Experience letter generator — service certificate with exact tenure

How to use the experience letter generator

1. Enter the Organisation name (issuer), its address and contact, and a Letterhead colour.
2. Fill in the Employee name, Employee ID (optional), Last designation and Department.
3. Optionally list Earlier designations as role, from, to, one per line, with dates as YYYY-MM-DD.
4. Set the Date of joining and Last working day.
5. Choose a Conduct remark and whether to Close with good wishes.
6. Add the signatory, letter date, place and reference, then print or save as PDF.

What it does and when to use it

When someone leaves, future employers, background-check firms and sometimes visa offices ask for proof of their work history. The experience letter, also called a service certificate, provides it: who they are, when they worked for you, and in what role.

The letter is addressed “To whom it may concern” with the subject “Experience certificate”. It certifies that the person “worked with [company] from [joining date] to [last working day], a period of [tenure]”, states the position held when they left, adds the “Positions held” table if you gave earlier roles, then the conduct sentence and good wishes if chosen. It closes “Sincerely, For [company]” with the signatory.

How it works

Tenure is counted from the date of joining to the day after the last working day, so both ends are included. Whole months are counted first, then the remaining days. If a start date falls on a day the end month does not have (such as the 31st), the month’s last day is used. If the last working day is before the joining date, you get an error message instead of a letter. Everything runs in your browser.

Worked examples

The sample letter. Kavya Iyer, from 12 Jul 2021 to 30 Sep 2026, last role Design lead, earlier role Designer until 31 Mar 2023. The letter reads from 12 Jul 2021 to 30 Sep 2026, a period of 5 years, 2 months, 19 days., then the positions table and the “good” conduct sentence.

A factual-only letter. Arjun Das, Accounts assistant in Finance, from 15 Jun 2023 to 14 Dec 2024, no remark and no good wishes: Tenure: 1 year, 6 months. The letter has just the two factual paragraphs.

Dates the wrong way round. Joining 1 Oct 2026 and last day 30 Sep 2026 gives The last working day must be on or after the date of joining.

Limits and tips

• A 29 February start date has its anniversary on 1 March in common years, so 29 Feb 2024 to 28 Feb 2025 counts as exactly 1 year.
• Leave salary out — if a bank needs pay details, issue a separate salary certificate.
• The original terms are in the employee’s appointment letter.