policy. Salary is considered personal data; hence, most companies refrain from mentioning it unless demanded.
Opinions which cannot be proven, any kind of negative comments, any information about punishment, exaggerated designation and personal details. Limit yourself to dates, designation and responsibilities.
In an experience certificate, the individual’s performance is mentioned along with period of employment. A relieving letter verifies the release of the individual from their responsibilities. Both these documents are issued by companies.