What is employment verification?

Employment verification is the process of confirming an individual’s employment status, job title and salary information with their current or former employer. This process is often required by various institutions, like banks, landlords or government agencies, to verify an individual’s income and employment history. 

Employment verification can be done through an employment verification letter, a document written by the employer to serve as proof of employment for situations like applying for loans, renting properties or undergoing background checks.

Why employees might request an employment verification letter

Employees may need an employment verification letter for a variety of personal and professional reasons, including:

• Applying for a mortgage, auto loan or credit approval
• Renting an apartment or home, where landlords need to confirm financial eligibility
• Negotiating student loan or payment deferments

Employees don’t always need to explain why they’re requesting the letter, but it’s helpful to know what information the third-party needs, such as job title, dates of employment, income and where to send the verification. To help avoid unnecessary follow-ups, employees should ideally specify these details upfront when making the request.

What to include in an employment verification letter 

An employment verification letter should be printed on your company’s official letterhead or stationery, including the company logo. It may include the following information:

• Company name and official address
• Employee’s full name
• Dates of employment
• Job title and department
• Current or final salary, if authorized
• Reason for separation, if applicable

Verify with the requestor whether they need an email or physical letter. Depending on your organization’s policies, emailed verification letters may be acceptable, especially helpful in today’s remote or hybrid work environment.

When creating physical employment verification letters, use standard business-letter format, with your company’s contact information, the date and the recipient’s contact information in the upper left-hand corner. If the letter is auto-generated through your HR or payroll system, many of these details are typically included by default. 

How to create an employment verification request process

Consider establishing an employment verification process to streamline operations for your human resources (HR) department. For example, you may create a policy for employment verification requests to include in your employee handbook. Tools like Microsoft Word or Adobe Acrobat Pro can be helpful for creating professional, fillable templates that can be reused and customized.

When creating a template for employment verification letters on company letterhead, you might include:

• Company’s name and contact details
• Employee’s name, job title and dates of employment
• Requesting party’s name and contact information
• Type of information requested
• Preferred delivery method

When writing an employment verification letter for current or former employees, it’s important to follow a consistent process, and provide the correct information in a formal, concise manner.

The role of HR in employment verification 

HR can play a key role in processing and managing employment verification requests, including:

• Maintaining accurate employment records 
• Verifying job titles, employment dates and salary details
• Reviewing what information can be legally shared
• Creating standard employment verification templates
• Ensuring the letter complies with company policy and applicable laws
• Acting as the main point of contact for third-parties requesting verification

By managing this process internally, HR teams can help create consistency, reduce errors and protect employee privacy.

Common mistakes to avoid when crafting employment verification letters

When writing an employment verification letter, try to avoid these common mistakes:

• Including personal or irrelevant information that may violate privacy policies (e.g., mentioning medical leave or performance issues)
• Omitting key details like job title or employment dates
• Using an informal tone or incorrect format
• Submitting the letter without a signature or return contact method

By avoiding these mistakes, you can ensure that your employment verification letters are clear, accurate and professional.

Employee verification letter vs. employment letter

While the terms are sometimes used interchangeably, these documents serve different purposes:

• Employee verification letter: Typically confirms specific employment details, such as job title, dates of employment and salary.
• Employment letter: May be more comprehensive, including details about the employee’s responsibilities, experience or qualifications.

Consider clarifying which type of document is needed to ensure it meets the recipient’s requirements.

Verification letter for specific situations

There are several common scenarios where a third-party might request an employment verification letter, including:

• Applying for a mortgage, auto loan or personal loan, where lenders need proof of stable income and employment history
• Renting a home, where landlords want confirmation that the tenant has a reliable job and steady income
• Completing a background check for a new job, where prospective employers want to verify job title and tenure
• Applying for a visa, green card or other immigration benefits, where financial support and job verification are required
• Requesting loan deferment or payment relief, where banks may need confirmation of current salary

Each situation may require different details, so it’s important to ask the requestor what information is needed. 

Employment verification letter samples

Here are example letters you can reference when composing an employment verification letter or developing your company’s employment verification letter template.

Note: If you know the name of the third-party reviewing the letter, include it in your greeting. Otherwise, use a formal salutation, such as “To Whom It May Concern.”

Employee verification letter for current employee

Champion Solutions

August 1, 20XX

Wavewood 

To Whom It May Concern,

Please accept this letter as verification of Connie’s employment with Champion Solutions.

Employee Name: Connie Savage 

Employment Dates: May 5, 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 214-555-0101 or kjohnson@championsolutions.com.

Sincerely,

Kit Johnson
Human Resources Manager
Champion Solutions 

Employee verification letter for past employee

Ready Grocery

August 1, 20XX

Twelfth Avenue Bakeshop

Dear Ms. Smith,

This letter is to confirm that Alberto Marino was employed as a Senior User Experience Researcher at Ready Grocery from May 5, 20XX to September 27, 20XX.

If you have any questions or need any additional information, please feel free to contact us at 214-555-0101 or delmaudinese@readygrocery.com.

Sincerely,

Delma Udinese Human Resources Manager
Ready Grocery 

Employment verification letter template for PDF & Word

Check out our employment verification letter template to help you provide proof of employment status.

Download PDF for Free Download Word for Free

Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.