Experience Letter Generator: Free Experience Letter Format in Word and PDF
Make an experience letter or experience certificate for an employee in a few minutes. Choose a format, add your logo and the employee’s dates, and the tenure is worked out for you. Download it as a Word (.docx) file, print it, save it as PDF or copy the text. It is free, needs no sign-up, and nothing you type leaves your device.
Mistakes to avoid in an experience letter
- Use the last working day from your records, not the resignation date. Tenure counts both days, so 1 June 2021 to 31 May 2024 is 3 years.
- Spell the name as in your HR records, and add the joining designation if the person was promoted.
- Keep conduct lines to what you can back up, or choose facts only. Salary is left out by default.
- Add the signatory’s name and designation, and keep a copy with the reference number.
Experience Letter Generator
Fill the form, pick a format, check the live A4 preview, then download as Word, print or save as PDF. Everything stays in your browser.
Good to know: India has no government-prescribed experience letter format. The wording below is a common business format that you can edit. Check every detail against your HR records before you sign. This tool does not upload anything; your data and logo never leave this device.
Highlighted text in brackets means a field is still empty. Print on your letterhead, or keep the letterhead shown here, then sign and stamp as your company usually does.
By ScaleSaathi Editorial · Updated 23 October 2026
How to use the experience letter generator
- Pick a format. Formal certificate (To Whom It May Concern), IT / corporate letter, a short three-line format, or a relieving-cum-experience letter addressed to the employee.
- Add the company details. Name, address, phone, email or website, an optional CIN, GSTIN or registration number, and your logo. The logo is read on your device and never uploaded.
- Enter the employee details. Full name as in your records, employee ID, department, last designation and, if the person was promoted, the designation at joining.
- Enter the dates. Date of joining and last working day. The tenure (years, months and days) is calculated for you, counting both days. For the relieving format, add the resignation date.
- Choose the conduct line. Pick one of the ready lines, write your own, or choose facts only if you prefer not to comment on conduct.
- Add the signatory, place and date, then check the live A4 preview. Anything still empty is highlighted in brackets.
- Download a Word (.docx) file to edit in Word or Google Docs, print or save as PDF, or copy the text into an email. Use Save draft to keep your company details in this browser for the next letter.
Is there an official experience letter format in India?
No. We checked official sources and did not find any government-prescribed format, wording, stamp or paper size for an experience letter in India. The letter is a business document, and each company uses its own wording. That is why the generator gives you editable formats rather than a “mandatory” one.
The closest official reference we found is in labour rules on service certificates. The Model Standing Orders, 2026, notified on 8 May 2026 under the Industrial Relations Code, say every worker is entitled to a service certificate specifying the nature of work, designation and period of employment, to be issued within ten days of discharge, termination, retirement or resignation (Ministry of Labour and Employment notification, 8 May 2026). They replace the 1946 central rules on model standing orders, apply to establishments covered by standing orders, and do not give a template.
The Industrial Relations Code, 2020, one of the four Labour Codes, was made effective from 21 November 2025, and the Government said the relevant existing rules continue during the transition (PIB, 21 November 2025). The Code consolidates the 1946 Standing Orders Act, and the requirement for certified standing orders now applies to industrial establishments with 300 or more workers (PIB backgrounder, 23 November 2025). If your business is covered, check your own standing orders. Either way, a letter that states the designation and the exact period of work is a safe, useful document.
What to include in an experience letter
- Letterhead: company name, address and contact details; a logo if you have one.
- Date and reference number: the issue date, and your internal reference if you keep a register of letters.
- Title: Experience Certificate, Experience Letter, or To Whom It May Concern.
- Employee details: full name (as in your records and, ideally, as on the employee’s ID), employee ID and department.
- Designation: the last designation, and the joining designation if it changed.
- Period of employment: date of joining and last working day, written in full (for example 01 June 2021), with the total tenure if you want.
- Responsibilities (optional): two to four short, factual lines.
- Conduct or performance line (optional): only what you can stand behind.
- Signature block: “For [Company]”, the signature, the signatory’s name and designation, the seal if you use one, and the place.
Things many companies leave out: salary, reasons for leaving, health or personal details, and anything negative that is not documented. Keep it factual.
Experience letter formats (samples)
These are the same formats the generator produces. Replace the text in brackets.
1. Formal experience certificate format
2. IT / corporate experience letter format
3. Short experience letter format
4. Relieving-cum-experience letter format
Experience letter vs relieving letter
| Point | Experience letter | Relieving letter |
|---|---|---|
| Main purpose | Records the period of work and the role | Confirms the resignation was accepted and the employee was relieved on a date |
| Usually addressed to | To Whom It May Concern (or the employee) | The employee |
| Typical contents | Name, ID, designation, department, joining and last working day, optional responsibilities and conduct | Resignation date, acceptance, relieving date, sometimes a note on handover or settlement |
| Who asks for it | New employers, background checks, visa or study applications (requirements vary, so check with them) | New employers at joining, to see that the earlier job has ended |
| Can they be combined? | Yes. Many small businesses issue a single relieving-cum-experience letter. Use the fourth format in the generator. | |
Common mistakes to avoid
- Wrong dates. Use the last working day from your records, not the resignation date. The generator warns you if the dates do not add up.
- Name mismatches. Spell the name as in your HR records; a mismatch with the employee’s ID can slow down verification.
- Only the last designation after a promotion. Add the joining designation so the career path is clear.
- Remarks you cannot back up. Keep conduct lines honest, or choose facts only.
- No signatory details. An unsigned letter, or one with no name and designation under the signature, is harder to verify.
- Claiming a legal format. No official format exists, so do not refuse or reject a letter only because its layout differs.
- Not keeping a copy. Save the Word or PDF file and note the reference number in your records.
Also need the relieving letter? Copy a free relieving letter format with eight samples for every exit case.
Also need the relieving letter? Copy a free relieving letter format with eight samples for every exit case.
Getting the letter right in practice
Experience letters cause more trouble after someone leaves than any other HR document, usually because of one wrong date or a letter that never arrived. Three things prevent most of it.
Issue it within ten days where standing orders apply
The Model Standing Orders, 2026 were notified on 8 May 2026 under the Industrial Relations Code, with separate schedules for mining, manufacturing and services. Each says every worker is entitled to a service certificate stating the nature of work, the designation and the period of employment, issued by the employer within ten days of discharge, termination, retirement or resignation. Standing orders apply to establishments with 300 or more workers. A smaller firm is not bound by that rule, but ten days is a sensible standard for everyone.
Match the dates to EPFO
Background-verification agencies often compare the letter with the employee's PF record. On the EPFO member portal, the employee can see each employer's date of joining and date of exit under View, then Service History, and the employer marks the exit date through its own login. Before you sign, check that the joining date and last working day in the letter match what EPFO shows. If they differ, correct the record or the letter first, because a mismatch is what gets flagged.
If you are the employee: asking for the letter
Ask in writing, by email to HR with your manager copied, so there is a dated record. A short request is enough:
Subject: Request for experience letter, [your name], [employee ID]
Dear [HR manager's name],
I worked at [company] as [designation] from [date of joining] to [last working day]. Please issue my experience letter on the company letterhead, showing my designation and dates of employment. I would be grateful to receive it by [date, about ten days from now]. My PF UAN is [UAN], in case you need it to match the dates.
Thank you,
[Your name]
[Phone number]
अनुभव प्रमाण पत्र का प्रारूप (Hindi format)
कई सरकारी और स्थानीय नौकरियों में हिन्दी में अनुभव प्रमाण पत्र माँगा जाता है। कंपनी के लेटरहेड पर यह छोटा प्रारूप इस्तेमाल करें:
अनुभव प्रमाण पत्र
प्रमाणित किया जाता है कि श्री/सुश्री [नाम], कर्मचारी कोड [कोड], हमारी संस्था [कंपनी का नाम] में दिनांक [ज्वाइनिंग की तारीख] से दिनांक [अंतिम कार्य दिवस] तक [पद] के पद पर [विभाग] विभाग में कार्यरत रहे। इस अवधि में उनका कार्य और आचरण संतोषजनक रहा।
हम उनके उज्ज्वल भविष्य की कामना करते हैं।
[अधिकृत व्यक्ति का नाम]
[पद]
[दिनांक और स्थान]
If the person is leaving with formal clearance, the relieving letter format guide covers the second letter they will need.
Experience letter FAQ
What is the format of an experience letter?
There is no fixed format prescribed by law in India. A clear experience letter is printed on the company letterhead and shows the date, a reference number if you use one, a title such as Experience Certificate or To Whom It May Concern, the employee’s full name and employee ID, the designation (and the joining designation if they were promoted), the department, the date of joining and the last working day, an optional line on responsibilities and conduct, and the name, designation and signature of an authorised person, with the company seal if you use one.
Is there a legal or government format for an experience letter in India?
Not that we could find. We checked official labour sources and found no government-prescribed experience letter template. The Model Standing Orders, 2026, notified on 8 May 2026 under the Industrial Relations Code, say covered workers are entitled to a service certificate showing the nature of work, designation and period of employment within ten days of leaving, but they do not set out the wording. The Industrial Relations Code, 2020 took effect on 21 November 2025. For a specific case, check your own standing orders, contract or HR policy, or take professional advice.
Who should sign an experience letter?
Someone authorised by the company to issue HR documents, usually the HR manager, a director, a partner or the proprietor. Print their name and designation under the signature. Many companies also add the company seal; that is a company practice, not something this tool can confirm is required.
Is an experience letter and a relieving letter the same?
No. A relieving letter confirms that the employee’s resignation was accepted and that they were relieved from duty on a given date. An experience letter records the period of work, the role and, optionally, conduct. Many small companies issue one combined relieving-cum-experience letter, which is one of the formats in this generator.
Can I make an experience letter without a letterhead?
Yes. If you do not have printed letterhead, fill in the company name, address, contact details and logo, and the generator prints them at the top as a letterhead. If you have printed letterhead paper, you can still use the text or the print, and leave space at the top as needed.
How is the tenure worked out?
The generator counts both the date of joining and the last working day. So 1 June 2021 to 31 May 2024 shows as 3 years, and 1 June 2021 to 31 August 2024 shows as 3 years and 3 months. It also shows the total number of days. You can hide the tenure line if you prefer to show dates only.
Should the experience letter mention salary?
It is your choice; no format requires it. Many companies keep salary out of the experience letter and give salary details separately, for example in salary slips. This generator leaves salary out by default so the letter can be shared freely.
Can an employer refuse to give an experience letter?
This depends on the facts, the employment contract, company policy and any standing orders that apply to the establishment, so we cannot give a general yes or no. The Model Standing Orders, 2026, notified under the Industrial Relations Code, say every worker in an establishment they cover is entitled to a service certificate within ten days of leaving. If there is a dispute, the employee can raise it with the employer in writing and seek advice from a labour lawyer or the local labour office.
Is my data safe in this experience letter generator?
Yes. The generator runs entirely in your browser. The details you type and the logo you upload are not sent to ScaleSaathi or anyone else. Save draft stores a copy only in this browser on this device, and Delete saved draft removes it.
Can I download the experience letter in Word format?
Yes. Click Download Word (.docx) and the generator builds an experience letter format in Word on your device, with A4 pages, the letterhead, body and signature block. It opens in Microsoft Word, Google Docs and LibreOffice, where you can edit it further. Nothing is uploaded to make it.
Can an intern get an experience letter?
Yes, though most companies call it an internship certificate. Use the same layout, write Intern or Trainee as the designation, and give the start and end dates of the internship. Mention the project or department if it helps the intern's next application.
Can a current employee ask for an experience letter?
Yes. While someone is still employed, the letter usually says they have been working since the date of joining and are still with the company, instead of giving a last working day. Some companies call this an employment certificate. Date it, and do not include a leaving date that has not happened yet.
I lost my experience letter. Can the company issue a duplicate?
Most employers will reissue it from their records if you ask in writing. A duplicate should carry the same dates and designation, and many companies mark it Duplicate or add the date of reissue. Keep a scanned copy this time.
What if the company has closed down?
Ask the former directors, partners or owner in writing, as they may still hold the records. If no letter is possible, your PF service history on the EPFO member portal, old salary slips, Form 16 and bank statements showing salary credits together show your period of employment.
How soon should the employer issue an experience letter?
Where the Model Standing Orders, 2026 apply, generally establishments with 300 or more workers, the service certificate is due within ten days of discharge, termination, retirement or resignation. For other employers, no fixed period applies, but issuing it with the full and final settlement avoids disputes.
Related free tools
Sources (checked 22 October 2026)
This page is general information, not legal advice. ScaleSaathi is run by LendLink Tech Pvt Ltd.