Employment Verification Letter

Also known as a letter of employment, proof of employment letter, proof of income letter, confirmation of employment letter, or an employment confirmation letter, an employment verification letter is used for confirming the employment dates, job title, and salary of an individual. Other entities, like lenders, use a similar employment verification template.

What is An Employment Verification Letter?

An employment verification letter is written by a current or past employer to confirm that a current employee or a former employee worked at an organization.

An employee, prospective employer, prospective landlords, government agencies, mortgage lenders, or other agencies may request employment verification letters for designated purposes.

Such requests may include verification of employment dates, salary, and whether the prospective employee intends to continue employment or is deemed eligible for rehire. The entity requesting the employment verification letter may ask why the prospective employee was terminated if this applies.

What is an Employment Verification Form?

Employers are required to write a formal employment verification form if an employee requests it. The employment verification form template must include the following information below the company’s official letterhead:

• The name of the verifier
• Company name
• Company address
• City, state, Zip code of the company

The employer writing the employment verification form must include the name and address of the third party that will review the form. This information must be included below the data in the salutation.

The body of employment verification forms depends on the requirements of the requesting party. For instance, a new employer may request salary details and employment history, whereas a landlord may only need verification of a prospective tenant’s income.

If the requirements of the requesting party are unknown or unclear, the following information serves as a standard guide to writing a verification of employment form:

• The start date of employment
• The name of the employee
• Salary
• Job title
• Employee annual bonus amount
• End date of employment (if applicable)

The contact details of the party who will verify the information of the employee should be included in the final paragraph of the employment confirmation form. Finalize the verification form with your full name, job title, and signature.

Tips for Writing an Employment Verification Letter

Follow Business Letter Format

Follow the standard business letter format when you write an employment verification letter. Your name, contact information, and date should be included at the top of the employment letter before stating the contact information of the recipient.

Keep it Brief

Employment verification letters shouldn’t be too elaborate. Avoid including any information beyond what the employee asks for explicitly. For instance, don’t include an extensive evaluation of the work of the employee.

Provide All the Requested Information

A typical employment verification letter includes the following details: The employee’s name, the department of the organization they worked in (job title), and the number of job changes they have made.

Be sure to consult the employee regarding any additional information that must be included in the employment verification letter. The verification letter recipient may request the employee’s salary, salary schedule, and total working hours on a weekly basis.

Note that this information should not be included unless explicitly requested.

Include Your Contact Details

Provide the verification letter recipients with your email address and phone number, and state your willingness to answer any further questions at the end of the letter of employment.

Proofread the Employment Verification Letter and Edit Where Necessary

An employment verification letter is incredibly important to current or former employees, as their insurance, housing, or future employment depend on it. It is essential that you take ample time to proofread and edit the letter of employment and ensure it is written in a professional tone. An error in an employment verification letter may diminish its validity as a professional letter.

Sample Employment Verification Letters

To better understand what most employment verification letters look like in terms of structure and content, examine the employment letter template examples below and get a better idea of the expectation when a current or former employer or other entities request an employment verification letter.

An employment verification letter sample will take different forms depending on its purpose.

Sample Employment Verification Letter Template for Former Employee:

Business Inc. (Company Name)
34 Marsh Street
Houston, TX 75201
July 1, 2022
Sunshine Inc.
21 Main Street
Houston, TX 75201

Dear Mr. Smith,
This letter confirms that Trudy Saltman was employed as a Customer Service Consultant in the human resources department at Business Inc. from January 12, 2019, to September 25, 2022.

If you need any additional information or have any queries, please contact us at 216-383-5106 or HR.BusinessInc@gmail.com.

Sincerely,
HM
Human Resources Manager
Business Inc.

Sample Employment Verification Letter Template for Current Employee

Business Inc. (Company Name)
34 Marsh Street
Houston, TX 75201
July 1, 2022
Sunshine Inc.
21 Main Street
Houston, TX 75201

To Whom it May Concern,

Please accept this employment verification letter as Trudy Saltman’s proof of employment at Business Inc.

Employee Name: Trudy Saltman

Employment Dates: January 12, 2029, to Present

Job Title: Customer Service Consultant

Current Salary: $120, 000

If you need any additional information or have any queries, please contact us at 216-383-5106 or HR.BusinessInc@gmail.com.

Sincerely,
HM
Human Resources Manager
Business Inc.

Sample Employment Verification Letter Template for Landlord

Employment verification requests often come from landlords and must include the following details:

• Hiring date
• Employee’s job title
• Classification of employment (part-time employee/full-time employee/contract/temporary)
• Annual salary
• Payment Schedule (hourly, weekly, or monthly payments)

Company Letterhead or Name
Company Address
City, State, Zip code

Dear Mr. Smith,

Please accept this employment verification letter as proof that Trudy Saltman has been a full-time employee of Business Inc. as a Customer Service Consultant for two years.

Trudy Saltman is hardworking and trustworthy and has no outstanding debt within Business Inc.

I hope this employment letter increases her chances of being accepted as a tenant in your apartment building.

I hereby confirm that Trudy Saltman’s annual salary is $120,000, paid monthly.

Sincerely,
HM
Human Resources Manager
Business Inc.

Sample Employment Verification Letter Template for Visa Process

Your Name
Date
Thailand Embassy
Non-immigration Visa Unit
Verification of Employment for Trudy Saltman

To Whom it May Concern,

Please accept this employment confirmation letter as proof of Trudy Saltman’s full-time employment at Business Inc. under the terms of her visa petition. The position’s responsibilities and duties remain as stated in our initial letter, which accompanies the approved visa petition.

Our organization looks forward to the return of Trudy Saltman to Thailand to resume her position with Business. Inc. We respectfully request an extension of all the due courtesies.

If you need any additional information or have any queries, please contact us at 216-383-5106 or HR.BusinessInc@gmail.com.

Sincerely,
HM
Human Resources Manager
Business Inc.

Why Would an Employee Need an Employment Verification Letter?

An employee may request an employment verification letter for various reasons, including the following:

• They are in the process of applying for a home mortgage or a car loan, and the lending party wishes to verify employment of a steady and consistent nature, so they are reassured the employee will be able to make the necessary monthly payments.
• They are in the process of applying to rent a property, and the property manager wishes to confirm the employee can afford the rent payment, deposit, maintenance costs, and any other relevant expenses.
• They are in the process of requesting a reduction in their loan payments, and the bank needs an income verification letter to confirm the real-time income of the employee before approving or denying their request.
• They are pursuing an employment opportunity with another organization that needs to conduct background checks, confirm employment status, or confirm employment history.

Although an employee doesn’t necessarily have to disclose why they are requesting a proof of employment letter, it is crucial that they clarify what information the requesting party requires, along with the recipient’s contact information.

Conclusion

Employees may need employment letters for a number of reasons, but it is a critically important document in all cases. If you find yourself struggling to get your employer to provide you with a quality proof of employment letter or you are self-employed, you may need to write your own employment verification letter.

As this task may seem daunting considering the implications, you may want to find an employment verification service that will write an accurate and up-to-standard job verification letter using the appropriate format and including all the required employment details.

Regardless of how you obtain an employment verification letter, it is essential to ensure the employment letter meets all the designated criteria so you can get a step closer to achieving your end goal.