Employment Verification Letter - What, Why,
Example, and More.
Being a Human Resource Manager and handling the HR needs on behalf of a company, you
might occasionally have got requests from employees asking for their proof of employment to a
third party. Right?
The best way to handle this request is by issuing an employment verification letter to the
employee. However, what is an employment verification letter? Read further to know more.
What is an Employment Verification Letter?
An employee verification letter is a letter written by a current or past employer verifying that
the employee is working or has worked in the organization. The letter request may come from
the employee, the prospective landlord, government agencies, collection agencies, prospective
employers, or any mortgage lenders.
The ask for verification may include dates of employment, whether the employee is continuing
the employment or can be rehired, salary, etc. In case the employee is reprimanded, the
employer may ask for the reason for the reprimand.
What To Include in the Employment Verification Letter?
An employment verification letter can be divided into the following sections:
1. Employer Contact Information
The current employer should include the details of the company’s mailing address, email
address, and phone number so that the future employer can contact them if necessary.
2. Employee Information
This section of the letter contains the verification that the employee worked in the organization
for the specified time duration. It should include the date when the employer joined the
organization and also the date when he/she left the organization.
3. Details of the Employment
Here, the employer can describe the details of the employee’s roles in the company. It provides
the details of the position that the employee held in the organization, the responsibilities
he/she performed, any award achieved during the course of employment, compensation
(salary, bonuses, etc.), and the type of employment.
4. Signature and Stamp
At the bottom, the letter should necessarily contain the signature and stamp of the
previous/current organization. A signature and stamp are necessary in order to prove that the
letter has come from the organization and is an official document.
Why Do Employees Need an Employment Verification Letter?
Employees typically request an employment verification letter for one of four reasons:
● They're asking for a home loan or an auto loan, and the lender wants to make sure the
employee has a stable job with enough income to support monthly payments before
granting the loan.
● They're looking to rent a home, and the property management business wants to know
if they can afford the deposit, rent, upkeep, and other charges that come with it.
● They desire a loan payment decrease or postponement, and the bank requires proof of
current income before deciding whether or not to grant their request.
● They're applying for a job with another company, and the company wants to double-
check their information as part of the hiring process.
While the employee does not need to explain why they are requesting an employment
verification letter, they must specify which pieces of information the other party requires as
well as their contact information such as address and the preferred method of delivery).
An employment verification letter is also named as proof of employment letter, income
verification letter, employment confirmation letter, salary verification letter, and work
verification letter.
Employment Verification Letter Format
DATE
To Whomsoever It May Concern:
This is to certify that “Employee Name & Employee ID” was employed with us from “Date of
Joining” to “Date of Leaving” and her last designation was “Last Designation”. In this
position, she worked 40 hours per week and her last drawn annual salary was (Last Drawn
Salary) (Salary in Words)
In this position, she completed the following duties,
Ø Major Roles & Responsibilities
If you have any questions, please feel free to contact the undersigned at Authorized Person,
Number & Email ID
Yours truly,
COMPANY NAME
YOUR NAME
DESIGNATION
Employment Verification Letter Example
23rd July 2020
To Whomsoever It May Concern:
This is to certify that Ruchil Patel - ART010122 was employed with us from 1st April 2017 to
22nd July 2020 and his last designation was SEO Executive. In this position, he worked 40
hours per week and his last drawn annual salary was Four Lakhs Per Annum.
In this position, he completed the following duties,
Ø On-site and off-site analysis of web competition.
Ø Use of Google Analytics to maintain performance reports regularly
Ø Creating SEO Optimized Content
Ø Keyword Research and Optimizing Content
Ø Keeping himself updated with developments in SEM
If you have any questions, please feel free to contact the undersigned at Niharika Patel,
9192XXXXXX & hr@abcsolutions.com
Yours truly,
ABC Solutions Pvt. Ltd.
Niharika Patel
HR Manager
Conclusion
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live.
Format 1
(Date of letter)
To whom it may concern:
By this letter, I certify that [full name of authorized user], employee, is an active and
current employee of [name of organization] as of [date]. The authorized user details
are as follows:
First Name: __________________________________________________________
Middle Initial: __________________________________________________________
Last Name: __________________________________________________________
Email Address: __________________________________________________________
By signing this letter, I attest that I am authorized by [name of organization] to certify
the identity and employment status of the authorized user referenced herein.
Sincerely,
[Signature of authorized party]
First Name: __________________________________________________________
Middle Initial: __________________________________________________________
Last Name: __________________________________________________________
Title: __________________________________________________________
Email Address: __________________________________________________________
Format 2
Name
Job Title
Company Name
Address
City, State Zip Code
Date
Name of Person Requesting Verification
Job Title
Company Name
Address
City, State Zip Code
Dear Mr./Ms. Last Name,
This letter is to verify that [employee name] has been employed at [company name]
since [start date].
If you require any additional information regarding [employee name], please feel free
to contact me at [your phone number].
Sincerely,
[Handwritten Signature]
Your Name
Format 3
From
____________________________
____________________________
____________________________
Date: __________
To
____________________________
____________________________
____________________________
Dear __________,
This letter is to certify income and employment for __________. He/She has been
employed at __________ [Company] and holds the title of __________. He/She has
been an employee with __________ [Company] since __________. The company is
located at __________, __________ __________ __________. His/her current salary
is __________ paid ☐ yearly ☐ monthly ☐ weekly ☐ bi-weekly ☐ hourly ( ☐ with
an additional annual bonus of $__________).
The following supporting document(s) are enclosed as proof of income: (Check all that
apply)
☐ Pay stub
☐ Wage and tax statement (W-2)
☐ Tax return (1040)
☐ Social security proof of income letter
☐ Workers compensation letter
☐ Bank statements
All of the information provided is correct to the best of my knowledge.
If you have any questions regarding the information provided, please don’t hesitate to
contact me at __________ [Phone number] or __________ [Email].
Sincerely,
Name: __________
Title: __________
