What Is Employment Verification? Complete Guide With Samples
By Indeed Editorial Team
Updated September 19, 2022 | Published September 29, 2021
Updated September 19, 2022
Published September 29, 2021
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Individuals or institutions may ask for employment verification to corroborate the information you provide to them. Employment verification helps a third party to confirm that you do in fact work with the company you say you do. A good verification letter will provide the required information without compromising your privacy.
In this article, we explain what employment verification is and why you may be asked for it, and we discuss what information your employer may provide and how they may do it. We also include some sample verification letters as examples.
What is employment verification?
Employment verification is a request to prove your present or past employment status to a third party. A government agency, for example, may ask for employment verification to confirm a range of details such as your salary information, current employment status, job role, training or achievements and employment dates.
These requests for employment details are also typically part of a larger background check to make sure you are who you say you are, so that the third party may continue carrying out a service or request. A bank, for example, may ask for employment verification before opening a particular kind of account or signing for a loan. A hiring company, too, may inquire about your past work performance, current job responsibilities, salary history and rehire potential for employment reasons.
Why do companies ask for your employment verification?
As already hinted at above, a company or institution may ask for your employment verification in order to meet their business needs, making sure all of the information you provided checks out. Hiring companies, landlords and bankers, for example, ask for employment verification letters mainly to verify your financial position regarding financial obligations at hand, including your current job, salary amount, job title or work responsibilities. Some of the most common reasons why a party may request an employment verification check include:
Before lenders offer you a loan, they typically require your employment verification. Financial institutions need assurance that you can make timely loan payments and afford the amount you requested. They may ask your employer about your salary and job security to evaluate your creditworthiness. Verification of employees helps the institutions to confirm if you provided accurate details in the loan form. Lenders usually require a verbal confirmation over the phone, but they may ask for written confirmation from your employer.
Issue of a lease
Property owners usually conduct employment background checks before they issue a lease, as they want to make sure you can afford the lease payments. While property owners may consider savings and passive income as verification, your landlord may want to verify your monthly income and job title from your employer directly.
Government institutions typically have an immigration policy in place that requires people to show proof of work and income before they can process immigration papers for residency purposes. Often you must demonstrate that you can support yourself financially before a government offers a visa, for example. The details a government agency can ask your employer for include salary, job title and duration of employment.
A recruiting agency or company may ask for your employment verification to confirm the details on your resume. The potential employer may need to check the accuracy of your past work history, job responsibilities and reviews or recommendations from others. The process enables the employer to determine whether you have the right skills for the job and would fit in with the company.
Most hiring companies require candidates to indicate their current salary and how much they would like to earn in their new position. The company may request employee verification with salary details for benchmarking and setting your new salary, for example. Hiring managers may also verify salary amounts to determine a new position or job description within your current pay range.
Methods of employment verification
Your employer may use various methods to diverge your employment details to third parties; it's not always just a letter. The best method of employee verification depends on the details a party needs, the purpose of the information, and the rules that govern employee privacy. A simple phone call is enough when a third party only needs to confirm your employment status, but government agencies may require a formal letter from your employer. Some of the employee verification methods your employer may use include:
The third party can request a proof of employment letter from your employer, which contains details about your job such as salary, job title, responsibilities and work history information. The letter needs to be written on your employer's letterhead. Ensure all the details provided match with your resume, including accurate dates of your employment.
A third party may require verbal confirmation when they need to make a quick decision. A phone call to your employer allows the individual or organization to confirm your details in real-time instead of waiting for the formal letter to arrive, for example.
Contracts and agreements
In some instances, you can use job placement letters and contracts for verification. The contracts and agreements that indicate your job roles may act as adequate proof of employment. The third party, though, may also request alternative verification methods in addition to any contracts or agreements you may provide.
Third parties that require only your salary details, like landlords and lenders, may request you to provide several pay stubs. Some companies may ask you to attach your pay stubs to your job offer if they want a quick snapshot of your job title and responsibilities, too.
Requesting an employment verification letter
Here are some simple steps you can follow when requesting employment verification from your employer:
1. Make it a formal request
Make sure you request information at the earliest time possible to give your employer adequate time to prepare for the letter and adhere to the set guidelines. Some companies mandate employees to sign out a request form or send a formal email. Contact your human resource department for guidelines to follow when requesting employment verification.
2. Offer your guidance in composing the letter
It is not mandatory to provide your employer with reasons for requesting a job verification letter. However, you can still offer guidance for your employer in terms of formatting or how to structure the letter (see the samples below). The same procedure applies to financial institutions or landlords.
3. Give details on how to forward the letter
Give details on how your employer should forward the verification letter. If the party requires the employer to send the letter directly via mail instead of email, provide the right channels and the deadline to submit the letter. Ensure that letter contains your handler's contacts or the person tasked to write your employment verification details.
Samples of an employment verification letter
Employment verification letters are typically short and to the point, structured around the essential information. Keep the length of the main body of your letter to 100 words, unless more information is explicitly required. Take a look at the following employer verification letters and customize yours to fit your own needs:
Sample 1 with job responsibilities
Here is a sample that includes job responsibilities:
[Name of the requester]
Dear [requester's name]
This letter confirms that [employee's name] has worked at [company's name] as a [job title] since [date of employment].
[Name] is responsible for:
[List employee's task]
I am available to provide any additional information you may need. My contact details are [phone number and email].
Sample 2 with salary details
Here is an example with salary details:
[Name of the requester]
Dear [requester's name],
I write to confirm [employee's name] is an employee at [company's name] as a [job role]. They have held this role since [start date].
I have the authority to release [employee's name] salary details on behalf of [company's name]. The payment details include:
Monthly basic pay of [quote figure]
Benefits and bonuses of [state the amount]
Monthly gross pay of [indicate amount]
Do not hesitate to contact me if you need more details. My contact details are [phone number and email].
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