Employment Verification Letter: What It Is and How To Get It

In the professional world, employment verification letters are something essential.

For employers, such letters should be well-written because they affect the lives of your employees.

Employees also should understand how to ask for and use such letters as they may need them in several situations.

But what is an employment verification letter, and why is the document so important? In this guide, you'll learn all that you need to know about these letters. These include their definition, what they contain, and how to access and write them correctly.

What Is an Employment Verification Letter?

An employment verification letter simply confirms whether an individual is employed with a company presently or was employed previously. It is also known as a verification of employment letter or proof of employment letter. This letter may include simple information concerning the nature of their job, pay, and employment period. This is an official record that can be used for different purposes.

Components of an employment verification letter usually include:

1. The employee's full name

2. Job title or position

3. The dates of employment, like the starting date and, if the job ended, then the end date.

4. Current salary or wage information (if relevant and allowed)

5. The name of the company and contact details

6. A signature from an authorized representative of the company (often from HR or management)

These letters are commonly requested by:

• Landlords or property management companies

• Banks and other financial institutions for loan applications

• Government agencies for benefit verifications

• New employers as part of background checks

• Immigration authorities for visa applications

How To Write an Employment Verification Letter

Here's a step-by-step guide to help you create an employment verification letter:

1. Use Company Letterhead

First, place the company’s official letterhead at the top of the page. This should reveal the company’s logo, name, address, and other contact details. This provides the document with a certain level of credibility and informs third parties that it is genuine.

2. Include the Date

Place the date at the top of the letter. This is useful for keeping records.

3. Address the Recipient

If you know the person who will receive the letter, ensure that you write the name of the recipient. However, if that’s not available, you can use the generic “To Whom It May Concern.”

4. State the Purpose

The first statement in the letter should state what the letter is about. For example, “Please accept this letter as verification of the employment of Jane Doe with MY Inc.”

5. Provide Employment Details

Include the following information:

• Employee's full name

• Job title or position

• Employment start date (and end date if applicable)

• Current employment status (full-time, part-time, etc.)

• Salary information (if relevant and permitted)

6. Add Any Additional Relevant Information

If there’s any relevant additional information, then you can add it here. You may include details like employee performance or responsibilities. You may mention the reasons they’re no longer employed with the company.

7. Offer To Provide Further Information

Add a statement offering to answer any additional questions or make clarifications. For example: “If you require any further information, please don't hesitate to contact our HR department.”

8. Close the Letter

It’s important to use a professional closing like "Sincerely" or "Regards" and then enter your full name, position, and signature. Personalization plays a vital role in professional communication, including email correspondences related to employment verification. Adding a personal touch, such as using an email signature, can make your communication more professional and impactful. For example, a well-crafted email signature can include your job title, contact information, and even a personal message, which reflects your attention to detail and commitment to professionalism. Whether you are requesting an employment verification letter or sending one, ensure that your email signature is consistent and clearly displays your role and contact details, making it easier for recipients to follow up when necessary.

Employment Verification Letter Template

Here's a free basic employment verification letter sample template you can use as a starting point:

(Company Letterhead)

September 1, 20XX

To Whom It May Concern, 

This letter is considered as confirmation that Jane Doe has been employed with MY Inc. since June 1, 20XX. She serves as the Program Manager in the organization and works full-time.

Jane Doe’s current salary is $100,000. Her employment status is active.

If you have questions or need any further information about Jane Doe’s employment, please contact the HR department of MY Inc. at 000 or hr@MYInc@email. com.

Sincerely,

John Doe

Human Resources Manager

MY Inc.

How To Request an Employment Verification Letter From HR

Here's a step-by-step guide on how to request an employment verification letter from HR by email or otherwise:

1. Check Company Policy

You can check the employee’s guidebook or go to the official company’s website if you are planning to make your request. Some organizations have a procedure for requesting employment verification letters. If an employment verification is handled by a third-party service provider, then HR should explain to you how to use such a service.

2. Prepare Your Information

As much as possible, avoid contacting the HR department without first preparing all the information you need. This may involve information to be included in the letter, such as specific details and intended purpose. It is acceptable to say it is for some ‘personal use’ if you do not feel comfortable enough to explain why the letter is required. It is also appropriate to include when the letter is needed in case it is required before a given date.

3. Choose Your Contact Method

More often than not, the letter of employment verification can be requested through email. But for some organizations, you may request it by phone or physically. Select the method that will be acceptable in your organization in terms of culture and policies or standards.

4. Draft Your Request Email

Send an email to HR to make your request. Ensure that HR is allowed enough time to prepare the letter, especially if it is needed at some particular date. You should be willing to sign a written consent form to disclose your employment information. This is even more important if the letter is to be forwarded directly to a third party.

5. Follow Up

If you do not receive a reply within a few days, then it is fine to write a follow-up email. It is also possible to follow up via a visit to the HR office.

6. Be Patient and Professional

Bear in mind that HR staff usually manage a lot of duties and tasks in an organization. Keep on being very professional and patient all through.

7. Review the Letter

When you receive the employment verification letter, take your time to read and review it carefully. This helps you ensure that all the required information has been included and is correct.

Best Practices for Employers Handling Employment Verification Requests

Here are some best practices to consider:

1. Establish a Clear Policy 

Set up a good employment verification policy that will act as a guideline when receiving such requests from employees. Inform your employees of the company employment verification policy. This helps them know the steps to follow whenever they require a verification letter and the right way to request. 

2. Use a Standard Format 

Prepare templates of employment verification letters to avoid omissions and for proper formatting. This also assists in simplifying the flow. 

3. Protect Employee Privacy 

Do not disclose as much information as possible. Ensure compliance with privacy laws. Seek consent from the employees to provide some information, such as the remuneration they receive. 

4. Respond Promptly 

Ideally, the reply to the verification requests should be given within a reasonable period of 3-5 business days. Employees might have some time-sensitive issues that need to be sorted out as soon as possible. 

5. Keep Accurate Records

Keep records of employment so you have current data for all employees. This includes those working currently and those who worked with the organization previously. This scenario makes it possible to easily provide replies when there is an influx of requests from customers. 

6. Implement a Verification System 

You can use an automated employment verification system or outsource the process to a third-party provider. This may be time-efficient and save cost, especially when it is done by major organizations and establishments. 

7. Train Relevant Staff 

It is also essential to ensure that all employees who might receive verification requests are trained. This means they know the company’s standard operating procedures and privacy regulations. 

8. Document All Requests 

Keep a log of all verification messages, replies, and acknowledgments sent. It can be useful in case there are some difficulties or, on the contrary, some questions arise later. 

9. Consider Legal Review 

It would be advisable for your legal team to go through the format of employment verification letters and procedures. This helps compare it with the current laws and standards. However, employment laws can be dynamic. The policies should then be revised on a regular basis with regard to the federal, state, and local legal standards. 

Final Thoughts 

Basically, this guide is a road map that will allow you to undertake the Employment Verification process properly and easily. However, employment laws and practices can differ in different states or depending on the industry. Always consult with lawyers or HR experts.

At ThePayStubs, we understand the importance of accurate employment documentation. While this guide helps with verification letters, our user-friendly paystub generator complements this by creating professional, detailed paystubs. These can also be used as supporting documents for employment verification when needed. Visit our site to see how we can streamline your payroll process so you can focus on everything else.