What is an employment verification letter?
A verification letter serves as the confirmation that an individual is presently employed or has previously worked for a corporation. The letter is frequently used to verify an employee’s experience in a specific industry, personal residence, or qualification for accessing distinctive privileges. For example, to ensure that the employee has accurately reported their past position and compensation, a new employer may ask for employment verification. This letter will thus be helpful to the employer, who may not know much about the applicant beyond what is on the resume. The firm seal, the letterhead, and the appropriate authority’s signature are frequently found on the employee confirmation letter. As a result, the letter enhances a candidate’s credibility in the job market, which forms the core purpose of an employment verification letter.
What to include in the verification letter?
Since job verification letters must adhere to a suitable business letter structure, they should be exceedingly professional and follow the right format. Here are the key points of the layout of a well-put employee verification letter:
Standard letter components
Be sure to follow the conventions of formal letters when writing your letter. Include your contact information, date, and other information about your company at the top. To ensure validity and legibility, the letter should be written on letterhead.
Requestor’s details
Enter the details of the person or organisation that requested to verify the employee’s employment. Address them by their name in the salutation, or simply add “To whom it may concern” if you don’t have that information.
Employee details
The letter should include the name of the employee, their department within the company, job titles, and the duration of their employment, with exact on-boarding and off-boarding dates. You can include additional information if necessary based on the needs of the requester. For instance, some letters may need you to specify the employee’s pay, and bonuses, while on the other hand, another requestor may need you to confirm the address of the employee.
Attributes for additional questions
Offer to respond to any more queries at the letter’s conclusion. Include a way for the recipient to contact you, for example your phone number or your email address.
Conclusion
Include the stamp of your company and your signature to show that the letter is accurate and to lend it more authenticity.
Who can request for the letter?
A letter of employment verification may be requested by a number of entities, some of them are listed below:
Appeal from an employee
A current or former employee may formally request a verification letter for work-related or personal purposes, such as filling out a loan application, etc.
Request from an external entity
An employment verification letter may be required by banking firms, lending institutions, and health insurers in order to evaluate an employee’s remuneration and capacity to fulfill financial obligations. A financial institution would, for instance, may wish to confirm a worker’s employment economic standing, monthly or annual salary, bonuses, and ongoing commitments, along with their permanent address. To confirm all the mentioned particulars, they may reach out directly to the current employer of the individual.
Appeal from an employer
An applicant’s former employment is verified as part of the screening process, and some employers would want a physical letter including details about the applicant’s prior role from the organisation. The letter helps to verify the employee’s personal details, nature of employment, positions held, duties, and details regarding the employee’s pay and bonuses that may be of help to a potential employer. To get all the information they need, the employer can directly get in touch with specific past employers of an applicant and request the verification letter.
Tips for drafting the letter of verification
Here are some tips and pointers that will help you write a substantial verification letter for an employee:
- Keep the letter to less than a page in length. Avoid including excess information, such as a review of the employee’s performance or a list of the particular projects they worked on, anything that is beyond what is necessary.
- Your employee or a former employee may depend on this letter for their housing, upcoming employment, or insurance, so it is most likely of utmost importance to them. Therefore, ensure that the letter is free of any errors.
- You may quickly and effectively compose your letter by using a template. You will need to just tailor it by adding the employee’s information, which includes name, address, and compensation. Furthermore, using a template may prevent you from accidentally inserting confidential or unnecessary information.
Employment verification letter request process
Filling out a verification letter will be a lot more straightforward if you have a template, however, it could still take some time to compile all the employee information that is to be added. Consequently, it is imperative to have a verification letter application process in place. Establishing preset rules and putting into place a system where employees can fill in personal attributes for their employee confirmation letter can make the process easier.
Here are 3 employee verification letter process attributes you can consider:
- Specify that requests for employment verification be sent via the portal, email, etc. at least a few working days ahead.
- Consider on creating a systemised process for verification letters, you can use an employee directory or any other cloud platform for the entire procedure.
- Streamline the process and encourage employees to be as explicit as possible about the information they want to include in the letter. Propose that the employee provides the following information in their application request:
- The purpose of the application, in order to help you understand for whom the letter is intended for.
- The entity’s name and address that is requesting the information.
- Details to be included in the letter, for example, the salary of an employee, their dates of employment, their work title, etc.
Samples of employee verification letters
Whenever necessary, you can always utilise the following employee verification letter templates. You can personalise it to reflect the employee’s information and expedite the letter-drafting procedure.
Employment verification letters sample 1
Name of the employee:
Designation:
Organisation Name:
Address:
Date____
Employer name:
Designation:
Organisation Name:
Address:
Greetings, Mr/Mrs (name of receiver)
This letter attests that (employee name) has been employed by (organisation name) for the past (x) years in our (name of the department) from (x date)
Please get in touch with me if you require any additional details or have any follow-up questions. I can be reached at (email ID).
Sincerely,
(Your name)
Employment verification letters sample 2
Name of the Employer:
Postal address:
City:
State:
PIN code:
Date:
Subject: Verification of Employment for [Name of Employee]
To whom so ever it may concern,
Accept this letter as a testimony that ___________________ [Name of Employee] worked for the company since [Start Date for Employee] to [End date]
[Name of Employee] occupied the position of ___________________ and worked ___ hours per week, full-time/part-time, with a salary of ________________ that was due per hour/day/week/monthly/annually along with a bonus of___.
Please don’t hesitate to contact me at ________________ if you have any questions or need more information.
Sincere thanks,
Signature:
Name:
Title of Employer:
Employment verification letters sample 3
Date:
Address:
Organisation Name:
To Whomsoever It May Concern,
Please accept the following letter of employee verification as confirmation of (Employee name) full-time employment with (organisation name)
Organising and overseeing all (duties) for the business, including ___, is the responsibility of the (name of the position.)
Please find all the relevant details below:
Name of Employee:
Employee Address:
Employment Period: from (x) to (x)
Monthly/Annual Salary:
Please feel free to reach out to us at (email) or (telephone) if you have any additional questions or require more information.
Regards,
(Name)
The institution asking for the letter could want to hear specific information about the person working for your company to attest to. As the employer, you are authorised to verify this via an employee confirmation letter. The letter should be brief and concise, and provide confirmation of the employment of your employee. The approach can be greatly facilitated by using a specified format to include in the letter as a navigation tool when drafting it. By leveraging sample templates as well as additional suggestions into practice, the process of drafting an employment verification letter can be sped up.
The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
