Work Experience Letter: Definition, Tips and Templates
Updated 18 January 2023
When you decide to move on and switch companies or pursue a different career, there are many documents that you have to include in your work portfolio, such as your CV and cover letter. It can be helpful to include a work experience letter, also known as a company experience letter. An experience letter is a formal document completed by your former manager, supervisor or employer. In this article, we explore what an experience letter is, how to write one and provide a template and an example of an experience letter.
What is a work experience letter?
A work experience letter is a formal document written by a former employer detailing an employee's time at the company. An employer would typically write an experience letter when one of their employees, or a former employee, is close to moving to another company, either in a similar role or switching career paths. An experience letter is a recommendation letter. It is important as a future employer may use it to know an individual's skills and experience and whether the information provided matches their CV and cover letter.
You can approach your employer directly to ask them to write a company experience letter for you. Ask your direct manager as it's helpful for the employer to have a good knowledge of your times with the company and the skills you've accumulated. If your manager cannot give you a letter, you can ask a senior member of your team. Ask early, so that you have plenty of time to ask someone else to write an experience letter.
Related: What Is An Internship?
How to write an experience letter
If you ever have to write an experience letter, or want to know what's included in your own, follow these steps:
1. Use company letterhead
When writing a letter of experience for a current or previous employee, it may be helpful to write it using the company letterhead. This ensures the document looks professional. You can do this by printing your typed document on the letterhead. If your organisation does not have a letterhead, include the company seal/name at the top of the letter.
2. Include the issued date
As with most formal letters, be sure to include the date of the letter in the top right-hand corner. You may choose to write out the date in full or in the DD/MM/YYYY format. Either way, the letter includes the exact date, month and year.
Example: October 3, 2021, or 03/10/2021
3. Open with a formal greeting
Be sure that the letter formally addresses the new employer. If you know the name of the new employer, you can address them as 'Dear Mr/Mrs', followed by their surname. If you are unaware of their name, you can write 'Dear Sir/Madam.' Alternatively, you can choose to write 'To Whom It May Concern' as another formal salutation.
Related: How To Start a Professional Letter
4. Employee's full name
An experience letter can include the employee's full legal name to reduce any confusion if it is a common name. This also helps the hiring manager easily attach the letter to the employee's existing file. Be sure that the full name is at the start of the letter, after which you can refer to them by simply their first name or 'Mr/Mrs', followed by their surname.
5. Include their job title
Include their official job title at the end of their employment with the organisation. If they gained promotion within their time at the company, you could include this information too. Verify that this information is correct according to their start dates in the position.
Example: Mark held the title of Marketing Manager at the company. We promoted them from their role as Marketing Associate as they showed the attributes of being a team leader and was able to build great rapport with people.
6. Include the name of your company
While it can be on the letterhead, you can include the full legal name of the company. This helps to show that it is an authentic letter. If the organisation operates under a slightly different name to the legal one, include both for clarity.
Example: Broad Street Marketing Group, Ltd., also known as Broad Street Group.
7. Include the period of employment
Check that the duration of their time with the company is in the letter. If they still work at the company, you can write 'present' as their end date. If they hold multiple positions at the company, ensure that each position is in the letter too.
Example: Mark's employment with our company began on June 7, 2018, and ended on August 10, 2021. They held the position of Marketing Manager from April 20, 2020.
8. Personal Description
Ensure that their skills, knowledge and experience working with the company are in a personal description. You may receive a copy of the job description for their new role to include relevant information regarding their expertise. This allows you to include their most relevant experience in the letter.
Related: Transferable Skills
Example: Mark showed an excellent ability to delegate responsibilities to their team, build client relationships and devise new marketing strategies. From personal experience, they are easy to get along with and are a valuable team member.
9. Include a positive statement about the employee's future
If possible, include a short statement at the end wishing the employee the best for their future. You can also include how they've helped the company grow and their service is invaluable. This shows the future employer that they built a good relationship with you.
Example: Mark is leaving due to their desire to further their career, and I wish them all the best for the future.
10. Sign off the letter
Conclude the letter with a formal sign-off, such as 'Sincerely', or 'Kind regards'. Also include your name, signature and position within the company and the company seal. This information can help the prospective employer contact you easily if there are more questions.
Related: How To End a Letter
Work experience letter template
If you are unsure what a work experience letter looks like, you can follow a basic format. Here is a sample employee experience letter format:
[Date of issuance:]
[Dear Mr/Mrs/Sir/Madam] or To Whom It May Concern
This letter certifies that [Employee's name] was an employee in the role of [Employee's position] with [Company's name] during the period beginning [Employee's start date] and ending [Employee's last day].
During their time with [Company's name], [Employee's name] has remained dedicated and loyal to their work and responsibilities with our company. Their responsibilities included [list key responsibilities, experiences, skills and strengths.]. They have done an exemplary job while in this role. [Employee's name] has always maintained a professional and courteous attitude and appearance while with our company.
Their decision to end their employment with our company is solely their own decision. We wish them all the best in their future career opportunities.
Please contact our company for any additional information, or administrative documents relating to the employee.
[Printed name of signatory]
[Name and address of organisation]
Sample experience letter
Here is an example of how a completed employee experience letter for an IT position may look when using the format template provided in the above section:
Date of issuance: August 28, 2019
Dear Kelley Smith,
This letter certifies we employed Samantha Clarke as an IT specialist with our company, Global Tech Solutions, during the period beginning May 15, 2014, and ending September 1, 2019.
During their time with Global Tech Solutions, Mrs Clarke has remained dedicated and loyal to their work and responsibilities with our company. Their responsibilities included installing new hardware and software, testing IT systems and technologies to ensure they met necessary standards, ensuring safe and secure data storage, assisting with network administration tasks and resolving all co-worker complaints and issues regarding IT systems and software.
I can confirm they possess the strong analytical and problem-solving skills needed to diagnose, resolve and maintain IT systems and technology and has excellent verbal and written communication skills. They have done an exemplary job while in their role as an IT specialist at Global Tech Solutions. Mrs Clarke has always maintained a professional and courteous attitude and appearance while with our company.
Mrs Clarke's decision to end their employment with our company is solely their own decision, and we wish them all the best in their future career opportunities.
Please contact our company for any additional information, or administrative documents relating to Mrs Clarke.
Global Tech Solutions, 852 Executive Park Drive
The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
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