What is an employment verification letter?
An employment verification letter is a formal letter of acknowledgement from an employer confirming that an employee currently works for the company or did work there in the past. It typically includes the length of employment, salary, and other details requested, including contact details in the company if further information is required.
Purposes of employment verification letters
An employment verification letter serves many purposes, including confirming that an individual is employed, validating their source of income, and providing a record of their employment history. Understanding the specific purpose of each employment verification letter you write can help you choose the most relevant content to include. Here are some typical purposes for employment verification letters:
Applying for loans
Banks and other financial institutions may submit requests for employment verification to confirm that individuals have stable jobs and sufficient income to afford loan payments. Lenders use payroll information to assess whether they can approve a loan. When writing employment verification letters for financial institutions, including detailed information about the employee’s earnings is essential. Additionally, you may receive requests for employment verification related to loan deferrals or payment adjustments.
Renting homes
When applying for an apartment unit or a house rental, employees may be requested to submit copies of pay stubs and an employment verification letter. Some property managers and landlords may require salary information, while others want to know that the future tenant has a consistent income to pay rent and utility fees.
Applying for jobs
When previous or existing employees apply for jobs at other organizations, those companies often check the accuracy of their resumes. They may request an employment verification letter to confirm a candidate’s work history and professional experience and determine if they are qualified for a role. Companies may also request salary information to assess their ability to offer competitive pay.
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Steps for writing an employment verification letter
The ability to write accurate, helpful employment verification letters is an important human resources management duty. By submitting employment verification letters promptly, you uphold your commitment to your team members and former employees.
1. Process the request
Review the employment verification request letter or e-mail to determine what information to include. Employees and third-party organizations can both submit requests for employment verification letters. Look for the type of institution, the employee name, and other relevant information. Determine if the recipient wants to collect the letter in person, through the mail, or via secure e-mail.
2. Add a company header
Start the employment verification letter on official company letterhead, including your logo and company header. Be sure to include the company name, address, and business contact information to facilitate easy follow-up for the institution if necessary.
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3. List relevant employee information
Search the company’s record of employment and review official documents like hiring forms, payroll data, and exit paperwork to confirm all details are up to date. Clearly state the employee’s name and confirm that they worked for the company. You may include details like:
- Dates of employment
- Job title
- Salary
- Full-time or part-time status
4. Include contact details
At the end of the letter, list your name, title, and workplace contact information. Documenting who wrote and sent the letter simplifies the employment verification process for the third-party institution. If mailing a physical copy of the letter, print it on official company letterhead and sign your name at the bottom.
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Employment verification letter tips
When writing an employment verification letter, consider these essential tips to streamline the process:
- Review disclosure policies: Depending on procedures at your organization, there may be limits to the type of information you can share with outside organizations. Check the Canada Labour Code to ensure the information you share does not infringe on the rights of employees or employers, and review disclosure rules first to maintain employee privacy.
- Use release forms: Consider asking employees to sign information release forms before sending verification letters to other organizations. This confirms that they consent to share their information with a third party.
- Prepare templates: Write form verification letters that you can use as templates whenever employees submit requests. Prepare multiple templates for different employment verification scenarios to save time writing letters.
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Employment verification letter template
[Date]
[Company name]
[Location]
To [Individual requesting the letter]
This letter verifies [employee name]’s employment at [company name].
Below are additional details regarding their employment:
Dates of employment: [start date] – [end date]
Job title: [name of position]
Salary: [current salary before taxes]
Please contact me with any additional questions at [e-mail] or [phone number].
Sincerely,
[Your name]
[Your job title]
Example employment verification letters
Here are some examples of employment verification documents you can use as a guide in your workplace:
Sample letter for a current employee
July 16, 2021
Fathom Woodworks
Newmarket, Ontario
To Ms. Hunt,
This letter is official verification of Nicole Moore’s employment at Fathom Woodworks.
Below are additional details regarding their employment:
Dates of employment: June 2015 – Present
Job title: Carpenter
Salary: $72,000
For supplementary details, contact me at lhernandez@e-mail.com or 555-555-5555 for more information.
Sincerely,
Linda Hernandez
Human Resources Manager
Sample letter for a former employee
November 1, 2021
Happy Heart Spa
Calgary, Alberta
To Whom It May Concern,
Please accept this letter as confirmation of Ray Linder’s employment with Happy Heart Spa as a licensed massage therapist from January 2017 to December 2019. If you have questions about their employment, e-mail me at sjosiah@e-mail.com or call 555-555-5555.
Best,
Sim Josiah
HR Generalist
Writing an employment verification letter is one of the many tasks involved in managing a team of employees. Establishing HR policies for processing employment verification requests can save time in the long run. Being prepared with templates and keeping accurate records will help you streamline this task and ensure you meet your obligations to current and former employees.
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Employment Verification Letter Templates for PDF & Word
Use these templates to help you write employment verification letters that offer support and transparency to your team.
*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.
