An employment verification letter template can be used by a business to simplify the process of creating employment verification letters when they are requested by an employee. The letter includes information such as the date the employee began working for the business, their job title, whether they are a full or part-time worker, and their salary. An employment verification letter is often requested by a bank when someone is seeking a loan and by rental agencies who want to ensure that the potential renter has the ability to pay. 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 letters. This document may confirm an employee’s employment status, 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. Here is some background on why employees may request this document, what you should include, and a sample letter you can use to create your company verification of employment letter template.

Employment Verification Letter

What is an employment verification letter?

Before we go any further, let’s cover the basics: What is an employment verification letter?

An employment verification letter is a formal business letter that is necessary for employers to write for a multitude of reasons. Many landlords and financial institutions require you to have an employment verification letter before they will allow you to successfully rent or buy a home. Sometimes, you may even have to provide this to an insurance company when you’ve filed for workers’ compensation. Some employers may even require you to provide an employment verification letter to prove that you have the experience that you claim you have!

Employment Verification Letter
Employment Verification Letter

Whatever reason you may need one, or may need to write one, these are becoming more and more common to be requested from companies. They’re nothing to be worried about, but they should require your full effort, none-the-less.

How Do I Format an Employment Verification Letter?

If you’ve ever written a formal business letter of any kind, whether it is a letter of interest or a letter or recommendation, you’ve written in the same format that you will need to write an employment verification letter. Employment verification letters should be written utilizing the formal business format. This will include:

  • A heading that includes your contact information.
  • The date you are writing the letter.
  • The contact information of the person to whom you are writing (if known)
  • A formal greeting (If you do not know who you are writing to.)
  • A brief overview of the information that has been requested (Most importantly, the dates that the employee worked for you or the company you represent.)
  • Your signature (If you are printing the letter, make sure that you sign it manually rather than just leaving just the typed signature!)
employment verification letter template word
employment verification letter template word

Keep these letters concise! It is likely that the person that requested the letter has many to go through. Provide essential information and finalize it. Make sure that you have included all the information that was requested and be professional! You’ll find you have completed this letter in no time!

Verification Of Employment Letter

An employment verification letter confirms the current or former employee’s employment status. The employment verification letters are a response to a request for information from a potential employer, government agency, or bank, for example.

A bank might request employment verification in order to make a decision about a house or automobile loan. The potential employer may verify the dates of employment and salary. Government agencies might seek this information to request a wage garnishment. The majority of requests will come from potential employers and banks and other lending agencies.

Commonly, the request for employment verification seeks the individual’s employment status, job title, and salary. Occasionally, employment verification requests employment history, address in the employment file, salary growth, and an assessment of job performance. Some employees request letters of employment verification when they leave your employ.

Employment Verification Letter Template Word

Dear Madam / Sir:
The purpose of this letter is to verify the employment of the named employee.
Employee Name: Susan Smith
Social Security Number: 000-00-0000
Date of Birth: 08-19-78
Employee Susan Smith is (was) an employee of the XYZ Company.
Employment Dates: January 22, 2011, until current.
Job Title: Public Relations Specialist
Current (Final) Salary: $62,000.00 per year plus potential quarterly performance bonus.
Please feel free to contact us if you need additional information that is not included in this form
Sincerely,
Signature of Authorized Employee
Human Resources Department
Date of response

proof employment verification letter template word
proof employment verification letter template word

Please note: Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice both on this website, and linked to from this website, but she is not an attorney, and the content on the site, while authoritative, is not guaranteed for accuracy and legality, and is not to be construed as legal advice.
The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel or assistance from State, Federal, or International governmental resources, to make certain that your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.

How Do I Write An Employment Verification Letter?

An Employment Verification Letters Generally Includes Your Employer’s Address, The Name, And Address Of The Organization Requesting The Document, Your Name, Your Employment Dates, Your Job Title, And Salary. The Document May Also Include Your Date Of Birth And Social Security Number For Identification Purposes.

What Is An Employee Verification Letter?

An Employment Verification Letter Confirms The Current Or Former Employee’s Employment Status. The Employment Verification Letters Is A Response To A Request For Information From A Potential Employer, Government Agency, Or Bank, For Example. The Potential Employer May Verify Dates Of Employment And Salary.

What Can Be Used As Proof Of Employment?

The Most Common Documentation For Proof Of Income Includes:
Pay Stub. Bank Statements (Personal & Business) Copy Of Last Year’s Federal Tax Return. Wages And Tax Statement (W-2 And/ Or 1099)

How Do I Write A Letter To Verify Income?

Steps
Begin By Listing Your Contact Information At The Top Of The Page.
Explain The Purpose Of The Letter In A Few Words.
Begin The Actual Letter With A Polite Greeting Followed By The Proper Name Of The Recipient.
Introduce Yourself And Explain Why You Are Submitting The Income Verification Letter.

What Is A Wage Letter?

A Salary Verification Letters Is Used To Verify Both The Employment History And The Salary And Other Compensation Received By An Employee. This Letter Can Be Drafted Either By An Employer Or An Employee Who Then Delivers The Letter To Their Employer To Sign And Send.