How To Easily Write An Experience Letter For An Employee

Numerous documents are exchanged between the employer and employee during the course of employment. The entire employee lifecycle is full of paperwork and documentation for various purposes. One such letter is issued to the employees to showcase the whole experience gained by the employee while working with the organization. It is called Experience Letter. But this is not it! 

An experience letter is a formal written declaration or certification that acts as proof of employment when the employee switches the company. It claims that the employee has been working with the said organization since the given date, and has learned the skills mentioned in the letter. 

Note: There is a misconception that an experience letter is only issued when an employee decides to stop working and resign from the organization. But, truth be told, this document can be requested by the working professionals when they take up an on-job offshore assignment. It helps them manifest their experience in a more legal and professional way.

In this blog, we will walk you through the easy way to draft an experience letter for your employees so that you can save time and they can have a nicely written document. 

Continue reading to know the steps.

Select A Template

The first step towards making an experience letter format quickly and easily is to choose a template that suits your brand persona. Numerous free/paid templates are available online to either use as is or get an idea from. You can either select one from the options on the internet or create your own template using some basic letter designing tools.

Design The Layout

Once the letter is ticked off the to-do list, the next thing is to put your designers to work. A standard layout of the experience letter must be framed now. It should cover the outline of the main segments that the letter consists of. The design should be visually appealing with each section clearly separated, and all the necessary heading should be written in proper order. 

Most asked Question on Quora Experience Letter vs Relieving Letter

Add Employee Particulars

This part is inevitable. Each experience letter that you create and make ready to issue should have significant details of the employee. From the name of the recipient, their address, contact no., designation, roles & responsibilities, skills acquired to the pieces of training attended and other details, everything must be on paper. The letter should reflect the entire experience of the employees on one page.

Write Letter Body Content

Now, this is the part in which the main body of the letter with all the content is. It is the responsibility of the HR professional and the managers of the employees to check and verify if the particulars are correct or not. The tonality must be polite and professional. Besides, a standard format must be chosen to delineate the experience of the employee. 

Customize The Format

Now comes the part that brings you a little closer to the right experience letter that you need and want. It is the customization of each part of the document as per the requirement of the company, choice of the professionals, and in alignment with the brand’s theme. The experience letter format is complete only after it looks like it speaks your language and belongs to your company.

Include Signatory Name & Contact

In the end, at the bottom of the experience letter, the signature of the sender, and his/her contact number is a must. In this way, in case the letter is sent via mail or post, if the delivery fails, the experience letter would be returned to the sender. 

Add Company Watermark

Before sharing the experience letter with the employee, do not forget to mark your brand logo/name on it. Official documents are prone to get forged or manipulated. Thus, it is important to place a watermark on every document that you release in favor of the employee or any outside party.

Also Read: 3 Main Differences Between Experience Letter And Relieving Letter

Hence, preparing a document as simple as an experience letter is not rocket science. But if you don’t follow the right steps as mentioned above, you may end up wasting a lot of time and energy on the same. So, it is better to follow the procedure and create the document of your choice.