Key Takeaways
Employment verification letters confirm an employee’s job title, tenure and salary details. Be concise and factual, listing the necessary details the recipient needs to confirm the employee’s employment. Include your company’s contact information and offer to provide additional verification if needed. Ensure that the letter is signed by a company representative for authenticity.
If you handle human resources needs on behalf of your company, you may occasionally receive requests from employees to provide their proof of employment to a third party, such as a financial institution or another employer. The best way to fulfill these requests is by composing an employment verification letter.
Here is some background on why employees may request an employment verification letter and what you should include. Also, we have provided downloadable employment verification letter samples you can use to create your own company verification of employment letter template.
What is an employment verification letter?
Employment verification letters are a common document used by various businesses to confirm an employee’s employment status. This document may also confirm employment dates, salary information, and other details, depending on the reason the third party needs employment verification and what your organization allows you to share with other companies.
Why would an employee need an employment verification letter?
If an employee requests an employment verification letter. In that case, it’s usually for one of four reasons:
- They are applying for a home mortgage or an auto loan, and the lender wants to confirm the employee has a steady job and enough income to cover monthly payments before approving the loan.
- They are applying to rent a home, and the property management company wants to confirm they can afford their deposit, rent payment, maintenance, and other associated costs.
- They are requesting a loan payment reduction or deferral, and the bank wants to see proof of current income before determining whether to approve their request.
- They are pursuing an opportunity with another employer, and the company wants to verify their information as part of a background check process.
While the employee may not have to disclose why they are submitting a request for an employment verification letter, it’s essential that they explain which pieces of information the other party requires and their contact information (e.g., address, preferred method of delivery).
What should be included in employment verification letters?
The information you include in employment verification letters depends on what the requesting party needs and state requirements regarding the types of data employers are permitted to disclose — specifically what may be shared with third parties.
Check with your HR representative before creating an employment verification letter. You want to ensure the information you share does not violate any policies and that all information is reviewed by your HR department. Additionally, the employee may be required to sign a release form before you can share information with a third party.
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:
- Employer address
- Name and address of the company requesting verification
- Employee name
- Employment dates
- Employee job title
- Employee job description
- Employee current salary
- Reason for termination (If applicable)
Verify with the requestor whether they need an email or physical letter. When writing 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.
Employment verification letters should be brief, only including what the third party requests. These letters are typically between 50 and 100 words.
How to create an employment verification request process
Over time, your company may encounter more than one request for an employment verification letter. At that point, you should consider creating an employment verification process with your HR department.
To streamline the process, you can create a standard employment verification letter template that can be used universally. You can create a fillable document that includes your company’s information and the standard employee verification request information in a simple format.
Once you prepare an employment verification letter template, fulfilling these requests may be much faster and easier. However, because it may take time to compile an employee’s information and deliver the verification document to the other party, it’s crucial that employees (and former employees) issue their requests as soon as possible.
Consider working with HR to create a policy for employment verification requests and include it in the employee handbook with a minimum timeframe for completion. Making your needs clear will ensure a smooth employment verification process for everyone involved.
Here is a sample employment verification process outline you can use:
Please submit all employment verification requests at least two business days via [form, email, etc.] in advance, and include the following information:
- The name and address of the organization requesting the information
- Delivery instructions and information (e.g., fax number, mailing address, email address)
- What information the requesting party needs (e.g., employment dates, job title, salary)
- The reason for the request (optional)
Keep in mind that it takes an average of five business days for documents to arrive via standard mail.
When writing an employment verification letter for current or former employees, it’s important to follow a consistent process, stay aware of state laws regarding what information you’re allowed to disclose, and provide the correct information in a formal, concise way.
It’s important to understand this process since employment verification letters often help employees secure mortgages, loans, apartments, new jobs and more. Having an employment verification letter template is a great strategy to make the process simple and provide the correct information to the requesting third-party.
Employment verification letter samples
Here are example letters you can reference when composing an employment verification letter or developing your company’s employment verification 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
ABC Inc.
101 Main StreetDallas, TX 75201
August 1, 20XX
XYZ Loan Company, LLC
444 First Ave.
Dallas, TX 75001
To Whom It May Concern,
Please accept this letter as verification of Samantha’s employment with the ABC Inc.
Employee Name: Samantha Rice
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 hr@abcinc.email.
Sincerely,
Richard Ramirez
Human Resources Manager
ABC Inc.
Employee verification letter for past employee
ABC Inc.
101 Main Street
Dallas, TX 75201
August 1, 20XX
XYZ Inc.
444 First Ave.
Dallas, TX 75001
Dear Mr. Smith,
This letter is to confirm that Samantha Rice was employed as a Senior User Experience Researcher at ABC Inc. 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 hr@abcinc.email.
Sincerely,
Richard Ramirez
Human Resources Manager
ABC Inc.
Employment verification letter template for PDF & Word
Check out our employment verification letter template to help you provide proof of employment status.
*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.
Creating an employment verification request process
Once you prepare an employment verification letter template, fulfilling these requests may be much faster and easier. However, because it may take time to compile an employee’s information and deliver the verification document to the other party, it’s crucial that employees (and former employees) issue their request as soon as possible.
Making your needs clear will ensure a smooth employment verification process for everyone involved. To help streamline the process, consider communicating your expectations through the employee handbook or anywhere else you share your HR procedures.
Here is a sample employment verification process outline you can use:
Please submit all employment verification requests at least two business days via [form, email, etc.] in advance, and include the following information:
- The name and address of the organization requesting the information
- Delivery instructions and information (e.g., fax number, mailing address, email address)
- What information the requesting party needs (e.g., employment dates, job title, salary)
- The reason for the request (optional)
Keep in mind that it takes an average of five business days for documents to arrive via standard mail.
When writing an employment verification letter for current or former employees, it’s important to follow a consistent process, stay aware of state laws regarding what information you’re allowed to disclose and provide the correct information in a formal, concise way.
Since employment verification letters often help employees secure mortgages, loans, apartments, new jobs and more, it’s important to get your written communication right. Not only that, but a professional letter can reflect well on your business as a whole.
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