An employment verification letter is a letter that outlines an employees official employment record. It defines that the person held employment at a company. The job title they held. Their annual salary. And general job performance.
Employment verification letters are both requested and sent from two parties. For example, an outside agency may writer an employment verification letter to validate employment.
And a company or HR department will write employment verification letters to confirm employment. Then send that letter to the agency.
Here’s how to write an employment verification letter, for both parties.
What is an employment verification letter?
An employment verification letter is a letter that’s written on behalf of a current or former employee. It’s a written letter that requests a verification of employment at the company, along with the currently held job title.
Usually, inside the letter request is a few details:
- The applicant or employees name.
- Their currently held or previous job title.
- Annual salary or compensation.
- If they would rehire the person in question.
- Whether they adhered to company policies and job duties.
- A request for information about the employees job performance.
- Any other additional details the employer wants to provide.
When do you need an employment verification letter?
An employment verification letter might be needed in a number of circumstances. Proof of employment could be required of real estate transactions, when employed under an H1B visa, or other personal reasons.
Employer’s do have the ability to deny the request to provide a proof of employment letter. Though, they cannot deny the request when:
- It’s regarding an H1B request.
- When it comes from a state or federal government agency.
How to Request an Employment Verification Letter
Here’s how to request an employment verification letter from the employer. And gather current employment status or former employment details.
Check with the HR department
Some companies will not respond to employment verification requests. There are a few details that you should know about the company before making the request:
- Do they respond to verification requests?
- Does the employer allow you to fill out a form that’s been faxed or mailed?
- Is there a policy about what the company is able to say?
- Will they share income, title, salary, and other details of employment history.
- Is there a verification form that’s already available on behalf of the employer?
Check with the HR department before making your request with the employer.
Request the letter
Request the information that’s needed. Be sure to check with the HR department before you make your request. Requesting details that they are not allowed to share could result in receiving no response.
Here are some details of what could be requested:
- The employee name, company name, and employment dates (start date/end date).
- A person’s salary or current income.
- Whether their income was in monthly payment, bi-weekly payments, or weekly.
- How many hours they worked.
State the purpose of the letter
If a template isn’t provided by the employer, stating the reason for the request could be helpful for the human resources team. The purpose of the letter could be regarding H1B visa requirements. Or validation of employment for a real estate transaction/mortgage application/loan application. Or other.
Request a return date
Have a return request date. This will help the human resources team fill out the letter and reply on time. If you don’t receive the letter by the specified date, it’s best to follow up with the team by phone.
End the letter
Sign-off professionally. Thank the team member for returning your request. And provide your contact details in the event that the recipient needs to contact you to verify your request. Or verify additional details needed for the letter.
Employment Verification Letter Sample
Employment Verification Request Letter
This letter is for the outside agency/parter requesting employment verification for the employee in question.
November 15th, 2021
Ryan Anderson has applied for employment with Facebook, and he has listed your company as part of their employment history. We’d like to request your help in verifying some of the details that were provided on behalf of Ryan Anderson. Here is the information we are looking for:
- What were the dates of employment for Ryan Anderson?
- What was Ryan’s job title?
- And his previous annual salary?
- Would you rehire Ryan Anderson for this role?
- Did Ryan Anderson adhere to all company policies and guidelines?
- Is there any additional information that you’d like to provide about Ryan?
- If Ryan is currently employed with your company, has he turned in his resignation letter?
Thank you so much for your assistance. We would love a response within the next five business days.
If you have any questions please feel free to contact me.
For a current employee
Sample employment verification letter for a current employee. In this example, very little details are being provided except the employment verification for the other party.
Director of Accounting/HR
November 12th, 2021
Dear Ms. Brock —
This letter is to verify that Tonya Herd, the person you requested, has been employed with us for the past three years in our Product Management department. She began her work on August 1, 2010.
If you require any additional information, please feel free to contact me at 630-445-4883. You may need additional information about Tonya. If that’s the case, please call me.
For a former employee
Sample employment verification letter for a former employee.
November 18th, 2021
Dear Ms. Skipper,
This letter is to verify the employment of Robert Sanderson, who was employed with Iowa Systems during the time of January 3, 2010 to November 12th, 2021.
If you require any additional information about Mr. Sanderson, like their compensation or other details, we ask that you fill out the forms/templates on our corporate website, and someone from our personnel will return your request shortly.
Thanks you so much,
An H1B employee
Visa Request Services
The United States of America
This letter certifies that John Smith is employed at Apple Inc. And holds the current job title of Software Engineer. His current gross annual salary is $125,000 per year. He is currently paid on a bi-weekly basis. And holds a full-time position with us.
If you have any additional questions or requests, please feel free to call me at the number listed in this signature.
Employment Verification Letter Template
To write an employment verification letter, be sure to include the following information:
- Your full name (verifier’s name).
- Current business address (city/state/zip).
- An answer to the requested information (current employment status, dates of employment, salary, job title, and other related details/requests).
- The employee’s name.
- Any annual bonus amount they received.
[Your full name]
[Business address (city/state/zip)]
Dear Mr/Ms [Last Name],
This letter is intended to certify the income and employment for [Insert Name]. [He/She] has been employed with [Company Name] and holds the title of [Job Title]. [His/Her] employment began on [Date], and they are currently employed by the business. They have an annual salary of [Salary]. And is paid annually. With an additional bonus of [Sum] per year.
The following supporting document(s) are enclose as proof of income: Wage and Tax Statements (W-2) and at least three months worth of pay stubs. All of the information provided is correct to the best of my knowledge and [Insert Name] human resources file.
If you have any questions regarding the information that was provided in this letter, please do not hesitate to contact me at [Phone Number] or please email me at [Email Address]. I will return your request as soon as possible.
Proof of income documents (optional to include)
- IRS Forms 1099 Miscellaneous income — used by freelance or contact personnel.
- Tax turns (1040 or W-2 documents).
- Pay stubs.
- Social security proof of income or benefit verification letter.
- Workers’ compensation letter.
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