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Employment Verification Letter Samples and Templates
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What is an Employment Verification Letter?
How to request an employment verification letter.
- What Is Included in the Letter
How to Use Letter Examples
Employment verification template.
- Verification for Current Employee
- Verification for Past Employee
Colleen Tighe / The Balance
Do you need to write or request an employment verification letter? There are several reasons why you may need verification of your employment status. Employees may need these letters for landlords or financial institutions if they are trying to rent or purchase a home. They're also sometimes necessary for insurance reasons or to confirm that an individual worked at a company during the dates given on a resume or job application.
The good news is that employment verification letters are usually fairly simple documents, and easy to write or obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.
An employment verification letter is written by a current or past employer to confirm that an employee or former employee worked at the organization. The request may come from the employee, government agencies, prospective landlords, mortgage lenders, prospective employers, or collection agencies.
The request may include verification of dates of employment, salary, and whether the employee is expected to continue employer or is eligible to be rehired. If the employee has been terminated, the requestor may ask for the reason for termination.
If you are requesting an employment verification letter from a current or former employer, it's important to ask for the letter in a professional way. First, check with your Human Resources (HR) department.
The company may have a policy regarding the release of information, and you may need to give permission for your employment history to be released to a third party. Often, your HR contact will compose the letter for you or provide you with a template to give to your manager. You can also ask your manager or supervisor directly.
Be sure to provide them with all the information they need to write the letter, including who to address the letter to and exactly what details need to be included.
What Is Included in an Employment Verification Letter?
If you need to write an employment verification letter for someone, it’s important to make sure that your letter provides the correct information and adheres to an appropriate format.
- Follow business letter format. Use standard business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to include a salutation at the beginning and a handwritten signature at the end.
- Keep it concise. Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks. For example, do not provide an evaluation of the employee’s work.
- Include all requested information. Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific job title), and the amount of time they have been employed. Check with your employee if any additional information needs to be shared. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include these extra details unless requested.
- Provide your contact information. At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email.
- Edit and proofread before you send. This letter is likely very important to your employee or former employee—their housing, future employment, or insurance may depend on it. Take the time to make this letter as professional as possible. Read through the letter for any errors before you send it.
It is a good idea to review letter examples before writing an employment verification letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document (such as dates of employment).
You should tailor a letter to fit the particular employee you are writing the letter for, and the information they ask you to include.
Name Job Title Company Name Address City, State Zip Code
Name of Person Requesting Verification Job Title Company Name Address City, State Zip Code
Dear Mr./Ms. Last Name,
This letter is to verify that (employee name) has been employed at (company name) since (start date).
If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).
(Handwritten Signature)
Employment Verification for Current Employee
Shawna Easton Director of Accounting GMC Associates 17 Chestnut Street, Ste. 200 Portland, ME 04101
April 18, 2022
John Dolan Senior Vice President Dolan Industries, Inc. 43 Oak Street, 2 nd Floor Portland, ME 04101
Dear Mr. Dolan,
This letter is to verify that Seneca Williams has been employed at GMC Associates for the past three years in our Accounting Department. She began work on April 1, 2019.
If you require any additional information, please feel free to contact me at 555-111-1212.
Shawna Easton Director of Accounting GMC Associates
Employment Verification for Past Employee
Janice Montgomery Human Resources Manager Martin & Martin Incorporated 100 Main Street, Ste. 100 Spokane, WA 99201
April 20, 2022
Julia Sanchez Manager Archer Studios 34 Otis Drive, Ste. 500 Spokane, WA 99201
Dear Ms. Sanchez,
This letter is to verify that Robert Smith was employed at Martin & Martin, Incorporated from January 3, 2018 to March 1, 2021.
If you require any additional information regarding Robert Smith, please feel free to contact me at 555-765-4321.
Janice Montgomery
Key Takeaways
- Many organizations have guidelines about what should be included in employment verification letters. They may even specify that all letters must go through HR.
- When writing a verification letter, use business letter format. This will ensure that your letter is appropriate and professional, as well as easy to read.
- Whether you’re requesting a letter or writing one for an employee, find out what information to include, e.g., dates of employment and job title.
SHRM. " When Must an Employer Respond To a Verification Of Employment Request, and What Information Must or Can Be Given ?"
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Legal Templates
Home Real Estate Documents Employment Verification Letter
Make Your Own Employment Verification Letter
Use our Employment Verification Letter to prove your salary and employment history.
Updated February 1, 2023
An Employment Verification Letter , or a letter of employment or proof of income, is a professional letter used to verify a previous or current employee’s income, employment history, and job responsibilities.
Landlords and others renting real estate often use verification of employment letters to ensure potential tenants have a job and the income to afford rent payments.
What is an Employment Verification Letter?
Employment verification letter examples, what is on an employment verification form, how to verify a proof of employment letter, how to write an employment verification letter.
- Sample Employment Verification Letter Template (Word & PDF)
Verification of employment letters are documents provided by current and former employers of potential tenants, people seeking new jobs, and others who need to prove where they work or worked – and sometimes the amount of money they make.
A current or former employee may request employment verification to certify their salary and employment history for a new or prospective employer.
An employment verification form is also a common third-party prerequisite to verify that an individual has the income to make monthly payments for a significant expenditure — whether for a rental application , mortgage, or loan.
For your reference, an employment verification letter is also called a:
- Proof of Employment Letter
- Income Verification Letter
- Employment Confirmation Letter
- Salary Verification Letter
- Work Verification Letter
Verifying parties typically submit this document in business letter format with their name, job title and contact information, current date, and income or employment verification.
Who Needs a Letter of Employment?
A landlord may require an employment letter for renting an apartment if the rent exceeds a certain amount.
Additionally, most financial institutions and lenders require employment verification for mortgage applications. Furthermore, a new employer may request employment verification to ensure the employee has been truthful about a previous salary and position.
You may also need to request an employment verification letter from a previous or current employer if you apply for a job at one of the many state and federal government agencies.
Many people, businesses, and organizations want to know about your past work experience, salary details, and employment status before they enter into a relationship with you.
Remember that some companies and organizations require a signed release or authorization form before disclosing information about a current or former employee.
Employment Verification Letter Example (with Salary)
The employment verification sample below confirms the employment of Jessica Holland at ABC Inc.
To corroborate the salary information provided, the Director of Operations, William Savage, indicates that Jessica’s pay stubs and tax returns information are attached to the letter.
In addition, Mr. Savage provides his contact information if Resume Center (the requesting party) requires additional proof of employment.
Employment Letter Sample
The proof of employment letter sample below offers the employment and income verification of Matthew Simpson, previously employed as General Counsel for Company Inc.
The letter is addressed directly to the third party who requested the employment verification for Mr. Simpson — Welcome Inc.
In addition to the attached wage and tax statement (W-2) and pay stubs, Company Inc. has included an acknowledgment of a notary public to authenticate Mr. Simpson’s employment verification.
Proof of Income Letter From Employer Template
The verification of employment and income example below provides salary verification (both annual and bonuses) for Wilfred Lawrence.
The verifying party is Charles Lang, Human Resources Manager at Forest Inc. Mr. Lang is providing Mr. Lawrence’s W-2 and a letter from Workers’ compensation as supporting documents of income verification .
Letter of Employment Template
The basic proof of employment letter template below offers wage verification for Lester Jenkins’ eight years of employment at ABC 123 Inc.
The verifier, Larry Philips, does not know the contact details of the third party requesting this information and therefore uses “To Whom It May Concern” to address this verification of employment.
There are no salary verification documents. Therefore , the requesting party will have to contact Mr. Philips directly if they want supporting documentation to confirm the letter’s contents.
An employment verification letter is an essential document that employers (business owners and managers, CEOs, and human resource department representatives) should create and write with formality.
Below the company letterhead, the writer should include relevant contact and company information such as:
- Verifier’s name
- Company name
- City, state, and ZIP code
If you are an employer tasked with writing an employment verification letter and have the name and address of the third party reviewing the document, you can address the letter to their attention.
The body of the salary verification letter depends on the requesting party’s requirements. For example, a landlord may only need to verify a potential tenant’s current income, whereas a new employer may require additional employment history and salary details.
If you don’t know the requesting party’s requirements, a standard verification of employment form generally includes the following information:
- Employment start date
- Employee name
- Annual bonus amount (if applicable)
- Employment end date (if applicable)
The final paragraph of an employment confirmation letter should include the contact details of the individual responsible for verifying the employee’s information.
Conclude the work verification letter with your signature, full name, and job title.
Obtaining a proof of income letter is often the last step a bank takes before approving a loan. Additionally, it is commonly the final step a landlord takes before handing over the keys to a tenant.
Companies sending offer letters to candidates typically request proof of income as the last step.
To protect against false claims, third parties often require employees to substantiate their employment verification letter with at least two proof of income documents.
The following documents are common pieces of proof of income produced in addition to an employment verification letter:
- Tax returns (1040)
- Wage and tax statements (W-2)
- Social security proof of income / Benefits Verification Letter
- A Workers’ compensation letter
- Bank statements
Obtaining a proof of employment letter is often the bank’s last step before approving a loan. Additionally, it is commonly the final step a landlord takes before handing over the keys to a tenant.
Companies sending offer letters to candidates typically request employment verification as the last step.
To protect against false claims, third parties often require applicants or employees to substantiate their income with at least two proof of income documents.
The following documents are standard pieces of verification produced in addition to an employment confirmation letter:
- Tax returns (Form 1040)
- Social security verification / Benefits Verification Letter
Note that anyone requesting verification of employment letter should allow the verifier at least two business days to complete the request.
Proof of Income for Self-Employed Individuals
No one can provide employment verification except yourself if you work for yourself.
So, can you write a verification letter for self-employment on your behalf?
The answer is “ yes .” Write a verification letter and use the following accepted documentation to prove your income:
- IRS Form 1099 Miscellaneous Income – used by freelancers and independent contractors to record any job that paid $600 or more
- Tax returns
Follow the steps below to write an employment verification letter using a visual template. If you need to write this letter quickly or want an easy-to-follow guide for your letter, using our document builder to create the form is a great idea.
Step 1 – Fill in Employer Details
1. Employer Verifying Employment . Write the name (or company) of the employer verifying the employment. Also, provide the address.
Step 2 – Enter the Requesting Party Details
2. Party Requesting Employment . This is the party requesting employment verification, such as a bank or landlord. Provide the requester’s name and address. If the requester is unknown, leave this blank.
3. Contact Person . Write the name of the contact person for the party requesting verification. If the requester is unknown, use “To Whom it May Concern” to address the letter.
Step 3 – Fill in Verification Details
4. Name of Employed . Enter the name of the person the employer is verifying employment for.
5. Employment Details . This section provides employment details including company name, job title, employment start dated, and company address.
6. Salary and Bonus Information . This section provides the employee’s salary and bonus, if any. The employer can include supporting documents with this letter (keep in mind that there are state and local laws regarding salary disclosure and some require employee authorization).
Step 4 – Write Employer’s Information
7. Write Full Employer Details . This is the employer’s information – full name, title, phone number, and email address. The title, phone number, and email address are optional.
Step 5 – Get Notary Acknowledgement
8. Notary Public Acknowledgement . The section for notary public acknowledgment is optional.
Sample Employment Verification Letter Template (Word & PDF)
Here is what a typical employment verification letter template looks like. With our document builder, you can use these documents as a guide to write a letter or create a customized form in minutes.
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This sample letter addressed to an HR representative provides an example of how to write your own employment verification request: Subject line: Employment verification letter—Taylor Johnson Hello Pat, I am currently looking for a new home and am attempting to pre-qualify for a mortgage loan.
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.
An employment verification letter is written by a current or past employer to confirm that an employee or former employee worked at the organization. The request may come from the employee, government agencies, prospective landlords, mortgage lenders, prospective employers, or collection agencies.
Employment Verification Letter Examples Employment Verification Letter Example (with Salary). The employment verification sample below confirms the employment... Employment Letter Sample. The proof of employment letter sample below offers the employment and income verification of... Proof of Income ...
When writing an employment verification letter, use the official format to ensure that it’s professional. At the top, type your contact information, the date you’re writing the letter, and the contact information of the recipient. Include a proper salutation at the beginning and affix your signature at the end.