Employment Verification Letter (With Samples And Templates)

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There may be a number of different reasons to write or request an employment verification letter. Employees may need to produce proof of their employment to be qualified for renting an apartment or home or purchasing a home. They may also need them for insurance reasons or to confirm employment at a specific company in order to verify their resume.

Employment verification letters are relatively simple documents and are incredibly easy to write or obtain from your employer. If you need to request or write one of these letters for an employee, understanding what should be included and how to write one is your first step. Below, we discuss employment verification letters in great detail.

Key Takeaways:

• The different reasons why employees may require a verification letter are for loans, renting, or new opportunities.

• Employment verification letters often come directly from the employee, or may come from other parties such as government agencies or landlords.

• Make sure that a verification letter is never more than a page and is kept short.

How to Write an Employment Verification Letter

If you are an employer and an employee requests an employment verification letter, it’s important to first determine what details are required to be included, as well as adhere to an appropriate format. Here are some other details to remember when writing an employment verification letter:

• Follow the appropriate format. Using a standard business letter format is the best way to write an employment verification letter. This means you’ll include your contact information at the top with the date, the recipient’s contact information as well as a handwritten signature at the end.

• Keep it simple. Employment verification letters should never be more than a page and, in fact, should be kept quite short. Don’t add any unnecessary details beyond what is required of the employee, such as an evaluation of their work or specific projects they’ve worked on.

• Include important details. As mentioned above, be sure to gather the information that is required to be included in this letter. This can include their name, department, job title, and how long their employment was. Some letters may also request salary, payment schedules, and how many hours they worked.

• Provide your contact details. At the top or end of the letter, be sure to include your details in case the requester needs to get in touch with you for additional information or questions. Providing your preferred method of contact is the best way to do this, such as your phone number or email address.

• Be sure to proofread. Because these letters are typically used for things like insurance or home ownership, be sure it’s clean and polished when it’s delivered to the requester. A quick proofread and edit can eliminate any glaring errors that may be in your initial draft.

Employment Verification Template

Employee verification templates are great to have on hand in case an employee requests a letter for their needs. The sample template below shows just how easy it is to write one of these letters.

Sample Employment Verification Letter

1. Employment Verification for Current Employee

   To see this template in practice, here is a sample of an employment verification letter for a current employee.

   Hiram Howell
   Marketing Manager
   City State Bank
   76250 Irma Gardens
   Hazelton, KS 67061

   January 6, 2022

   Marlon Stanton
   Vice President
   City State Bank
   76250 Irma Gardens
   Hazelton, KS 67061

   Dear Mrs. Sawyer,

   This letter serves the purpose of verifying that Hiriam Howell has been employed at City State Bank for the past six years in our Marketing Department. She began work on February 21, 2016.

   Please contact me if you require any additional information or have any follow-up questions. My email address is marlon.stanton@citystatebank.com.

   Sincerely,
   Marlon Stanton

2. Employment Verification for Past Employee

   To see this template in practice, here is a sample of an employment verification letter for a past employee.

   Rodrick Pfeffer
   Sales Supervisor
   Country Club Bank
   42419 Denesik Mission
   Kansas City, MO 64148

   May 2, 2022

   Tamara Gerlach
   Chief Operating Officer
   Country Club Bank
   42419 Denesik Mission
   Kansas City, MO 64148

   Dear Mrs. Morató,

   This letter serves the purpose of verifying that Rodrick Pfeffer was employed at Country Club Bank from November 5, 2018, to August 17, 2021.

   Please feel free to email me at t.gerlach@ccbank.com for any additional information regarding Rodrick.

   Sincerely,
   Tamara Gerlach

What Is an Employment Verification Letter?

An employment verification letter is a document written by a current or past employer that confirms the employee or former employee was employed by the business. This request can come directly from the employee or may come from other parties such as government agencies, prospective landlords, bank lenders, prospective employers, or collection agencies.

Typically, when an employment verification letter is requested, the individual is looking to verify employment, salary, and whether the employee is still working at a said job or if they are eligible to be rehired. If the requester finds out that the employee has been terminated, there are certain cases where they may ask for the termination reason.

How to Request an Employment Verification Letter

If you are an individual in need of an employment verification letter, your best bet is to go directly to your current or former employer. Typically, human resources (HR) departments handle these types of letters, so consider writing a professional email to whoever is in charge.

Depending on the company, there may be a policy in place that restricts the release of information. You may be required to give your permission for your employment history to be released to an outside source. If your HR department is used to handling these types of requests, they may even write the letter for you or provide you with a template.

If your HR department doesn’t handle employment verification or your organization doesn’t have an HR department, you can always ask your manager or supervisor directly, using one of the templates provided below. In order to make this process easier, be sure to provide them with the information you need to be included in the letter, including who to address it to.

Why employees may need an employment verification letter

There are a variety of different reasons why employees may require an employment verification letter. There are three major reasons these are typically needed, which include:

• Loans. If your employee is applying for a home mortgage or auto loan, the lender may need to verify their employment is steady, so they have enough income to satisfy their payments on time. Additionally, if they are looking for a loan payment reduction or deferral, the bank will need proof of income before approving the request.

• Renting. If your employee is looking to rent an apartment, there may be requirements by the property management team to confirm they can afford their monthly rent as well as their security deposit, among any other unforeseen financial responsibilities.

• New opportunities. If your employee or former employee is pursuing a new opportunity, the organization may need to verify their information as part of their routine background check.

Employees are not required to disclose their reasoning for an employment verification letter. However, they should give the necessary details that must be included in the letter for their purposes. This includes contact information for the receiving party, as well as a preferred method of delivery.

Creating an employment verification request process

Creating a templated process for employment verification letters is a great way to ensure this responsibility doesn’t become unnecessarily daunting. Depending on the size of your organization, you may only get a few of these requests, while larger organizations may see much more than that.

Making human resources clear can help to smooth this process out. Creating an employment verification request process ensures that human resources aren’t inundated with these requests while employees receive their necessary documentation in a timely manner.

Creating a process doesn’t have to be difficult. Simply create an outline that you can distribute to all employees or even add to the employee handbook should someone need to request an employment verification letter from the organization. This may look something like this:

Please submit all employee verification letter requests at least three days before the required deadline. Please consolidate all necessary information (listed below) into an email and send it to the HR department with the subject line: “Employment Verification Letter.”

Please include:

• Name, company, and address of the organization requesting the information

• Delivery instructions and preferred method of communication

• All information requested (e.g., employment dates, salary, etc.)

Please note it takes an average of two to three business days for this request to be processed. You will receive a confirmation email when your request has been received.

Employment Verification Letter FAQ

1. How do I write a letter of proof of employment?

   To write a letter of proof of employment, include the employer’s address, the name, and address of the organization requesting verification, along with the employee’s name, their employment dates, job title, and any additional requested information.

2. How do I get an employment verification letter from the HR sample?

   The best way to figure out how to get an employment verification letter from HR is to ask your supervisor, manager, or HR directly. Typically, HR will provide you with a template that you or your manager can fill out and sign.

3. Is employment verification a letter?

   Yes, employment verification is a letter. This letter confirms someone’s current or former employment status with an employer.

References

1. The Ladders – How to write an employment verification letter – with sample

2. LegalTemplates – Make Your Own Employment Verification Letter

Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia where she has written 140+ articles that have reached over 1 mil viewers as of June 2023. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research.