Experience Letter Wrong Designation? Fix It

Reviewed on: 2026-09-17.

Use this written request first with HR. If HR refuses or delays, keep the same facts in your complaint to the Labour Commissioner.

To,
The Human Resources Manager,
[Company name, address]

Subject: Request to resolve experience letter contains wrong designation

Respected Sir/Madam,

I, [your name], worked in [company name] as [correct designation as per the appointment letter] from [joining date] to [relieving date] (employee ID [number]). The experience letter issued to me on [date of issue] records my designation as [wrong designation], which does not match my service record.

I request you to issue a corrected experience letter showing my designation as [correct designation]. I am enclosing:
1. Appointment letter (shows the correct designation)
2. Experience letter issued on [date] (shows the wrong designation)
3. Salary slips showing the designation
4. Other proof — promotion letter or internal emails showing the designation

Kindly issue the corrected experience letter within 15 days. If the error is not corrected, I will be constrained to escalate the matter to the Labour Commissioner.

Yours faithfully,
[Name]
[Address, phone, email]
[Date]

• EPFO
• EPFO grievance portal
• CPGRAMS

When your experience letter has the wrong designation, here is the complete guide:

1. Step 1: Why it matters. (a) the experience letter is proof of your employment (designation, duration, salary — it is required for new jobs, higher education, and visa applications), (b) a wrong designation can: (i) cause rejection of job applications (the new employer verifies the designation — and if it does not match the role you applied for, the offer may be withdrawn), (ii) cause visa rejection (some visas require experience in a specific role — the wrong designation can lead to rejection), (iii) affect career progression (the wrong designation may not reflect your actual responsibilities — making it harder to get a higher role).
2. Step 2: Common errors. (a) wrong designation (e.g., “Junior Engineer” instead of “Senior Engineer” — the employer recorded the wrong designation), (b) wrong department (e.g., “Marketing” instead of “Sales” — the employer recorded the wrong department), © wrong dates (e.g., the joining date or relieving date is wrong — the employer recorded the wrong dates), (d) wrong salary (the salary mentioned is different from the actual salary — the employer recorded the wrong amount), (e) missing information (the experience letter does not mention the designation at all — or does not mention the nature of work).
3. Step 3: How to get correction. (a) send a written request to the HR department (attach: (i) the appointment letter — which shows the correct designation, (ii) the experience letter — which shows the wrong designation, (iii) any other proof — e.g., salary slips showing the designation, internal communication showing the designation), (b) the request should specify: (i) the error (what is wrong — the designation, dates, salary), (ii) the correct information (what it should be — with supporting documents), (iii) the request for a corrected experience letter (or a correction letter/certificate).
4. Step 4: If the employer refuses. (a) the employer may refuse citing: (i) “the designation in our records is different” (but the appointment letter is the primary document — and the experience letter should match it), (ii) “the designation was changed during your tenure” (if so: the experience letter should mention all designations with dates — not just the last one), (iii) “we do not issue corrected experience letters” (this is not a valid reason — the employer has a duty to provide accurate information), (b) demand a written refusal (with the reason — this is essential for escalation), © file a complaint with the Labour Commissioner (the employer cannot refuse to correct a factual error in the experience letter).
5. Step 5: File RTI. File RTI with the employer (if government or public sector) asking for: (a) the designation of employee [name], employee ID [number] (as per the service record — from [joining date] to [relieving date]), (b) whether the designation was changed during the tenure (if yes: provide all designations with effective dates), © the experience letter issued to employee [name] on [date] (provide a copy — showing the designation mentioned), (d) whether the designation in the experience letter matches the service record (if not: the reason for the discrepancy), (e) the employer's policy on issuing experience letters (is there a written policy — if yes: provide a copy).
6. Step 6: Escalation. (a) file a complaint with the Labour Commissioner (the Commissioner's office can take up the complaint with the employer and press for a corrected experience letter — the old Industrial Employment (Standing Orders) Act, 1946 stands repealed, and standing orders, including classification of workers, now fall under the Industrial Relations Code, 2020, in force from 21 November 2025), (b) file a consumer complaint (the wrong designation is a deficiency of service — the consumer forum can order correction and compensation), © file a civil suit for mandatory injunction (the court can order the employer to issue a corrected experience letter — with the correct designation), (d) file a writ petition (if the employer is a government body — the High Court can order correction).
7. Step 7: Alternative proof. (a) if the employer does not correct: use other documents to prove the correct designation: (i) the appointment letter (showing the correct designation — this is the primary document), (ii) salary slips (showing the designation — month by month), (iii) PF/ESI records (showing the designation — these are official records), (iv) internal communication (emails, letters showing the designation), (b) provide a covering letter to the new employer (explaining the discrepancy — and attaching the supporting documents), © file RTI with the EPFO (asking for the designation in PF records — the EPFO records are official and can be used as proof).

If the employer delays other exit documents too, see Relieving Letter Delayed: What to Do Next and Payroll Account Not Closed after Exit. For taking the employer to the authorities, see Labour Department Complaint Against Employer: Salary, PF, Gratuity and Fake Experience Certificate Trap — Employees, HR & Companies (2026). See also HR Refuses Certificate and Find PIO.

Read next:

• The RTI Playbook
• Practical Guides hub
• Jobs and Employment practical guides