When an employee pursues a new job opportunity, there are several documents they’re required to submit. Some of these documents must come from their previous employers, supervisors, or managers. Examples of these kinds of letters include reference letters and experience letters.
In this article, we’re going to discuss what an experience letter is, how to write an experience letter, and we’ll include some samples of experience letters to give you a head start if you ever need to write one.
What is an Experience Letter?
An experience letter is a letter written by an employee’s previous or current employer confirming the employee’s work records and experience. An experience letter verifies and validates an employee’s records and experiences.
When approached to write an experience letter for an employee, ensure you’ve worked closely with the employee, had a positive experience with them, and can attest to the employee’s skill and work ethic. If you don’t have an experience with the employee or your experience wasn’t favorable, then it is important to let the employee know that you will decline the request.
An experience letter is slightly different from a reference letter, such that while the latter speaks more about recommending the employee for the position they’re applying for, an experience letter is written to attest to the employee’s experience, so it corroborates with their cover letter and CV.
To write the best experience letter, it’s best if you worked closely with this person. Having a personal relationship with them goes a long way and helps you write a better letter.
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How to Write an Experience Letter
When writing an experience letter, remember that you’re writing a professional letter that can either make or mar the employee’s chances of getting a job. This means your letter must be professional and must follow all letter-writing etiquette.
In this section of this article, we’re going to list a step-by-step guide to help you write the best experience letter.
1. Use Your Company’s Letterhead
Nothing spells official more than using your company’s letterhead. This tells the recipient that your letter is official and passes the notion that the content isn’t false. If you’re using your company’s letterhead, it is important that the contact information on the letterhead is yours and not your company’s. This is important in case the recipient places a call to corroborate your letter.
2. Include the Date
As stated earlier, an experience letter is professional and must follow professional letter etiquette, including the date the letter was issued. Regardless of your format, the letter must contain the date, month, and year it was written.
3. Use a Professional Salutation.
After including the date, the next step is to use a professional salutation. Before writing your letter, you should try to find out who the recipient will be. This way, you can address the letter to them specifically, such as, “Dear John,” If you cannot find the particular recipient, you could address the letter “To Whom It May Concern.”
4. Introduce Yourself and the Employee
Start the letter off by introducing yourself in relation to the employee.
When introducing the employee, ensure to introduce them completely. This means mentioning their full name, job title, and designation. This is important as it creates no room for confusion. Also, state the employee’s title and brief details about their role. If the employee was promoted while in your employ, ensure to include this in the letter you’re sending.
5. Mention Your Company’s Name and the Employee’s Period of Employment.
After or during the employee’s introduction, mention your company’s name and tie it with how long the employee worked with your company. For example, “Jane Doe has been the Senior Media Buyer at Woculus for the past 4 years.” It also helps to provide specific months of the employee’s employment period. If the employee is still under the employ of your company, the end date can be present.
Before writing this section of your letter, you must reach out to the employee first. This way, you ensure the dates corroborate.
6. Describe the Employee Briefly.
In this section of your letter, write a brief description of the employee’s experience, work habits, skills, knowledge, etc. To do this properly, it is advised that you read a copy of the job description or a link to the job ad. This way, you can tailor your letter so it mentions the employee’s relevant experience and aligns with the skills the employer’s looking for.
7. Express your Positivity about the Employee
In the letter’s final section, you should talk briefly about the employee’s behavior and your time working with them. If the employee was laid off from their job with you, ensure to state that the reason was due to budget concerns or other reasons except for the employee’s performance.
On the other hand, if the employee was fired for underperforming and you can’t write this part in the letter, then it may be best if you decline the request from the employee.
8. Sign and Close the Letter
Close the letter by including your signature, your name, and your position in the company. If you’re not using a letterhead, you can also include your company’s address in this section of the letter.
Experience Letter Template
Date Dear (Name of recipient), My name is (Include your name, job title, and company's name). I'm writing this letter to certify that (include name of employee) was an (employee's name, role, and duration they worked with your company). When (name of employee) was with us, he was an exemplary staff and performed his duties beyond satisfaction. (Name of employee) was responsible for (state employee's responsibilities). (State the decision that made the employee leave) Please reach out to me if you need more information. Sincerely, Your Name Job title and company
Experience Letter Sample One
18 October 2022 Dear Jeremy, My name is John Doe, and I am the head of marketing at 02 Agency. I'm writing this letter to certify that Jim Blessed worked with the 02 Agency as the marketing associate from June 2020 to September 2022. When Jim was with us, he was an exemplary staff and performed his duties beyond satisfaction. Jim was responsible for the following: preparing client briefs, run advertisement campaigns, organize PPC campaigns, build landing pages and oversee marketing objectives and onboarding clients. Jim's decision to leave the 02 Agency was solely his, and we wish him success in his future endeavors. Please reach out to me if you need more information. Sincerely, John Doe Head of Marketing, 02 Agency
Experience Letter Sample Two
20 June 2022 To Whom It May Concern, I’m writing this letter to certify that Jane Doe was the Head of Customer Relations at Woculus Inc. from May 2020 to April 2022. While with us, Jane was beyond exceptional as she excelled at her duties and was a beacon of kindness to all around her. Jane’s responsibilities at Woculus were registering customer complaints, following up on leads, registering tickets from clients, handling complaints from social media, and leading the customer service department. Jane excelled at her role with us, and during her time, we registered the highest customer return rates, and all never once had a rating below 4. Jane’s decision to leave Woculus Inc. was solely hers, and we wish her continued success in her future endeavors. If you have any questions, please do not hesitate to contact me. Sincerely, Rogers Steve CEO, Woculus.
Conclusion
Before sending an experience letter to a company, you should run it by the employee first. This way, if there are any changes, they can be rectified before it’s sent out.