Is it a mandatory requirement for a company to provide an experience certificate?

While not strictly enforced by a specific law for all sectors, it is a standard and expected industry practice. Withholding it without a valid reason can be seen as an unfair labor practice, and the employee can raise a grievance.

Should the certificate mention the employee's salary?

No, an experience certificate should not include salary details. Salary information is confidential and should be provided separately through documents like salary slips or a dedicated salary certificate.

What if the employee had performance issues?

It is best practice to keep the experience certificate factual and neutral. It should state the employment period and designation. Avoid including negative remarks or subjective opinions about performance.

Should the certificate be issued for very short tenures?

Yes, an employee is entitled to a certificate for any period of service, even if it is just for a few months. It is a record of their employment with your company.

Can I backdate an experience certificate?

No, you should never backdate a certificate. The dates of joining and leaving must be accurate as per the company's official records. Providing false information can have serious repercussions.

Is a digital or scanned copy sufficient?

While a scanned copy is useful for online applications, most future employers will require the employee to present the original, physically signed certificate for verification. It's best to provide a signed hard copy.

Who is the right person to sign the certificate?

The certificate should be signed by an authorized person, which is typically the HR Manager, a company Director, or the employee's reporting manager, as per company policy.

Is the company seal or stamp compulsory?

Yes, affixing the official company seal or stamp is highly recommended as it adds a layer of authenticity and makes the document look official and trustworthy.

Can an employee ask for multiple copies?

Yes, it is a reasonable request. You can provide a few original signed copies to the employee, as they might need them for multiple job or visa applications.

What is the difference between an experience and an internship certificate?

An experience certificate is for a full-time or part-time employee, while an internship certificate is specifically for an intern, detailing the duration and scope of their training or project work. They should be issued as separate documents.

Work Experience Certificate Format & Generator Online

Work Experience Certificate in India: Guidelines for Employers

A work experience certificate is a formal document issued by employers to employees upon resignation or completion of service. It verifies employment details, duration, role, and often conduct, serving as crucial proof for future job applications, visa processes, or professional licensing. In India, providing an experience certificate is considered a standard HR practice and is expected under good employment norms.

This guide assists employers and HR professionals in issuing accurate, professional work experience certificates—essential components, standard format, best practices, considerations, and tips for efficient issuance.

What is a Work Experience Certificate?

An experience certificate (also called service certificate or relieving letter) confirms an employee's tenure, designation, responsibilities, and performance. It is typically issued on company letterhead, signed by an authorised person (HR manager, director), and stamped with the company seal.

Common Purposes of Experience Certificates

Employees require them for:

Applying for new jobs (proof of past experience)
Visa applications (work or immigration)
Professional registrations or higher education
Loan applications or background verification
Claiming unemployment benefits or schemes
Career progression and salary negotiations

Essential Details to Include

A comprehensive certificate should contain:

Company letterhead with logo, full address, contact details
Certificate title: "Work Experience Certificate" or "Service Certificate"
Employee's full name, employee ID, designation, department
Date of joining and date of relieving/resignation
Brief description of roles and responsibilities
Positive note on conduct, performance, and contributions (optional but common)
Reason for leaving (if neutral, e.g., "career growth")
Issue date
Authorised signatory's name, designation, and signature
Company seal/stamp

Standard Issuance Process

Receive formal request or resignation from employee
Verify employment records and clearance (no-dues)
Draft certificate on official letterhead
Include accurate details and neutral-positive language
Obtain authorised signature and seal
Issue on or before last working day
Provide signed original; keep copy in records

Best Practices for Employers

Use high-quality letterhead with security features if possible
Sign in blue ink for authenticity
Affix clear company seal
Maintain neutral and factual tone—avoid negative remarks
Issue promptly to support employee's career transition
Keep digital and physical issuance records
Coordinate with HR/accounts for full and final settlement

Ethical Considerations

While not strictly mandatory by law, timely issuance is expected. Employers should:

Ensure factual accuracy—false information can lead to liability
Respect employee privacy—share only necessary details
Follow company policy on salary disclosure
Avoid discrimination or delays

Refer to the Ministry of Labour and Employment for guidelines.

Common Issues and Solutions

Delays: Set clear timelines in policy
Disputes: Issue factual certificate even in difficult exits
Inaccuracies: Double-check records before signing
Remote employees: Send scanned copy + original by post

Tips for Efficiency

Use standardised templates
Train HR staff on issuance protocol
Integrate with exit process checklist
Offer digital signed versions where acceptable
Maintain centralised records for quick retrieval

Employees can request via a General Application.

Conclusion

Issuing work experience certificates professionally reflects positively on your organisation and supports former employees in their career journey. Timely and accurate certificates build goodwill and comply with ethical standards.

Our free generator helps employers create authentic, compliant experience certificates instantly—customizable, ready for letterhead, signing, and sealing. Issue with professionalism and ease!

For labour guidelines, visit the Ministry of Labour and Employment.

Last updated: January 2026

Work Experience Certificate Generator

Complete Guide to Issuing Work Experience Certificate in India