Do We Need to Issue a Relieving Letter for an Employee Who Left After Just 3 Weeks?

Hi all,

I have a question!

We had an employee who worked for just 3 weeks. She had to leave due to personal problems. Do we need to issue a relieving letter even though she has already left?

Thanks,
Sandy

Hi,

Three weeks is a very short time. I had a similar situation in my organization, but I issued a relieving letter, couriered it to her contact address, and filed a copy in her employee file. The course of action may vary depending on the organization and the specific situation. In your case, considering she has only worked for three weeks, it is essential to handle the situation appropriately.

Regardless of the reasons, as a formality, it is recommended to send the relieving letter to her. When filing the copy, ensure to mention the date of the courier for easy reference.

Best regards,
Ambika Kamath

Thank you very much, Ambika Kamath.

Since we just completed 1 year in India and we are facing, for the first time, had a little doubt. Thanks for clarifying it. Will do the same.

Sandy

Hi Friend,

If the employee has not approached or shown much interest in obtaining relieving from management, then why intentionally worry about this subject? Suppose the employee demands a relieving certificate for working three weeks. Clearly inform her that in the appointment letter, we clearly stated that she must be in the Trainee period for six months in the probationary period. Therefore, we, as management, cannot do anything in this matter. I do not think it may create a significant issue for the HR department or management.

Regards,
Saravana
Executive - HR

Hi Saravana,

Thank you for your views on that. Don't you think, even if the candidate is not asking for it, we need to provide it? We can be clear in our way by doing so. Also, being an HR professional, we need to fulfill our duties in the right manner.

Sandy

Well said, friend. As an HR professional, it is a responsibility to handle such cases. However, if the employee doesn't care about his/her relieving certificate and work certificate, and puts us under pressure without any proper intimation of terminating the services.

As you are aware, many employers are ready to recruit employees even though they avoid submitting work and relieving certificates. This is because the current industry is keen on hiring individuals with energy, good personality, communication skills, technical knowledge, etc., and they are pressed to fill positions to meet client requests. Consequently, many employers do not expect any certificates from employees.

In such scenarios, why should we go back to employees to provide experience certificates, etc.? If they require everything to be done properly, they should follow the rules and instructions set by the company.

As HR professionals, we need to be employee-friendly, but in some cases, we need to work smart.

My suggestions may come across as rough and arrogant. However, based on your learning experience, you will definitely encounter such issues.

Looking forward to more perspectives.

Regards,

Saravana
Executive - HR

Hello Sandhya,

In my opinion, we have to mail the relieving order to the candidate. It's for the sake of our records, even if it is for three weeks. The counter file for the relieving letter posted can serve as proof that we have dispatched the order.

Regards,
Shiva

Hi Sarvanan,

Not at all, your view is arrogant. As you rightly said, it will help me in my career. But what I meant is if the employee comes back in the future for the relieving letter, then at that time, we definitely need to provide it. So if we do that at the time he leaves after serving the notice period, then we can close the chapter once and for all.

Hope it makes some sense.

Thanks,
Sandy

Friend,

It's a simple one: We need to analyze every employee and conduct a survey on them. It's our primary role in HR. If a fresher has been recruited in our company, they won't be consistent in their career orientation. They are often found lacking in attendance, appear casual, make more excuses, and within a year, they may switch to another company for a better salary. Freshers tend to terminate their services without giving any notice to the company and start looking for another job. This behavior is usually due to an attitude problem. On the other hand, when it comes to experienced professionals, they clearly negotiate the CTC, privileges, allowances, etc., before joining the company. Once they begin their career in the company, they tend to stay for a minimum of 2 years because they are already experienced and aim to further develop their specialization, among other reasons.

As HR professionals, we need to track the behavioral activities of freshers. Regarding your query about providing certificates for departing employees, one important point to note is that without management approval, we cannot take any actions unilaterally, and no individual has the authority to make decisions independently.

I am not aware of your management's stance on issuing certificates to departing employees. If they are willing to provide such certificates, please proceed accordingly.

The experiences I have shared above are based on my practical encounters with management and employees in my company.

Looking forward to your reply, Sandhya!

Regards,

Saravana
Executive - HR

Dear,

It is correct to issue a relieving letter even if not asked for. By resigning, the offer is made. The relieving letter is the acceptance. Hence, it is absolutely required to sever the relationship, whatever the period of employment is. This will also avoid later claims by the employee. The only thing you must ensure is that you have proof of delivery of the relieving letter from the employee. Fair business practices are the key to success in HR.

With Regards, V. Sounder Rajan