A release is a resultant or consequence of a request. An individual may be released from employment, jail, school, hospital, loan, etc. But s/he is usually released either when s/he resigns from employment or has completed term in jail or needs to change a school due to transfer or has completed treatment in the hospital.

A Release Letter is written as a confirmation indicating that the request for release has been accepted. It should ideally give details of the reason for accepting the release along with the effective date when a person is being released. The emotion while requesting a release however isnot always a happy one. The news of being released from jail or a hospital is definitely great news but the same may not hold true while being released from employment or school. It totally depends on the circumstances under which the release has been requested.

DOS AND DON’T’S OF RELEASE LETTER

  • The release of a Release Letter should be expedited as soon as a request for it is made
  • The Release Letter should clearly have the reason why the release was requested and the reason why it has been accepted
  • It should also have a date on the top left corner of the letter indicating the origin of the letter
  • The date effective which the release will be done also forms an important part of the letter
  • The letter should be brief and crisp
  • There should be no grammatical or punctuation errors
  • Since normally a Release Letter is given in response to a request, it should be on the company letterhead
  • It should be addressed only to the person to whom the letter is being given
  • The letter should always have a number and email address to contact the company if required
  • A reference of the request should be given in the letter so that it is easy to relate to
  • A typed Release Letter always speaks volumes than a hand written one
  • There is no scope for any language errors in the letter, as that does not give a good impression about the company sending the letter
  • The letter should always extend any assistance that the reader may require in order to ensure that future channels of relationship are not closed
  • To give authenticity to any document, a signature should always be done by hand and should not be a scanned signature

SAMPLE RELEASE LETTER

________________ (Name and address of reader)

________________ (Date)

Subject: Release of loan as per application # _____________

Dear Sir or Madam

This is with reference to your application number _________ dated _________ requesting a housing loan from our institution.

We are extremely delighted to inform you that your loan application has been approved. The loan amount will be released to the builder as per details below:

_______________ (Name and address of builder)

________________ (Amount of loan to be released to builder)

________________ (Mode of loan payment)

The loan amount will be released latest by __________ (date). Please feel free to confirm the same with us after the due date.

The loan repayment to our institution payable by you will be as per terms and conditions agreed upon. A copy of the signed terms and conditions is being enclosed for your reference.

In case of any clarifications, you may please contact the undersigned at ____________ (phone number) or write to her/him at _________ (email address).

We hope to assist you in future also.

Best regards,

(Name of signing authority)

Encl: As above