An experience letter is a signed statement on company letterhead. It names the person, the job, and the period they worked. Banks, visa desks and background checks use it as proof of employment.

Offices also say service letter, work experience letter or experience certificate. Those labels usually mean the same sheet. The employer writes it after a request, or as part of exit paperwork. The employee keeps a copy.

A useful letter is short. It does not list every task. It does not show PF or take-home pay. It answers three questions: who employed this person, as what, and for how long.

For stored employee files and joining dates across a whole roster, see HRMS software and the HRMS and payroll manual. Other free generators live on the business tools index.

The letter protects both sides. The employer can show what was confirmed in writing. The employee can prove the job without forwarding a full HR file.

For the employee

A new employer may ask for the last experience letter before issuing an offer. Some visa files ask for the same. A loan desk that already has salary slips may still want one page that names the role and the dates.

For the employer

A dated letter reduces later disputes about designation or last working day. If someone claims a title the company never used, the signed PDF is the record. Keep a copy with the exit file.

Issuing a letter does not replace a relieving letter, full and final settlement, or payroll filings. Those have other jobs. Browse other free HRMS tools when you need a payslip as well.

Indian HR uses several similar names. Mixing them slows a bank or a new employer. This table is a plain map, not a legal opinion.

Need a monthly breakdown of pay instead? Use the salary slip generator. For payroll across many staff, see payroll software.

A typical Indian experience letter includes:

1. Company legal name, address and logo.
2. Letter date and, if you use one, a reference number.
3. Employee name, optional ID, designation and department.
4. Date of joining, and last working day if they have left.
5. Employment type: full-time, part-time, contract or intern.
6. Optional work location and a short duties paragraph.
7. Signatory name, designation, signature and stamp.

Match the company name to bank accounts and GST records where those apply. A trading name that does not match the legal name slows a visa file. Leave salary out unless a desk has asked for a separate salary certificate.

There is no single government form for a private-sector experience letter. A stable order still helps reviewers find a line fast. This generator offers Standard, Professional, Startup and Corporate sheets: the facts stay the same, while heading, spacing and closing wording change.

1. Letterhead: logo, legal name, address.
2. Date on the right, reference under it if you use one.
3. Title such as Experience letter.
4. Salutation: To whomsoever it may concern.
5. Employee details: name, ID, designation, department, type, dates and duration.
6. Experience, performance, appreciation and closing paragraphs.
7. HR signature and company stamp at the foot.

A4 portrait is the size most printers expect. The generator on this page follows that sheet. English is widely read; bilingual letters are fine if both sides say the same dates. The how to create an experience letter steps follow this order.

You can type a letter in a word processor, pull one from HR software, or use the form on this page. The form is for one person. It does not log in to your employee master.

Choose a letter template, then gather joining date and last working day from the HR file. The preview will not invent them. If the person still works with you, tick still employed so the wording stays in the present tense. Then read the live letter: names, dates, HR signature and stamp.

The five cards under “How to create an experience letter” match the buttons on the form. This section is the homework around those clicks. For many letters a month, use HR and payroll in ZemERP instead of twenty browser tabs.

The cards further down this page list why the free generator is easy to use. This section is different. It is why issuing any honest letter helps the organisation.

• Exit files close faster when the person leaves with a dated PDF.
• Background checks start from tenure on letterhead, not from chat history.
• Current staff can attach one page to a visa or education file without a long HR thread.
• Managers see the same designation the company is willing to confirm.

A letter does not replace a fair exit. It does make the facts visible. Quiet five-person shops benefit as much as large HR teams.

Most broken letters are data problems, not design problems.

• Wrong last working day, or a joining date after the last day.
• A designation that does not match the offer or increment letters.
• Present tense for someone who has already left, or the reverse.
• Salary or CTC copied into the body when the desk did not ask for pay.
• Company name spelled unlike the bank account or GST legal name.
• A stamp with no signatory, or a signature with no company name.
• Using this one-off PDF as the only HR register, with no copy in the employee file.

If a line is unknown, leave it off rather than guessing. Reviewers notice a fake employee ID. For exit paperwork around relieving and full-and-final, keep the HRMS and payroll manual next to the employee file.

The accordion in Experience letter generator FAQs covers format, samples, relieving letters, joining and last working dates, letterhead and who signs. The questions below are extra. They are not copies of that list.

Can we issue an experience letter for an intern?

Yes, if they were on your rolls as an intern. Choose intern as the employment type so the letter does not read as a full-time job. Do not issue this letter for an unpaid campus visit with no joining record.

Does the letter have to be in English?

English is the version most banks and consulates read without a translator. A Hindi or bilingual copy is fine if the dates and names match. This generator prints in English.

What if the employee loses the letter?

Issue a duplicate with the same facts. Mark it as a copy if your policy says so. Do not change the last working day. If you use stored HR records, reprint from the file instead of typing the month again.

Should we mention notice period or dues?

Only if your policy requires it. Dues and relieving belong on the relieving letter. Mixing them into an experience letter confuses a visa desk that only asked for tenure.

Can ZemERP store these letters for every employee?

This page drafts one letter in the browser. For a staff-wide HR file, contact ZemERP or start from HR and payroll.