Sample Employment Verification Letter Guide

Updated on April 10, 2024

At a Glance

  • An employment verification letter serves to confirm an individual’s job status and employment details, commonly requested by entities like landlords, banks, and other institutions.
  • The letter typically includes essential information such as the employee’s name, job title, company name, address, and salary, with the possibility of mentioning the reason for termination if applicable.
  • The process of obtaining this letter involves reaching out to the HR department, completing any required forms, and securing the signed letter.
  • It is crucial for the content to be concise, accurate, and professionally formatted. Proofreading is essential to catch any errors, and unnecessary details should be omitted. Templates are available for reference.

From applying for a loan to buying a car or a house to applying for a green card, employment verification letters can help you avoid unnecessary problems. An employment verification letter proves you are able to pay or fulfill your obligations and other details concerning your employment.

It is a letter consisting of a statement of your past or current working period along with your salary status. It is pretty simple to put together if you follow certain steps carefully. We’ll go through everything about the employment verification letter here.

What Is an Employment Verification Letter?

An employment verification letter is often requested by landlords, banks, and other institutions or insurance companies to verify an individual’s job status and details about their employment. 

Whenever a company hires an individual, they must run a background check to make sure the candidate is qualified. To make this process easier, an employment verification letter can be beneficial. It serves as proof that you’ve previously worked in a company and that you are eligible to get hired again. This can act as a safety measure, especially if you were fired from a previous company. Knowing the reason why could help in the hiring process. This letter typically includes only helpful information. For example, it is not necessary to mention if you were paid on a weekly/monthly basis. It is unnecessary and must be added only if it is requested.

Situations where an employment verification letter might be requested:

  • By potential employers to verify the applicant’s previous job and salary details during the hiring process.
  • By landlords or companies to ensure rent can be afforded or installment payments can be paid on time.
  • By banks to ensure that an individual is eligible for a loan since there are personal loans based on job offer letters. Depending on the loan, if some requirements are not met, the loan could be canceled.

The Process of Requesting an Employment Verification Letter

We advise requesting an employment verification letter as early as possible because the process might take longer than expected. As a first step, reach out to your current or previous Human Resource department. Often, companies have a strict policy that prohibits them from sharing information with other organizations without first getting permission from the employee to share the information.

So, HR can guide you through the process to make sure the required information is provided. Templates and sample letters are given to help in the process. HR can fill out the form and deal with the supervisors involved directly. It must be signed and sent through e-mail or a physical copy of the letter, depending on the preference. The letter must have the company’s stamp for verification purposes.

What Is Included in an Employment Verification Letter?

It depends on what information is being requested and what they can share with third parties. As mentioned earlier, information regarding an employee is not freely accessible to everyone, as there might be essential details that are considered private. They are often protected unless the employee confirms they can be shared.

It is mostly information regarding the employer and employee along with other necessary details.

An employment verification letter typically includes:

  • Details concerning the employee’s name and other personal information
  • Details of the name and address of the company requesting the letter
  • Details about the job title and salary
  • Details about the current salary
  • Details about the reason for the termination

Points to remember when writing the letter:

  • Keep it brief and easy to read
  • Check whether a physical copy or an e-mail of the letter is needed
  • Stick with the standard business format
  • Make sure to only include the requested information
  • Provide accurate details such as contact information, date, etc.
  • Double-check for errors and keep it professional

It is essential to go through the whole process seriously and keep it brief and professional. It is necessary to stick to a standard business format and keep the information as short as possible. It must be easy to go through. Don’t forget to include contact information and other details with your signature at the end. Make sure to include all the information that has been requested. There are likely a lot of unnecessary details which can be excluded.

Finally, proofread and check for errors to see whether all the information provided is accurate and necessary. Since your future employment or insurance might depend on this, it must be treated seriously. Double-check to see if any information must be added.

Template for an Employment Verification Letter

Name of the employee
Job Designation
Name of the company
Address
City, State, Zip Code

Date
Name of Person Requesting Verification
Job Designation
Name of the company
Address
City, State, Zip Code
Dear Mr./Ms. Last name,

This letter is to verify that (employee) has been employed at (company name) since (joining date).

If you want to know any other information regarding (employee name), please reach out to me at (your phone number).

Sincerely,
(Handwritten Signature)
Your Name

Employment Verification Letter for a Current Employee

John Smith
Data Analyst
GVK Solutions
2124 Washington Ave.
Portland, OR 97203


November 21, 2021.

Jane Davis
Senior Data Analyst
IT Info Solutions
1159 Brighton St.

Portland, OR 97203

Dear Jane,

This letter is to verify that John Smith has been working at GVK Solutions for the past two years as a Data Analyst. He started working here on October 12, 2019.

If there’s any other information you would like to know, please reach out to me at 555-272-2222.

Sincerely,
(Handwritten signature)
John Smith
Data Analyst
GVK Solutions

Employment Verification for a Past Employee

Richard Benson
Data Analyst
GVK Solutions
2124 Washington Ave.
Portland, OR 97203

November 21, 2021.

Jane Davis
Senior Data Analyst
IT Info Solutions
1159 Brighton St.

Portland, OR 97203

Dear Jane,

This letter is to verify that Richard Benson was previously employed at IT Info Solutions as a data analyst. He worked there from October 12, 2019, to November 10, 2021.

If there is any other information you’d like to know concerning Richard Benson, you can reach out to me at [email protected] or at 555-822-2999.

Sincerely,
(Handwritten signature)
Richard Benson

Read More

Conclusion

As there might not be specific information requested, make sure to ask what specific information is required. Try not to include unnecessary information. Double-check to find errors and correct any. Also, don’t forget to add your name and accurate contact details. Also, reach out to your current or former HR department for help or guidance to ensure everything is done correctly and on time.

Frequently Asked Questions (FAQ)

What is an employment verification letter?

An employment verification letter is a document that confirms an individual’s employment status and provides details about their job.

How can I request an employment verification letter?

To request an employment verification letter, you can typically contact your employer’s human resources department or supervisor. They will be able to guide you through the process.

What information is included in an employment verification letter?

An employment verification letter usually includes the employee’s name, job title, dates of employment, and sometimes their salary or hourly rate.

Why do I need an employment verification letter?

An employment verification letter may be required for various purposes, such as applying for a loan, renting an apartment, or verifying work experience.

How long does it take to receive an employment verification letter?

The time it takes to receive an employment verification letter can vary depending on your employer’s internal processes. It is best to communicate your request as early as possible to allow for any necessary processing time.

Can I use an employment verification letter for multiple purposes?

Yes, you can typically use an employment verification letter for multiple purposes as long as the information provided is accurate and relevant to the specific request.

What if I need additional information on the employment verification letter?

If you require additional information on the employment verification letter, it is recommended to reach out to your employer’s human resources department or the relevant contact provided on the letter.

Is an employment verification letter legally binding?

An employment verification letter is not typically considered a legally binding document. Its purpose is to provide accurate information about an individual’s employment status.

Can I request an employment verification letter on behalf of someone else?

In most cases, an employment verification letter can only be requested by the individual whose employment information is being verified. However, specific circumstances may allow for authorized individuals to request the letter.

Are there any fees associated with obtaining an employment verification letter?

The fees associated with obtaining an employment verification letter can vary depending on your employer’s policies. It is advisable to check with your employer or human resources department regarding any applicable fees.

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Frank Gogol

I’m a firm believer that information is the key to financial freedom. On the Stilt Blog, I write about the complex topics — like finance, immigration, and technology — to help immigrants make the most of their lives in the U.S. Our content and brand have been featured in Forbes, TechCrunch, VentureBeat, and more.

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