What is an employment verification letter?
Employment verification letters, also referred to as letters of employment or proof of income letters, are formal documents that confirm the job status of an employee. It may also confirm the income and apply to past employees.
The content of the letter may vary depending on the request and can include employment dates, job title, duties, salary and the employer’s contact details. This type of document is often required by third parties such as financial institutions, landlords or future employers.
Why might an employee need an employment verification letter?
There are several reasons why a current or past employee may need an employment verification letter. Below are some of these reasons:
- Applying for a mortgage, loan or credit product
- Renting a property or renew a lease
- Requesting a payment deferral or financial assistance
- Completing background checks for a new job or visa application
What to include in an employment verification letter
Employment verification letters are formal documents. As such, it is important to include a clear subject line that states the purpose of the document and use a professional format. Here is what the letter includes:
Company information
The letter includes the company’s official information such as the logo and full company name. It also includes the full company address.
Employee information
Include the employee’s full name, address from their employment contract, job title, duties and dates of employment. Also confirm whether they need a physical letter or an email. If they need a letter, use standard business format with your company and recipient details at the top.
Terms of your contract
Depending on the request, you may need to include the employee’s current salary and any bonuses. If the contract was terminated, state the reason for termination. For this type of information, the employee may have to sign a release form for you to share this information with a third party.
Requesting an employment verification
Requesting an employment verification letter is a simple but important step that is usually handled by the HR department. To avoid delays, employees request it early and provide all necessary details such as the recipient’s contact information, the purpose of the letter, and the required employment details. They may need to sign a release form. Familiarise your HR department with these types of letters so that they are able to respond promptly.
The role of the human resources department
It is the HR department’s responsibility to oversee the employment verification process. They ensure the requests are handled in on time, accurately and securely. HR teams can protect both the company and its employees by following clear policies for employment verification.
Using a standard template and verifying who’s making the request helps keep the process consistent and secure.
How to write employment verification letters
Having a clear process for employment verification helps ensure the information is accurate and sent promptly. Here are some steps to follow as you write your employment verification letter:
Collect the necessary information
Gather the employee’s files and documents in one place, which can also help if you need to comment on their performance. Employees submit their requests using the company’s official form or process.
Keep in mind that different third parties might ask for specific details based on their rules or requirements.
Validate the company policies and compliance
Check your company’s policies before writing the letter. Many companies use HR software to make the verification process easier, faster and aligned with HR compliance.
Act promptly
Start preparing the employment verification letter early to complete it on time. Encourage your employees to request the letter as soon as possible, since it takes time to collect all the details and send the confirmation.
Request additional information from the employee
Ask employees to provide any additional information you may need and inform them of deadlines to stay organised. For example, requests could be submitted at least two business days in advance with details like:
- The name and address of the letter’s recipient
- How the letter should be delivered
- What information does the recipient need
- The reason for the employment confirmation (optional)
Include essential details in the letter
Include only the necessary information you are legally allowed to share. Keep the letter formal and concise, as it helps employees with loans, jobs or mortgages. A professional letter also helps to create a positive impression of your company.
Employment verification for past employees
HR might be asked to write an employment verification letter for past employees. This is often for loan applications, rental contracts or when a past employee is starting a new job.
When writing employment verification letters for former employees, include their name, job title, employment dates and salary. Use the company letterhead and add the employer’s contact details to make the letter official.
HR teams should always check that the information is correct and follows company policies and the law. Only share the letter with authorised parties, and keep personal data safe.
Visa process and employment verification letter
Employment verification letters are a common requirement for visa applications, as they provide official proof of a person’s job status and income. These letters typically need to include key details such as the employee’s job title, start date, salary and the employer’s contact information.
Providing a clear, complete and correctly formatted letter helps streamline the visa process and supports the success of the employee’s application.
To be accepted by immigration authorities, the letter is requested to follow standard business formatting and be printed on the company’s official letterhead. HR teams also ensure that the information is accurate and current, as errors can lead to delays or visa refusals.
Some visa applications may also require specific templates or additional documents.
Best practices for employment verification letters
A clear, consistent process helps HR teams handle employment verification requests quickly and securely. Follow these best practices to help get your process right:
- Use a standard template to keep letters consistent and accurate
- Create a clear HR policy that outlines how to handle verification requests
- Verify the identity of the person or organisation requesting the letter
- Ensure employee information is accurate before sharing
- Protect confidentiality by sending letters via encrypted email or secure portals
- Keep detailed records of each request, including dates, contact details and what was shared
These steps help HR teams handle requests quickly, securely and in line with company policies.
Sample employment verification letters
Below is an employment verification letter example that can help you draft an employee verification letter for various purposes.
[Your name]
[Street number] [Street name],
[City], [post code], [country]
[Date], [location]
To whom it may concern,
Please take this letter as confirmation of [employee’s name]’s employment with [your Company Name]. They have been an employee of our company since [employment beginning date] with the title of [job title]. [Your company name]’s offices are situated at [full address]. [Employee’s name]’s current salary is £[current salary amount] with an additional bonus of £[bonus amount] annually based on performance.
If you have additional questions or require further information, please feel free to contact us at youremailaddress@supplier.com.
[Your name]
[Your company name]
Reviewing employment verification letter samples can help ensure your document is accurate and professional. Each employment verification letter template below is designed in the appropriate format and includes the key details required for employment verification.
