How To Write an Employment Verification Letter (With Examples and Tips)

Writing an employment verification letter is a common method for confirming that someone worked at your organization and sharing basic information about their role. By learning how to write an employment verification letter correctly, you can provide high-level support to your team and ensure they can share important employment information with other employers or organizations. You may encounter several reasons employment verification letters are requested and knowing how to prepare one can help you complete the task promptly.

 

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Uses for employment verification letters

People need to confirm that they have a job with employment verification letters for many reasons, ranging from validating their source of income to verifying their employment history. Knowing the purpose for each employment verification letter you write can help you select the appropriate content to include. Some of the common uses for employment verification letters include:

 

Applying for loans

Banks and other financial institutions may submit employment verification requests to confirm that individuals have a reliable job and enough income to afford loan payments. When writing employment verification letters for financial institutions, you typically include detailed information about how much the employee earns. Lenders use payroll details to determine if they can approve the loan. You may also receive employment verification requests regarding loan deferrals or payment adjustments.

 

Renting homes

Property managers and landlords often use employment verification letters to determine if a potential renter has a consistent job to help them pay for rent and utility costs. When applying for a unit at an apartment or a house rental, employees may need to submit copies of pay stubs and an employment verification letter. Some property managers request information about salary, while others simply want to know that the future tenant has a job.

 

Applying for jobs

When previous or existing employees apply for jobs at other organizations, those companies often check the accuracy of their resumes. The businesses they apply to may use an employment verification letter to confirm that the candidate worked at your establishment. The work history verification process helps hiring managers confirm the candidate’s professional experience and determine if they truly possess the proper qualifications for a role.

 

Steps for writing an employment verification letter

Being able to write accurate, useful employment verification letters is an important human resources management duty. By submitting employment verification letters in a timely manner, you uphold your commitment to your team members and former employees.

 

1. Process the request

Review the employment verification request letter or email to determine what kind of 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 email.

 

2. Add a company header

Begin the letter with an official company header. If you have official company stationery or a logo that you use for business communications, include that at the top of the employment verification letter. List the company name, address, and business contact information to make it easy for the institution to follow up if necessary.

 

3. List relevant employee information

Search company records for information on the employee and write all relevant details in the letter. Clearly state the employee’s name and confirm that they worked for the company. Make sure that all data is accurate and up to date. Review official documents like hiring forms, payroll data, and exit paperwork to confirm details before completing the letter. 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 own 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.

 

Employment verification letter tips

When writing an employment verification letter, consider these key tips to make the process more convenient:

  • Review disclosure policies: Depending on procedures at your organization, there may be limits to the type of information you can share with outside organizations. Always 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 types of employment verification scenarios to save time writing letters.

 

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 at [email] or [phone number] with any additional questions.

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

Red Acre Woodworks
Newmarket, Ontario

To Ms. Davis,

This letter is official verification of Micah Ramsey’s employment at Red Acre Woodworks.

Below are additional details regarding their employment:

Dates of employment: June 2015 – Present
Job title: Carpenter
Salary: $72,000

If you need any supplementary details, contact me at vrivera@e-mail.com or 555-555-5555 for more information.

 

Sincerely,

Vivien Rivera
Human Resources Manager

 

Sample letter for a former employee

November 1, 2021

Serenity Day Spa
Calgary, Alberta

To Whom It May Concern,

Please accept this letter as confirmation of Tate Richardson’s employment with Serenity Day Spa as a licensed massage therapist from January 2017 to December 2019. If you have questions about their employment, you can email me at ncarlson@e-mail.com or call 555-555-5555.

 

Best,

Nathan Carlson
HR Generalist

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