What Is an Employment Verification Letter? (With Templates)

By Indeed Editorial Team

Updated 22 November 2022

Published 9 August 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Many agencies require proof of work or income before a transaction takes place. Companies and employees often use verification letters to certify job status for financial institutions, government agencies, and other official needs. Understanding why and how these letters are used can help you maintain accurate documentation as an employee. In this article, we explain the uses and components of an employment verification letter, offer steps to help you request employment verification, and share examples and templates for both the employee's request and the letter itself.

What Is An Employment Verification Letter?

An employment verification letter is a document confirming that an employee currently works or has worked for a company. This formal document certifies employment status for several situations requiring legal proof of employment or income. As an employee, there are many situations where you may need to request a letter from your employer. Most verification letters are brief, with minimal additional information provided beyond confirmation of the employee's current status.

Related: How To Write a Request Letter (With Template and Samples)

Many agencies request proof of employment through an official document. Here are more names businesses and institutions use for this type of verification letter:

  • Proof of income

  • Letter of employment

  • Work verification letter

  • Proof of employment letter

  • Income verification letter

  • Employment confirmation letter

  • Salary verification letter

Related: What Is a Salary Slip? Importance, Components and Format

How Are These Verification Letters Used?

Verification letters guarantee the work and income status of an individual. They provide official documentation that interested parties use to authenticate information about a person. Some of the most common uses for a verification letter include:

  • Applying for a job: Employers may contact your current or previous employer to request verification of your employment with the company before offering you a position. They may ask you to provide the documentation, but many simply request the document directly from your current or previous employer.

  • Renting a home or apartment: Many landlords ask for proof of income before signing a contract for a lease. This ensures you have the income to pay the rental price, especially for high-priced units.

  • Purchasing a new home: When applying for a loan to purchase a new property, the bank typically requests an employee certification letter before approving your mortgage. This is also a way to protect the bank from contracting a loan with someone who may not have sufficient funds to pay back the debt.

  • Fulfilling government requirements: Government agencies may request a letter of employment for tax purposes or other uses. You may be asked to submit this documentation to complete certain federal records.

  • Signing up for insurance: An insurance institution may ask for proof of income before agreeing to set up a new policy.

  • Setting up or adjusting lines of credit: Working with a debt consolidation company or bank to secure a credit line or payment plan may require a verification letter.

Related: How To Write a Job Offer Acceptance Letter (With Samples)

How To Request An Employment Verification Letter From Your Employer

Follow these steps to request a letter of employment from your organization:

1. Determine who processes employment verification requests

In many companies, the human resources (HR) department facilitates official documents like a verification letter. In larger companies, HR staff may be responsible for different activities. It is important to find out exactly who processes the request within the department and submit the information to them directly. If it is not clear who in HR can take the request, speak with your supervisor for further clarification. If you work for a smaller organization, you may need to request a letter from your manager.

Related: What Are the Roles and Responsibilities of HR? (With Skills)

2. Follow company procedures to submit a request

Once you determine who can process your letter, find out if your organization follows a specific procedure or format for the request. Read any procedures carefully to ensure your request is processed correctly and on time. Some businesses offer online forms through a company portal, making it easier to send and process a request or check its status.

3. Specify contact information and other details

If you send an email request, make sure to include your number or extension and email address so the HR representative can contact you if they have additional questions. Including your title, department or even employee ID could also make it easier for the representative to find your employment history.

Related: How to Introduce Yourself in an Email Professionally

The party requesting employment verification probably needs specific information regarding your employment. Include the correct mailing address for the recipient to ensure your letter reaches the right authority. You can also add any specific information the recipient needs, such as your job title or the number of years you were employed in your request.

4. Request a letter in advance

Employers may take several business days or longer to process your request. It is a good idea to plan to request verification well before you need it. If circumstances require you to verify your employment immediately, contact an HR representative directly and explain your situation. However, most organizations recognize the processing time needed to complete a verification request.

Related: How To Write a Resignation Letter for Personal Reasons

Parts Of An Employment Certification Letter

An employment certification letter typically includes the following content:

Contact information for the employer

The employer composing the letter needs to include their mailing address, phone number, and any other relevant contact information. This information allows the recipient to contact the employer with any additional needs or questions regarding the letter or employee. Contact information also proves the legitimacy of the organization.

Information about the employee

Employee information takes up the largest part of the letter. This section states all relevant details about the employee and includes the following information:

  • Name of employee

  • Employee job title

  • Start dates for employee

  • Employee salary information

  • End-date of employment (when applicable)

Related: Employee Information Form For New Employees (Format And Tips)

Employer signature and seal

Finally, employers need to add a signature and an official company seal to verify the document. This may include using a company logo or watermark or an official stamp. Once the document is signed, it is ready to be sent to the requesting party.

Employment Verification Request Template

When you need to request proof of employment or income, carefully compose a letter to the appropriate professional in your organization. For further assistance creating your employment verification request, follow this template:

Dear [recipient's name or title],

I am requesting an employment verification letter for[requesting agency and explanation, if desired].

It has been requested that you include [desired information for letter].

Please send your completed letter to [details about where to send the letter].

Thank you,
[Your full name]
[Your title]

Employment Verification Letter Template

Employers can use this template to create an employment certification letter for an employee who has made a request:

[Your name, title, and address]

[Date]

[Recipient's name if known, title and address]

Dear [Formal name or job title],

I am writing to confirm that[employee name]is currently employed by [company name, followed by any additional
information requested].

If you have any questions please reach out to me by[preferred method of contact information].

Sincerely,[Your name]
[Your title]
[Company]

Related: How To Write a Termination Letter (With Template and Sample)

Sample Of Employment Verification Request Letter

This sample letter sent to a human resources representative provides an example of how you can write your own employment verification request:

Subject line: Employment verification letter—Dev Patel

Dear Suneeta,

I am currently looking for a new home and am attempting to pre-qualify for a mortgage loan. The lending company, Hamilton Financial, has requested proof of employment, including my title, salary, and dates of employment.

Will you please send them a letter verifying my employment status with the following information by November 11? I would greatly appreciate it.

Their mailing address is:

Hamilton Financial
456 Main Street New Dehli -100000

Thank you,

Dev Patel
Sales Associate
Innova Pharmaceuticals Incorporated

Sample Letter For Employment Verification

For further guidance on how an employment verification letter looks like, here is an example letter:

Suneeta Singh
Human Resources Manager
Novacorp Pharmaceuticals Incorporated

1 Lotus Street
New Dehli -100000

July 8, 2021

Ishana Kumar
Loan Officer
Hamilton Financial
456 Main Street

New Dehli -100000

Dear Ms. Kumar,

This letter is being sent to verify that Prisha Agarwal is currently employed as a sales associate with Novacorp Pharmaceuticals Incorporated. Ms. Agarwal has been with the company since February 2016.

If you have any further questions or require additional information, please contact me at 555-123-4567 or reach me by email at s.singh@novacorpharma.com.

Sincerely,
Suneetha Singh
Human Resources Manager

Novacorp Pharmaceuticals Incorporated

The model shown is for illustration purposes only and may require additional formatting to meet accepted standards.

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