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Summary. An experience letter is a formal document provided by a current or former employer outlining an employee’s role and contributions during their tenure. It may also reflect the employee’s character and professional demeanor.
In today’s competitive job market, showcasing your work experience is crucial. Potential employers often seek detailed accounts of your previous roles to gauge your suitability for their openings. You can present this information through various means, including your resume, your portfolio, and an experience letter.
This article will explain the purpose of experience letters, guide you on how to write one, and provide a sample to illustrate our advice.
Key Takeaways
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An experience letter is authored by your current or past employer, detailing your duration of employment, the experiences gained, and your positive attributes.
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If you’re asked to write an experience letter for someone, ensure you’re comfortable discussing their contributions positively before agreeing to do so.
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An experience letter serves as a valuable endorsement of your skills, especially your hard skills, to hiring managers while fostering a positive connection with your former employer.
What Is an Experience Letter?
An experience letter is a document written by a supervisor or manager from your current or previous job. It outlines your employment duration and the skills and experiences acquired during that time. A well-crafted experience letter substantiates the claims made in your job application and resume.
Don’t be concerned if you’re unfamiliar with experience letters—they’re not as common in today’s fast-paced job market. They may also be referred to as a company experience letter or a letter of experience, but they serve the same purpose regardless of the terminology used.
Preparing to Write a Work Experience Letter
If you are an employer, manager, or supervisor, you may receive a request for a work experience letter from a current or former employee. Since these letters aren’t standard, this might be your first encounter with one, leading to uncertainty about what to include or how to format it.
Rest assured; we have included templates at the end for your reference.
Before you proceed, consider the following points before agreeing to write an experience letter:
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Do you have sufficient knowledge about the employee’s duties and contributions to accurately detail their experiences?
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Can you provide specific examples of their responsibilities and achievements?
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Will your letter reflect positively on the employee?
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Are you the right person to provide this letter—are you in a managerial or supervisory position rather than just a peer?
If you can affirmatively answer these questions, you are well-equipped to write the letter. If not, it’s best to inform the individual promptly and possibly recommend someone more suitable.
How to Write an Experience Letter
If you are the employee, review this section thoroughly to ensure all essential elements are included in your letter.
A useful tip for employees: draft a rough outline highlighting the specific skills you wish to emphasize. This will help target your future job applications and simplify the writing process for your boss.
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Maintain professionalism. The most vital aspect of an experience letter is your professionalism. This document becomes part of someone else’s professional portfolio, and your authority as a supervisor is paramount.
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Use proper business letter formatting. Ensure the letter adopts a business format, including company letterhead, a date, the company name, your name, title, a salutation, the body, and a signature.
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The body. The body of the letter can be the most challenging section to write. Use this outline as a guideline:
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Employee name
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Employee’s start date
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Employee’s title—if there were changes, include those and their effective dates.
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Detail the different positions the employee held and their associated duties, emphasizing areas of excellence.
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Describe the employee’s character, attitude, willingness to learn, leadership qualities, etc. Focus on the positive aspects.
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Conclude with a positive statement about the employee’s future potential.
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While some sources suggest mentioning salary, we recommend avoiding this as it is private information unrelated to job performance. If necessary, you can mention achievements like meeting quotas or earning bonuses without specifying amounts.
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Experience Letter Template and Example
Experience Letter Template
[Date Written]
To Whom It May Concern:
The purpose of this letter is to certify that [employee’s full name] worked as a [job title] in the [department name] of [company name] from [start date] to [end date].
[Employee’s first name] has [skills, early experiences, major accomplishments]
[More details of the employee’s key responsibilities and contributions]
[Details of the employee’s promotions, as well as soft skills that make them pleasant to work with]We are confident that whatever they choose to pursue next, they will do so with the same passion and commitment demonstrated during their tenure at our company.
We wish [employee first name] all the best in their future endeavors, and I would be happy to discuss their employment with [company name] if you have any questions.
Sincerely,
[Your name]
[Your job title]
[Your contact details]
Example Experience Letter
Let’s take a closer look at the formal letter format. We provided tips on crafting the body, but nothing compares to a practical example. Here’s one for reference:
December 1, 2026
The Cat Project
Norman Fester, Chief Executive Officer
1234 Mercer Lane
Madison, AL 35756To Whom It May Concern:
The purpose of this letter is to certify that Milo Parker has been employed in the packaging department of our company since 2007.
Milo has demonstrated exceptional dedication and commitment to his role. Initially, he worked part-time during peak seasons and later transitioned to a full-time position as a stocker, ensuring shelves were stocked and orders were packaged correctly.
In 2010, Milo was promoted to Chief Stocker, where he not only performed his stocking duties but also supervised the other stockers in the department. His leadership skills made a significant impact on both his peers and superiors.
In 2012, we encouraged Milo to enroll in managerial courses at a local technical college, which he completed by 2014. By then, he had been promoted to Quality Control Officer, where he oversaw the fulfillment area of our expanding online sales business.
In 2017, Milo expressed interest in becoming the Supervisor of the Packaging Division. His extensive knowledge of the packaging department made him the ideal candidate for this position, which he currently holds at The Cat Project.
Milo possesses outstanding organizational skills and is a thoughtful and compassionate team leader. He consistently goes above and beyond and has ambitious plans for his future. We are confident that whatever he chooses to pursue next, he will approach it with the same passion and drive he has exhibited during his time with us.
We wish Milo all the best in his future endeavors, and I would be pleased to discuss his employment with The Cat Project if you have any questions.
Sincerely,
Norman Fester, CEO of The Cat Project
NFester@CatProject.com
(123) 987-6543
The Benefits of a Letter of Experience
An experience letter can set you apart in today’s job market due to its rarity, providing several advantages:
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Proof of your employment with a previous or current employer
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Support for your resume’s claims regarding employment dates and responsibilities
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A detailed account of your tasks and the proficiency you’ve achieved
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Verification of your skill set, particularly hard skills
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Strengthening your professional relationship with your superior
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Reinforcing your value within the company
If you’re contemplating a job change or seeking a promotion, requesting an experience letter can be advantageous. Not only will it provide evidence for potential new employers, but it may also prompt your current employer to recognize your contributions and consider retaining you.
Experience Letter FAQs
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How do I start an experience letter?
To start an experience letter, write a sentence like “the purpose of this letter is to certify [employee name]’s time working for XYZ Corp.” or “this letter serves to certify that [employee name] worked at XYZ Corp. from [start date] to [end date].”
Focus on clarity rather than grandeur. The opening line should state the essential facts: who, what, and when.
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Can I ask for an experience letter?
Yes, you can request an experience letter from your current or former employer. However, if you approach your current employer, they may suspect you are seeking other job opportunities.
Requesting an experience letter from a former employer is generally easier and more effective since you can specify the job opportunities for which the letter is intended, allowing them to tailor their message accordingly.
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Is salary mentioned in an experience letter?
No, salary is typically not included in an experience letter. If you’re submitting a letter from a company, you’re likely also listing them as a reference.
If a hiring manager wishes to verify your past salary, they can inquire during the reference check.
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Why do you need a work experience letter?
While not mandatory, having a work experience letter can substantiate your past achievements and professional contributions. If you’re applying for positions in distant locations or even abroad, an experience letter can validate your skill set.
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Can an employer deny a request for an experience letter?
Yes, an employer can refuse a request for an experience letter. There is no legal obligation for anyone to provide one, and companies may decline, particularly if the employee was terminated for behavioral or legal reasons or underperformed.
Individuals may also opt not to write an experience letter if they feel unqualified to do so.
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What should be mentioned in an experience letter?
The experience letter should include the duration of employment, job title(s), responsibilities, and positive attributes.
Keep in mind that the goal of an experience letter is to provide a summary of the employee’s time at the company and confirm their employment, so include any necessary details to achieve that.
Final Thoughts
Experience letters vary in depth and length based on the employee’s experience, the detail required to explain their role, and who is writing the letter.
For employers, an experience letter communicates your recognition of the employee’s value. It might prompt you to reassess your retention strategies if you risk losing a valuable team member.
On the other hand, if their future aspirations do not align with your company’s direction, writing a letter and wishing them well can be a gracious way to acknowledge their contributions.
Both parties should approach this as a professional document. It’s not a venue for personal sentiments, whether positive or negative—just business. Maintain a professional tone in both requests and the resulting letter.
References
Author
Kristin Kizer is an award-winning writer, television and documentary producer, and content specialist who has worked on a wide variety of written, broadcast, and electronic publications. A former writer/producer for The Discovery Channel, she is now a freelance writer and delighted to be sharing her talents and time with the wonderful Zippia audience.
