An experience certificate, also known as a service certificate, is an official document that proves a person gained practical experience in a specific field during their employment at a particular company. The company issues it to the employee at the end of the working relationship, and it serves as an important tool that employees use for many purposes, such as:
- Applying for a new job.
- Securing an academic scholarship.
- Travel.
- Other purposes.
What is the value of an experience certificate?
It is one of the most important professional documents a person can hold, playing a pivotal role in many aspects of professional life. Below are its most notable benefits:
Higher chances of landing a job
An experience certificate is formal proof of an employee’s competence and eligibility for a specific role. It gives employers confidence in the applicant’s capabilities, which raises the likelihood of being selected for the target position.
Starting a freelance career
Freelancing requires building strong trust with clients, which can be a major challenge for beginners. This is where an experience certificate becomes valuable: it strengthens client confidence in the freelancer’s abilities and professional skills, making it easier to win new projects. Read also: What is freelancing and why does it matter in the job market
Earning an academic degree in your field
Some academic programs require evidence of professional experience. Holding an experience certificate proves the competence and knowledge a person has in their field, qualifying them for study programs that match their goals and help expand their skills. Academic scholarships Scholarships are highly competitive, and professional experience is often a decisive factor in admission. Attaching an experience certificate to a scholarship application increases the chances of approval because it demonstrates the seriousness and competence of the applicant.
Strengthening your resume
The resume is the primary tool used to apply for jobs. Attaching an experience certificate strengthens the resume and makes it more convincing to prospective employers, raising the odds of getting hired.
Use in legal disputes
An experience certificate can be part of the official documents used to resolve work-related legal disputes. It provides evidence of an individual’s performance and skills and may help settle cases related to employment contracts or employee obligations.
Why experience certificates matter for individuals
An experience certificate is one of the core tools that boost an individual’s prospects across many areas, including:
When applying for a job:
When seeking a position at a new company, submitting experience certificates from previous employers documents the applicant’s competence and skills. This matters even more if the certificates come from well-known or international companies.
When applying for a scholarship:
Many master’s and doctoral scholarships require practical experience in the field of study, especially professional master’s programs. In such cases, certified experience certificates serve as proof of the required practical experience.
Accumulating years of experience:
If a person has worked at several companies over the years, experience certificates help them consolidate and prove their total years of professional experience.
Why experience certificates matter for companies
Experience certificates are not just useful for individuals; they also matter for companies. Their value can be summed up in the following points:
Strengthening the hiring process:
When companies commit to issuing experience certificates that contain accurate role descriptions and performance evaluations, it becomes easier for other companies to identify the right talent to hire.
Demonstrating company professionalism:
Experience certificates are proof of a company’s professionalism and reliability, increasing its appeal to top talent and skilled professionals.
Raising employee performance:
To issue accurate and comprehensive experience certificates, a company needs a performance evaluation system that tracks employee progress periodically. This improves overall performance by identifying strengths and weaknesses and providing the right support.
Legal compliance:
Employees have the right to receive experience certificates at the end of their employment, and issuing them is a legal obligation for companies. Compliance reflects the company’s alignment with the laws and regulations governing the labor market.
What should you write in an experience certificate?
Writing an experience certificate requires including a set of essential elements that give it the credibility and clarity it needs. The most important ones are:
Company identity, document title, and issue date
The certificate should begin with the company’s full name, its official address, and the company logo if available. The phrase “Experience Certificate” should appear clearly at the top of the document, and the issue date should be stated to indicate when it was issued.
Employee personal information:
This section includes the employee’s precise personal data. It is essential to write the employee’s full name, ID number, and social insurance number. These details help avoid confusion caused by name similarity and add credibility to the certificate, confirming that it specifically refers to the named individual.
Defining the experience period:
Write the exact number of years the employee spent at the company, clearly stating the first and last day of work. If the company operates under a parent group or trades under different commercial names, mention the parent company to keep the context clear.
Clarifying the job title:
To hold a valid experience certificate, the job title the employee held during their tenure must be mentioned, along with the grade and position reached. If the employee moved between several positions or was promoted during their tenure, this should also be clarified.
Describing the nature of the work:
The certificate should include a description of the work the employee performed, highlighting the duties and tasks assigned. If the employee held a managerial or leadership position, that should be stated clearly, along with the department or sector they worked in.
Signing and authenticating the certificate
Once writing is complete, the certificate should be printed on paper bearing the company’s logo and identity, along with its contact information. It should be signed by the responsible managers and authenticated with the company’s official stamp or the stamp of the human resources department.
Adding company-specific information
Some companies add extra details or adjust the points above based on their vision and the nature of their business. This gives the certificate a distinctive character that aligns with the company’s internal policies.
Uses of an experience certificate
An experience certificate is an important document that proves an employee’s tenure at a specific company. Its value comes from its use in several key situations:
1. Attaching it to a resume
Attaching experience certificates to a resume strengthens its value and draws the attention of recruiters, increasing the chances of getting hired.
2. Searching for a new job
An experience certificate is one of the core documents many companies request when applying for an open position. It serves as proof of the applicant’s competence and professional experience.
3. Internal promotions
An experience certificate can help an employee earn a promotion within their current company, since it shows the growth and competence gained during their tenure.
4. Freelancing
At the start of a freelance journey, the freelancer often struggles to win client trust. An experience certificate plays a major role in building that trust because it officially proves the freelancer’s experience in their field.
5. University admissions and scholarships
Some academic programs, such as professional diplomas, require practical experience for admission. An experience certificate is the ideal way to prove that experience. It is also used when competing for scholarships, where it is one of the criteria universities or organizations use to evaluate applicants.
6. Moving between departments inside the company
An experience certificate may be used to prove competence and experience when an employee requests a transfer to another department within the same company, improving the chances of approval.
7. Legal disputes
As an official document from the company, an experience certificate is sometimes used as evidence in legal disputes that may arise between the employee and the company.
Other situations
An experience certificate is used in any situation that requires proving practical experience in a specific field, making it a versatile and valuable document for individuals across various professional and educational paths.
Legal framework and employee rights: the experience certificate under the Saudi Labor Law
To obtain any official document in the Kingdom, you must refer to the legislative framework. When it comes to documenting your professional history, the Saudi Labor Law clearly safeguards employee rights in Saudi Arabia to receive an official experience certificate. This section explains the key legal details you should know.
A. Article 64: your fundamental, non-waivable right
The reliability of the article must rest on the text of the law. Article 64 of the Saudi Labor Law states explicitly that: “Upon the expiration of the work contract, the employer shall, if the worker requests, provide a service certificate free of charge, stating the date of joining work and the date of its termination, the type of work the employee performed, and the wage received. If the certificate contains anything that may harm the worker’s reputation or reduce their job prospects, the worker may request its amendment or cancellation.” Why Article 64 matters:
- A core right: An employer cannot refuse your request for an experience or service certificate.
- Free of charge: It must be issued without any cost to the employee.
- Reputation protection: Employee rights in Saudi Arabia extend even to the content of the certificate, where you have the right to object to any statement that harms your professional reputation.
B. When can you request the certificate? (termination cases)
The certificate is tied to the end of the contractual relationship. Here, Article 77, which governs contract termination, should be mentioned. You may request an experience certificate whether the work contract ends through:
- Resignation or the expiration of the agreed-upon term (in the case of a fixed-term contract).
- Termination by the employer (with or without a legitimate reason, in accordance with Article 77).
- Retirement.
Important note: If the contract is terminated under Article 77 without a legitimate reason, employee rights in Saudi Arabia do not lapse; in fact, the certificate becomes even more important for documenting the employee’s tenure.
What is the difference between a service certificate and an experience certificate?
| Comparison aspect | Service certificate | Experience certificate |
|---|---|---|
| Main objective | Documents the time period only. Purpose: prove a prior employment relationship. | Evaluates performance and competence. Purpose: highlight skills, achievements, and the nature of tasks completed. |
| Core content | Basic data only: start date, end date, job title, and base salary. | In addition to the basics: includes a performance evaluation, a detailed description of tasks and key achievements, and a statement of the professionalism and skills gained. |
| Legal obligation | Mandatory. The employer is legally obligated under Article 64 of the Saudi Labor Law (if the employee requests it). | Not mandated to include an evaluation. The law does not require employers to add a performance evaluation, but it is usually requested to boost the employee’s prospects. |
| Impact on hiring | Lower impact; it proves you worked. | High impact; used as a tool for differentiation and acceptance into new jobs or migration applications, since it offers a comprehensive picture of your competence. |
| Typical requesting party | Government agencies, insurance period proofs, or simple procedural requirements. | Large private companies, graduate programs (master’s or doctoral), or applications for senior roles that require strong experience. |
Key elements of an experience certificate
There are core elements every experience certificate must include to ensure clarity and credibility. They can be summarized as follows:
- Document title: The title should clearly begin with a phrase such as “Experience Certificate” or “Service Certificate” to distinguish it from other documents.
- Company information: Includes the full name, line of business, location, and contact details. Including identity elements such as the logo is preferred.
- Employee information: Must be clear and accurate, including full name, ID number, and contact information.
- Start and end dates of employment: Include the dates the employee joined and left the company, since they define the experience period.
- Job description and experience gained: The certificate must contain an accurate description of the employee’s duties and the positions held during their tenure.
- Signature and authentication: For the certificate to be recognized, it must be signed by the person responsible for issuing certificates at the company and then stamped.
How do I get an experience certificate from the General Organization for Social Insurance (GOSI)?
Extracting an experience certificate from the General Organization for Social Insurance (GOSI) is a straightforward process that can be done electronically. Here is a detailed walkthrough:
- Access the website: Start by visiting the official GOSI website here.
- Log in: Sign in using your personal details, such as your ID number and password, or via the Saudi national single sign-on (Nafath).
- Reach the user dashboard: After logging in, you will be taken to a dashboard that contains many electronic services and options.
- Select the certificates service: From the dashboard, choose “Certificates” and click on it.
- Download the experience certificate: Inside the certificates section, you can request the experience certificate for download.
Digital procedures: extracting an experience certificate electronically from Qiwa
As part of the Kingdom’s digital transformation, Qiwa has become the official platform for documenting contracts and issuing service and experience certificates for private-sector employees. If you are looking for a way to extract an experience certificate electronically, this is your guide to doing it through the government platform.
A. What is a Qiwa experience certificate?
The certificate issued by Qiwa is an official, trusted record of an employee’s experience across every establishment they have worked at in the Saudi private sector, linked to GOSI data. This record is characterized by:
- Reliability: It is an officially government-approved certificate.
- Comprehensiveness: It lets you review your employment history across all establishments.
- Ease of extraction: It safeguards employee rights in Saudi Arabia by enabling fast, electronic issuance.
B. Step-by-step guide: how to extract an experience certificate electronically
To obtain a Qiwa experience certificate, follow these steps:
- Log in: Sign in to Qiwa using your credentials via the Saudi national single sign-on (Nafath / Absher).
- Go to services: From the main menu, choose “Electronic services” or “Employee services”.
- Certificates service: Look for “Certificates management” or “Issue experience certificate”.
- Select the period: A list of all your documented employment periods will appear. Pick the period or periods you want to issue a certificate for.
- Generate the certificate: Click “Generate certificate” or “Issue”, and the platform will produce the certificate electronically as a downloadable, printable PDF.
Qoyod tip: Make sure your contract data on Qiwa is up to date and matches reality before extracting your experience certificate electronically, so your professional information stays accurate.
Practical tips for writing a professional experience certificate
Writing an experience certificate is a detail-oriented task. Here are tips that will help you craft a professional one:
- Start with the basics: Make sure the certificate includes essentials such as the employee’s name, job title, and start and end dates. These elements keep the certificate accurate and recognized.
- Be precise about tasks and achievements: Try to be specific when listing responsibilities and accomplishments. For example, instead of saying “the employee was responsible for daily tasks”, you can write “the employee managed a team of 5 staff and coordinated projects over 6 months”.
- Use professional language: Stick to a formal, professional tone. Avoid colloquialisms or vague phrases. Keep the text clear and easy to understand.
- Emphasize positive evaluation: When writing the evaluation, rely on factual, positive observations. You can use phrases such as “the employee demonstrated strong commitment” or “excelled in performing their duties”.
- Proofread for grammar and spelling: Make sure the certificate is free of language and spelling errors, because mistakes can hurt its credibility.
Common mistakes to avoid:
- Excess detail: Avoid attaching unnecessary information that may confuse the reader.
- Over-flattery: Aim for balance between a positive evaluation and reality.
- Missing manager signature: Don’t forget that the certificate must carry the signature of the direct manager or the relevant authority.
Note
The certificate shows important details such as the name of the establishment or establishments the person worked at, the period of employment, and the positions held. This is useful for many purposes, such as submitting it to new employers or for other official needs that require proof of practical experience.
How can Qoyod help you when issuing an experience certificate?
Qoyod accounting software is one of the leading systems offering full solutions for managing human resources. It comes with a set of features that significantly improve and simplify the process of issuing experience certificates for employees. Here is a closer look at how to benefit from the software in this area:
- Track employee performance and roles: Lets you accurately evaluate employee performance, which helps you produce an experience certificate that reflects the employee’s role.
- Attach documents and images to employee files: Offers the ability to attach documents and images inside employee files, allowing issued certificates to be stored in an organized way.
- Save time and effort: Thanks to the integrated system Qoyod provides, issuing experience certificates becomes faster and less complex.
- Accuracy and professionalism: Helps you prepare an accurate experience certificate based on clear, defined data collected over the employee’s tenure.
- Easy access and sharing: With the software’s cloud storage capabilities, experience certificates can be accessed anywhere, anytime.
Frequently asked questions
What is an experience certificate?
An experience certificate is an official document that proves a person worked at a specific company for a defined period of time and outlines their skills and practical experience during that period.
What is the difference between an experience certificate and a service certificate?
The two terms are often used interchangeably, but a service certificate may sometimes be limited to confirming the employment period without additional details about skills and achievements.
Is an experience certificate mandatory when leaving a job?
No, but it is an earned right for the employee if they request it, and the company must issue it in accordance with the labor regulations in force.
Can an experience certificate be used for academic purposes?
Yes, some academic programs or scholarships require an experience certificate as evidence of professional competence.
How can I verify the authenticity of an experience certificate?
You can verify an experience certificate by:
Contacting the issuing company.
Confirming the presence of an official signature and stamp on the certificate.
Is there a fixed format for writing an experience certificate?
There is no unified format, but it is best to follow the core standards, such as including the key details and the official signature.
In closing
The value of holding an experience certificate in strengthening our professional journey and opening new horizons cannot be denied. It is not just an official document; it is a bridge between past experiences and future ambitions, and a living testament to our competence and ability to deliver. We should be keen to obtain it and present it in a way that truly reflects our skills and dedication. Remember that holding strong experience certificates can be the difference that gives us the opportunity to achieve our professional goals and move toward a bright future.
Now that you know what to write in any experience certificate, try Qoyod now for free for 14 days. It is an accounting software that will help you prepare the best experience certificates in no time.