2022

7 Verification of Employment Letter Templates

Are you interested in finding out what verification of employment letters looks like? Then you are in the right place.

Verification letters are simple documents required by multiple places to ensure that you are working at a company.

What is an Employment Verification Letter?

A current or past employer writes an employment verification letter to confirm that a former employee or current employee worked at the organization. 

The request may come from a prospective employer, an employee, government agencies, prospective landlords, mortgage lenders, or agencies.

The request includes verification of dates of salary, employment, and whether the employee is expected to continue employment or is eligible to be rehired. If the employee is fired or terminated, the requestor may ask for the reason for termination.

What is in an Employment Verification Form?

Ensure the employment verification letter provides the correct information and adheres to an appropriate format.

An employment verification letter will have the company’s official letterhead or stationery, including the company logo. 

It will include the following information:

  • Employer current address
  • Address and name of the company requesting verification
  • Employee name
  • Employment dates
  • Employee job title
  • Employee job description
  • Employee current salary
  • Reason for termination

Follow Business Letter Format

Use a common business letter format when writing the letter. Firstly, include your contact information at the top, then the date, and eventually, the recipient’s contact information. Include a salutation at the beginning and end the letter with a sign.

Keep it Concise

Employment verification letters must not be too lengthy. Don’t add any information beyond what the employee asks. For example, do not provide a thorough evaluation of the employee’s work.

Include All Requested Information 

Most employment verification letters include:

  • The person’s name.
  • Their department in the company (occasionally their job title).
  • The number of times they have changed jobs.

Check with your employee if there is any additional information that needs to be added. For example, some letters include the salary, how frequently they are paid (bi-weekly, monthly, etc.), and how many total hours a week they work. However, don’t add these extra details unless requested.

Provide your Contact Details

At the end of the letter, be open to answering any further questions. Provide contact information for the recipient, such as your phone number or email.

Proofread and Edit

This letter is very important to your employee or former employee—their housing, future employment, or insurance will depend on it. Therefore, take plenty of time to make this letter serious and professional. Read carefully for any errors before you send it.

Here are some employment verification forms to get you started.

Basic Employment Verification Letter Sample

From ABC

Date: August 1, 20XX

Dear XYZ, 

This letter is to certify income and employment for [insert pronoun] has been employed at [company] and holds the title of He/She has been an employee with [company] since. The company is at [insert pronoun] current salary is $ paid yearly/monthly/weekly/bi-weekly /hourly.

The following supporting document(s) are proof of income: (Check all that apply)

  •  Pay stub
  •  Wage and tax statement (W-2)
  •  Tax return (1040)
  •  Social security proof of income letter
  •  Workers compensation letter
  • Bank statements

All of the information provided is correct to the best of my knowledge.

If you have any questions regarding the information provided, please don’t hesitate to contact me at [phone number] or (email).

Sincerely,

ABC

Sample Employment Verification Letter Template for Past Employee

XX Inc.

XX Main Street

Dallas, TX 75201

August 1, 20XX

XYZ Inc.

444 First Ave.

Dallas, TX 75001

Dear Mr. Gonzalez, 

This letter is to confirm that ABC was employed as a Senior User Experience Researcher at XX Inc. from May 3, 20XX, to September 25, 20XX. 

If you have any queries or need any additional information, please feel free to contact us at 216-333-0101 or [email protected]

Sincerely,

BD

Human Resources Manager

XX Inc.

Employment Letter Template for Current Employee

XX Inc.

XX Main Street

Dallas, TX, 75201

August 1, 20XX

XYZ Loan Company, LLC

222 Second Ave.

Chicago, 75022

To Whom It May Concern, 

Please accept this letter as verification of XYZ’s employment with XX Inc. 

Employee Name: ABC

Employment Dates: May 2, 20XX – Present

Current Job Title: Senior User Experience Researcher

Current Salary: $140,000

If you have any questions or need any additional information, please feel free to contact us at 216-333-0101 or [email protected]

Sincerely,

Richard Ramirez

Human Resources Manager

ABC Inc.

Employment Verification Letter Template with Job Description

XX Company (On Company letterhead)

425 Main Street

Pleasant Hill, CA 94523

Date (Month/day/year)

Commission on Teacher Credentialing

1900 Capitol Avenue

Sacramento, CA 94244-2700

To Whom It May Concern,

This letter is to confirm the employment of XYZ, who worked for XX Company as an Automotive Mechanic from March 17, 1995, until November 23, 2000. John was a full-time employee.

As an Automotive Mechanic, his duties were as follows:

  • General automotive repair
  • Diagnose defective engines
  • Replace defective parts
  • Tune-up engines
  • Replace brakes

Please get in touch with me at (000) 111-2222 if you have any questions.

Sincerely,

ABC (Name of Supervisor)

The owner (Position/Title)

Employment Verification Letter Template for Visa Process

[Name],

[Date],

United States Embassy

Non-Immigrant Visa Unit

Re: Employment Verification for [Beneficiary]

Dear Sir/Madam,

This letter serves as an employment confirmation letter that [Beneficiary] remains currently employed with us on a full-time basis, under the terms of his/her approved visa petition. Accordingly, the duties and responsibilities of the job remain as described in our original letter accompanying the approved visa petition.

We look forward to the rapid re-admission of [Beneficiary] to the United States to resume employment with our company and respectfully request that you kindly extend all due courtesies.

Please feel free to contact us if your office requires any further information. You may also contact our immigration counsel, XX LLP, at (215) 935-4659.

Sincerely,

[Company representative’s name],

[Title]

Request Employment Verification Sample Letter from Employer

Company Name or Letterhead

Address

City, State, Zip

Date

Addressee

Address

City, State, Zip

Dear Ms. XX,

We are considering YY for a supervisory position with our company. While we have confirmed the standard information concerning his work history and employment status at your company with the Personnel Department, we would appreciate it if you can write an employment verification and address the following areas concerning his job performance:

  • What was the nature of Mr. YY’s position?
  • Can Mr. YY’s past job be described as high pressure?
  • Did Mr. YY’s job require him to work on several projects simultaneously?
  • Do you think Mr. YY can delegate assignments effectively?
  • What do you consider to be Mr. YY’s strengths?
  • In what areas do you consider Mr. YY in need of further instruction?
  • Would you re-employ Mr. YY?

I appreciate you taking the time on behalf of our interviewing committee.

Yours truly,

XYZ

Employment Verification Template for a Landlord

Many landlords request tenants for an employment letter. This will include the following details:

  • Employee hiring date
  • Job title
  • Employee classification (part-time, full-time, temporary, contract)
  • Annual compensation

Company Name or Letterhead

Address

City, State, Zip

To Whom It May Concern,

This letter serves as proof that XX has been working full-time with XYZ Company for six months as a .

XX is trustworthy, hardworking, and competitive. He/She doesn’t have any existing loans or unpaid bills within our company.

I hope this increases his/her credibility as a possible tenant at your apartment rental.

The company is at his/her current salary is $ paid yearly/monthly/weekly/bi-weekly/hourly.

Sincerely,

YY,

Human Resources Department

Why Employees Need an Employment Verification Letter

Employees need this letter for any one of these reasons:

  • They are applying for an auto loan or home mortgage, and the lender wants to ensure that the employee has a steady job and enough money to cover monthly payments before approving the loan.
  • They are applying to rent a house, and the property management company wants to confirm they can afford the deposit, rent payment, maintenance, and any other associated costs.
  • They are requesting a deferral or loan payment reduction, and the bank wants to see some proof of real-time income before deciding whether to endorse their request or not.
  • They are seeking an opportunity with another employer, and the company wants to affirm the employment as part of the background checking process.

While the employee may not necessarily have to tell why they are asking for an employment verification letter, it is essential that they tell which pieces of information the other party requires and their contact details (e.g., address, the preferred method of delivery).

How to Request an Employment Verification Letter

Are you wondering how to request an employment verification letter from your company? 

Check with your Human Resources department. The company will have a policy regarding the release of information, and you will need to give permission for your employment history to shift to a third party. 

Your HR contact will either provide you with a template to give to your manager or compose the letter for you. You can also ask your supervisor or manager directly.

Creating an Employment Verification Request Process

Once you draft an employment verification letter template, fulfilling these submissions will be much swifter and easier. However, because it may take time to assemble an employee’s information and provide the verification document to the other party, it is vital that employees (and ex-employees) issue their request as soon as possible.

Making your requirements clear will ensure a streamlined employment verification process for everyone concerned. To help simplify the process, consider conveying your expectations through the employee directory or anywhere else you share your HR processes.

Here is a representative employment verification method you can use.

Submit all employment verification requests at least a few business days through the portal, mail, etc. in advance, and incorporate the following information:

  • The name and address of the organization asking for the information
  • Delivery instructions and information (for example, fax number, mailing address, email address)
  • What data does the requesting party need (for example, salary, employment dates, job title)
  • The basis for the request (optional)

Keep in mind that it takes a standard of five business days for documents to arrive via mail. When registering an employment verification letter for current or former employees, it is essential to proceed with a uniform process, stay conscious of state laws regarding what details you are allowed to reveal and provide accurate information in a formal, concise manner.

Since employment verification letters frequently help employees secure mortgages, loans, flats, new jobs, and more, it is important to get your written communication straight. Moreover, a professional letter can echo well on your business as a whole.

Conclusion

When you are writing a proof of employment letter, consider the audience as well as the employee you are writing it for. Use a professional business tone when dealing with experts and businesses.

Learning to write a good business letter is a requirement for managers and executives in every industry. Solid communication is what helps you stand out from the crowd. 

As an employer or manager, ensure to use the employment verification letter to explain your role and what you do and provide an honest explanation of the employee’s duties. 

When requested, verify the employee’s first date of work with you, hours, and income. Like all critical business forms, publish the final product on professional letterhead. Remember to provide your job title, phone number, and other contact information, so the letter recipient will know how to connect with you for any other questions they have.

Hence, take your time, read some of the sample employment verification letters at the bottom of this page, and start brainstorming. It’s a great idea to download employment verification templates to keep on hand when the occasion arises. 

Lastly, it is essential to follow a consistent tone and process when writing an employment verification letter for current or former employees. Stay aware of the local and public state laws regarding what information you are allowed to reveal and provide the information in a formal manner.

 

 

Josh Fechter
Josh Fechter is the founder of HR.University. He's a certified HR professional and has managed global teams across 5 different continents including their benefits and payroll. You can connect with him on LinkedIn here.