If you work in Human Resources (HR) or operate a small business where you handle most of the HR responsibilities, you might encounter a request for an employment verification letter. Both present and former employees use a proof of employment letter to verify their employment with your company.
The key to providing an employment verification letter is to know what to include in this letter and the appropriate policies to have in place to handle requests for these letters. In this guide, we’ll cover everything you need to know about the purpose of employment verification letters, the methods for writing these letters, and tips for handling requests.
Why Is an Employment Verification Letter Requested?
An employment verification letter serves as an official document that helps a present or past employee prove that they either once worked for your company or currently do. An employment verification letter might be used for any of the following scenarios:
- A former employee needs to prove their employment history to a new company.
- A current employee is applying for lending, such as for a home mortgage, and needs to prove to a lending institution that they are employed and verify their earnings.
- A current employee is applying for a rental and needs to verify their employment status and earnings with their new landlord.
- A former employee wants to have official documentation on hand to use during future application processes.
In most cases, when an employee submits an employment verification letter request, they will inform you of the purpose of their letter. This will help you know what relevant information to include in the letter.
How to Write an Employment Verification Letter
If an employee has submitted a request for a verification of employment letter, the first thing you’ll want to do is find out whether the requester needs an email or a physical letter. Additionally, you’ll want to know to whom the letter should be addressed, along with the address of the organization requiring the employment verification.
When writing an employment verification letter, be sure to include the following:
- The name of your company and your address.
- The name and contact information of the company requesting the letter.
- The employee’s name and job title.
- The dates of employment.
- The employee’s salary or compensation.
Keep in mind that depending on the state in which you are doing business, there may be additional regulations around what you are legally allowed to put in an employment verification letter. Make sure to check with local laws prior to including information in a verification letter. For example, in some states, you can provide a reason for termination if this is requested, while in other states this is protected information.
Employment Verification Letter Samples
As you begin writing a letter of employment verification, use the following samples to help get started.
Example 1: A simple letter verifying the dates a former employee worked for your organization:
TechCompany USA
123 Anywhere Street
Springfield, IL 62701
September 21, 2022
FutureTech Resolution
123 Way Drive
Springfield, IL 62701
To Whom It May Concern:
This letter is to confirm that Jeremy Litcher was employed at TechCompany from May 1, 2018, to August 2, 2022.
If you need further information, please don’t hesitate to contact us at 777.777.7777 or by email at HRservices@Techcompany.com.
Sincerely,
Kristin Lundham
Human Resources Specialist
TechCompany
Example 2: A more detailed letter for a loan company that includes salary information:
TechCompany USA
123 Anywhere Street
Springfield, IL 62701
September 21, 2022
Loan Star
123 Frontage Road
Pittsburgh, PA
15213
To Whom It May Concern:
Please accept this letter as verification of Jason Menderson’s employment with TechCompany USA.
Employee Name: Jason Menderson
Employment Dates: February 21, 2012 – Present
Current Job Title: Customer Service Lead
Current Salary: $75,000
If you have any questions or need any additional information, please don’t hesitate to reach out at 777.777.7777 or by email at HRservices@Techcompany.com
Sincerely,
Kristin Lundham
Human Resources Specialist
TechCompany
Policies for Proof of Employment Letter Requests
Once you have determined your format for writing employment letters, make sure that you put a consistent policy into place for future requests. This will not only help to streamline your process but will also make sure that any person handling these HR requests is following local regulations and guidelines.
For example, if an employee, present or past, requests an employment verification letter, you should have a response on hand that quickly details the information you will need to fulfill the request. This might include a request for the following:
- The name and address of the organization that needs the verification letter (e.g., a loan company or a new place of work).
- The method for submitting the letter, whether by email or by physical mail.
- The information that needs to be included, such as salary and dates of employment.
Additionally, let employees know how many days they should expect for the turnaround of this letter.
Extra Tips for Writing Employment Verification Letters
When writing an employment verification letter, you want to ensure that you are following professional standards. Use the following extra tips to polish your employment letters:
- Keep it short: Employment verification letters should be simple, concise, and factual. They do not need to include extraneous information, such as how you feel about an employee.
- Double check the facts: Make sure that before you submit an employment verification letter you take the time to check the information included. Never estimate employment dates or compensation. The accuracy of this information can be particularly critical in the case of lending.
- Use a business letter format: Always include contact information on the top left-hand side of your letter. When printing the letter to be physically mailed, print the letter on business stationery.
- Respond in a timely manner: Remember, an employee might be relying on your response to secure financing or for another time-sensitive reason. Make sure that you adhere to a quick turnaround on employment verification letters.
If you are looking for further tips on handling hiring, employment requests, and more, be sure to check out our Insights page for Hiring Teams.