How To Write an Experience Letter (With Template and Example)

By Indeed Editorial Team

Updated August 19, 2022

Published September 7, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

When an employee chooses to pursue a new career opportunity, they may need to create a portfolio with evidence of their skills and experience. It can be helpful for them to include a company experience letter in their work portfolio. As an employer or supervisor, an employee may ask you to write an experience letter on their behalf to support them in their job search. In this article, we discuss what an experience letter is, explain how to write an experience letter, and provide an experience letter sample and template to help you write one for a former employee.

What is an experience letter?

An experience letter is a formal document written by a current or former employer which provides information about an employee. The letter may confirm the time an employee spent with a company and the knowledge, skills, and experience they gained while working there. Experience letters confirm a job seeker's claims in their application. There are some factors to consider before accepting an employee's request to write an experience letter, including:

Knowledge of their performance at work

Make sure that you have a good understanding of the employee's role at work. Reflect on your experience working with them and consider the following about your employee:

  • Their tasks

  • Their time with the company

  • Their attitude

  • Their strengths

  • Their skills

  • Their work ethic

  • Their overall performance

If you feel that you have enough experience working with your employee to discuss these factors, then you can agree to write a company experience letter for them. In the instance that you don't feel you have enough direct experience with the employee to write a company experience letter, it's best to politely decline.

Related: What Is a Performance Review? (Definition and Examples)

Specific examples of work performance

Reflect on instances when your employee met or exceeded your expectations. Consider how they may have used their skills to complete tasks and deliver positive results. If you can provide specific examples of the employee's work habits, experience, or achievements, then you can agree to write their experience letter.

Type of feedback

Consider whether you had a good experience working with them. If you have positive feedback to share, then you can write an experience letter for them. However, if you don't feel that you can write an honest and positive experience letter, you can decline their request or suggest another professional they can ask. Responding as soon as possible gives the employee enough time to find an alternative.

Related: Key Steps To Asking for a Reference

How to write an experience letter

Follow these simple steps when learning how to write an experience letter:

1. Use company letterhead

When available, write your experience letter on company letterhead. Company letterhead includes the name or logo and address of the company printed at the top of the page. You can type your experience letter and then print it on company letterhead. Ensure that your professional contact information is present so a potential employer can reach you to verify the information.

Related: What Are Letter Heading Samples? (With Importance and Types)

2. Include the date of issuance

The first thing to include is the date. Write it in the upper right-hand corner of the letter and ensure that you include the month, day, and year. You may write the date out fully or simply use the YYYY-MM-DD format.

Example: August 27, 2021, or 2021-08-27

3. Write a salutation

Begin the letter with a professional salutation, such as "Dear," followed by their title and their last name. In some cases, you may not know the name of the person receiving your letter. In this instance, you can use a generic greeting such as "To whom it may concern." However, a more personalized greeting is preferable whenever possible.

Related: How To Write Salutations (With Examples)

4. Include the employee's full name

Check the company's official record for the full, legal name of your employee to include in your experience letter. Including their legal name ensures that the new employer can be certain that it matches the name that they have on their record. It also presents the employee more professionally.

Example: "Christopher Rodger P. Thompson" instead of "Christopher Rodger Thompson," "Christopher Thompson," or "Chris Thompson."

5. Include the employee's title or designation

Clearly state the employee's title within the company. Also, include any prior positions that the employee held, along with a brief explanation of why they earned a promotion.

Example: After his first year of working for us as a sales associate, Christopher earned a promotion to become a sales manager. He earned the promotion because of his strong work ethic, ability to motivate, and exceptional ability to uncover a customer's needs.

6. Include your company's name

Include the full name of your company in the letter. If your company uses a different name for business purposes, be sure to include this second name as well. This avoids any confusion and enables the reader to verify the authenticity of the letter.

Example: Maple and Oak Brewery, Maple and Oak Distillery

7. State the employee's period of employment with your company

Be sure to include the dates that the employee began and finished working at your company. If they still work for your company, use "present" for their end date or briefly state that they're currently still employed with your company. In the instance that they're still working with you and you're aware of their final working day, be sure to include their last working day as their end date.

Example: Carrie's employment with our company began on May 1, 2019, and she is still employed with us or Carrie began working at our company on Monday, May 6, 2019, and her final day will be Friday, July 29, 2022.

8. Describe the employee

Write a brief description that summarizes the employee's work habits. You can share the following information about your employee:

  • Their skills

  • Their knowledge

  • Their experience

  • Their strengths

  • Their abilities

  • Their overall performance

Your description should confirm that the employee has the skills and experience that the job requires. This may be easier if you ask your employee for a copy of the job description.

Example: Rebecca's responsibilities included getting to know new clients and uncovering their fitness goals, developing a personalized fitness regimen, and keeping them motivated and safe during training sessions.

Related: Skills vs. Abilities and Knowledge

9. Write a positive statement about the employee's future to close the letter

Include a sentence that explains that your employee is leaving your company as a choice and you wish them the best in their future endeavours. If the employee was laid off, you can consider explaining that it was because of budget cuts and not due to the employee's performance. This informs the employer that the employee is leaving your company on good terms.

Example: Laura's decision to leave our company is her own. We wish her the best as she begins the next step in her career.

Related: How to End a Letter

10. Include a signature line

Finish the letter by including :

  • A professional closing phrase

  • Your hand-written signature

  • Your printed name

  • Your designation with the company

  • The company's seal

  • Name and address of the company (if not included in the heading)

Example:
Sincerely,

[Your hand-written signature]

Bart Longstone

Sales Manager

[Company's seal]

Peacock Clothing International, 555 Main St. Montreal, QC H3H 2Y2

Experience letter template

Here's an experience letter sample format:

Date of Issuance: [Date you wrote the letter]

Dear Mr./Ms. [Recipient's name],

This letter confirms that [ employee's full name] held the role of [employee's designation] at [company's name]. They began working on [employee's start date] and finished on [employee's finish date].

Throughout their employment, [employee's name] has continuously proven to be a reliable worker who is dedicated to their work at [company's name]. Their responsibilities included [list key responsibilities, skills, and experiences]. [Employee's name] has always been professional while working at [company's name].

[Employee's name] decision to end their employment at [company's name] is their own, and we wish them the best as they begin a new part of their career.

Please feel free to contact us directly if you need any additional information.

Sincerely,

[Your hand-written signature]

[Your printed name]

[Your designation]

[Your contact information]

[Company's seal]

[Company name]

[Company address]

Experience letter sample

Here's a sample of a finished experience letter which follows the template above:

Date of issuance: June 16, 2021

Dear Mr. Simone,

This letter confirms that Melissa Rowland held the role of Grade 1 teacher at Higgin's Elementary School. She began working on August 16, 2017, and finished on June 11, 2022.

Throughout her employment, Melissa has continuously proven to be a reliable worker who is dedicated to her work at Higgin's Elementary School. Her responsibilities include teaching a class of 20 students, ensuring that they all received individualized help to prepare them to move to Grade 2 at the end of the school year. Melissa is excellent with young students of all skill levels and works closely with parents to encourage their involvement. Melissa has been always professional while working at Higgin's Elementary School.

Melissa's decision to end her employment at Higgin's Elementary School is her own, and we wish her the best as she begins a new part of her career.

Please feel free to contact us directly if you need any additional information.

Sincerely,

[Hand-written signature]

Joshua Pratt (signature)

Joshua Pratt (printed)

Principal

joshua.pratt@email.com

(111) 222-3333

[Company's seal]

Higgin's Elementary School
555 Norman St. Montreal, QC Y2Y 3W3

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Related articles

What Are Reference Letter Templates (With Tips and Examples)

Explore more articles