Who signs an experience certificate?

Someone who can speak for the company: the HR manager, a director, a partner or, in a small firm, the proprietor. Their typed name and designation go under a line they sign by hand.

Is an experience certificate the same as an experience letter or a relieving letter?

Experience letter is another name for the same document. A relieving letter is different: it confirms that the resignation was accepted and gives the date the employee was relieved. Many companies hand over both on the last working day.

What is a service certificate?

The name factories, schools and public bodies often use for an experience certificate. It states the post held and the period of service, and sometimes the reason for leaving.

Should the experience certificate be in Word or PDF?

Prepare it in Word so you can change the details, then print it on letterhead and sign it. When the employee also needs a digital copy, send a PDF of the final text rather than an editable Word file.

Can I issue experience certificates for many employees at once?

Yes. Put the certificate on a letterhead template in DynaPictures and import a CSV or Excel file with names, designations and dates. Each row becomes a PDF named after the employee.

Experience Certificate Format: Word & PDF

Work experience certificate samples

Each sample follows the layout Indian employers use: letterhead, name, designation, dates of joining and leaving, duties, a line on conduct, then place, date and signature. The first one has blanks to fill in.

Experience certificate format

To whom it may concern This is to certify that [Mr./Ms.] [Employee's name] worked with [Company name] as [Designation] in the [Department] department from [Date of joining] to [Date of leaving]. During this period, [his/her] responsibilities included [main duties]. We found [him/her] sincere and hard-working, and [his/her] conduct was good throughout [his/her] service. We wish [him/her] every success in [his/her] future career. [Place], [Date] For [Company name] [Signatory's name] [Signatory's designation]

For a software developer

To whom it may concern This is to certify that Mr. Rohan Mehta worked with Kaveri Infotech Pvt. Ltd., Pune, from 12 July 2022 to 30 September 2026. He joined as a Software Developer and was promoted to Senior Software Developer in April 2025. In our e-commerce product team he built React and Node.js features, wrote automated tests and handled production support on a weekly rotation. Rohan delivered his work on time and was rated highly in his annual reviews. We wish him all the best for the future. Pune, 30 September 2026 For Kaveri Infotech Pvt. Ltd. Ananya Kulkarni Manager, Human Resources

For an accountant

To whom it may concern This is to certify that Ms. Sneha Iyer was employed with Ashoka Accounting Services, Chennai, as an Accounts Executive from 1 April 2020 to 31 August 2026. She maintained the books of 40 client firms in Tally, prepared GST returns and TDS statements, reconciled bank accounts and supported the year-end audits. Ms. Iyer is leaving us at her own request. Her work was accurate and her conduct during her service was excellent. Chennai, 31 August 2026 For Ashoka Accounting Services K. Raghunathan Partner

For a graphic designer

To whom it may concern This is to certify that Ms. Priya Nair worked at Pixelnest Design Studio, Kochi, as a Graphic Designer from 3 January 2023 to 15 October 2026. She designed brand identities, social media creatives and print material for our hospitality and retail clients, and prepared press-ready artwork in Adobe Illustrator, Photoshop and InDesign. Priya also mentored two junior designers and presented concepts to clients. We are happy to recommend her for any design role. Kochi, 15 October 2026 Arjun Menon Creative Director

For an interior designer

To whom it may concern This is to certify that Mr. Kunal Shah was employed by Aangan Interiors LLP, Ahmedabad, as an Interior Designer from 1 June 2021 to 31 July 2026. He took homes and offices from concept to handover: AutoCAD drawings, 3D views, material and cost estimates, and coordination with carpenters, electricians and vendors on site. He led the fit-out of a 4,000 square foot office that was handed over two weeks ahead of schedule. His conduct and character were good. Ahmedabad, 31 July 2026 For Aangan Interiors LLP Meera Desai Principal Designer

For a staff nurse

To whom it may concern This is to certify that Ms. Reena Thomas worked at Lifeline Multispeciality Hospital, Bengaluru, as a Staff Nurse from 2 May 2019 to 30 June 2026. She worked in the cardiac care unit and later in the emergency department, on rotating day and night shifts. Her duties included monitoring patients, giving medicines as prescribed, keeping nursing records and guiding nursing students during their clinical postings. She was punctual, caring and dependable. Bengaluru, 30 June 2026 Lalitha Rao Nursing Superintendent

Anubhav praman patra (अनुभव प्रमाण पत्र): Hindi format

If your staff or their next employer work in Hindi, issue the anubhav praman patra in Hindi. It holds the same facts as the English version: name, post, dates of service, work and conduct, then the place, the date and the signatory's name and post.

कार्यालय सहायक के लिए (office assistant)

प्रमाणित किया जाता है कि श्री अमित कुमार वर्मा, पुत्र श्री राजेंद्र प्रसाद वर्मा, ने हमारी फर्म शर्मा ट्रेडर्स, जयपुर में दिनांक 01/04/2021 से 30/09/2026 तक कार्यालय सहायक के पद पर कार्य किया है। इस अवधि में उन्होंने बिलिंग, पत्राचार और स्टॉक रजिस्टर का कार्य पूरी लगन से किया। उनका आचरण एवं व्यवहार सदैव संतोषजनक रहा। हम उनके उज्ज्वल भविष्य की कामना करते हैं। स्थान: जयपुर, दिनांक: 30/09/2026 सुनील शर्मा प्रोप्राइटर, शर्मा ट्रेडर्स

विद्यालय की अध्यापिका के लिए (school teacher)

प्रमाणित किया जाता है कि श्रीमती पूजा सिंह हमारे विद्यालय आदर्श बाल विद्यालय, लखनऊ में दिनांक 01/07/2019 से 31/03/2026 तक सहायक अध्यापिका के पद पर कार्यरत रहीं। उन्होंने कक्षा 6 से 8 तक हिंदी एवं संस्कृत विषय पढ़ाए तथा विद्यालय के सांस्कृतिक कार्यक्रमों का संचालन किया। उनका शिक्षण कार्य उत्तम एवं आचरण प्रशंसनीय रहा। विद्यालय परिवार उनके उज्ज्वल भविष्य के लिए शुभकामनाएँ देता है। स्थान: लखनऊ, दिनांक: 31/03/2026 रमेश चंद्र त्रिपाठी प्रधानाचार्य

वाहन चालक के लिए (driver)

प्रमाणित किया जाता है कि श्री राजेश यादव हमारी संस्था गुप्ता ट्रांसपोर्ट कंपनी, इंदौर में दिनांक 15/06/2020 से 31/08/2026 तक वाहन चालक के पद पर कार्यरत रहे। इस दौरान उन्होंने मध्य प्रदेश और महाराष्ट्र के मार्गों पर मालवाहक वाहन सुरक्षित रूप से चलाए तथा उनके विरुद्ध कोई शिकायत प्राप्त नहीं हुई। यह प्रमाण पत्र उनके अनुरोध पर जारी किया जा रहा है। स्थान: इंदौर, दिनांक: 31/08/2026 विनोद गुप्ता प्रबंधक

What to include in an experience certificate

Recruiters and background-check teams read the same few lines in every experience certificate. Give them exact facts rather than praise.

Element	What to write
Letterhead	Company name, registered office address, phone number, email and website. A company also prints its Corporate Identity Number (CIN) here.
Title and opening	Experience Certificate or Work Experience Certificate as the heading, then 'To whom it may concern' and 'This is to certify that'.
Employee's name	Full name as in your payroll, with Mr. or Ms.; many firms add the employee code after the name.
Designation and department	The last designation held. If the employee was promoted, give each designation with the date it started.
Dates of joining and leaving	Exact dates written out, such as 12 July 2022, the same as in the relieving letter and the full and final settlement.
Duties and conduct	Two or three lines on the actual work, then one line on conduct, for example 'Her conduct during her service was good.'
Place, date and signature	Place and date of issue, 'For [Company name]', and the name and designation of the HR manager or a director under a line signed by hand.

If your business is a company, Section 12(3)(c) of the Companies Act, 2013 requires its name, registered office address, Corporate Identity Number and telephone number, plus email and website addresses if it has them, on all its letter papers. Issue the certificate on that letterhead.

Experience certificates on your letterhead

Three letterhead designs with the experience certificate already laid out: logo and company details at the top, the employee's name, designation and dates in a panel, and space for the signature. Change the colours and fonts in the editor to match your stationery.

Spreadsheet

Experience certificates for every leaver, from your HR data

Exits come in waves after appraisals and at the end of big projects, and each leaver expects an experience certificate on the last working day. DynaPictures lays out one certificate per row of your HRMS export on your letterhead, as a PDF named after the employee; after sign-up the editor opens with this template.

Rows from your HRMS export in CSV or Excel
One PDF per leaver, named after them
Long names and designations resize to fit

A DynaPictures spreadsheet with one row per image, and the image generated from the selected row

Get started Automatic certificate generator

How to write an experience certificate

1.

Pick a format

Use the English format above, the Hindi version, or the role sample closest to the job the employee did.

2.

Fill in facts from HR records

Designation, department and dates come from the personnel file; ask the reporting manager for two lines on the work.

3.

Sign it for the last working day

Print it on letterhead, sign it and hand it over together with the relieving letter when the employee leaves.

Experience certificate FAQ

Use the company letterhead and begin with 'This is to certify that', then give the employee's name, designation, department, and dates of joining and leaving. Add two or three lines on the work and one on conduct, and end with the place, date and the signatory's name and designation.

Experience certificate format and samples