If you need to write or request an employment verification letter, we want to ensure we answer all your questions regarding this type of document. As an HR professional, you may be asked by your current or former employees to grant such a letter to a third party, such as a financial institution or a landlord.
In the following article, we will explain what an employment verification letter is, the circumstances under which an employee may need it, ways of requesting it, its contents, and a clear sample employment verification letter for you to adapt according to your company's needs.
An employment verification letter is a common and straightforward document used to confirm that an organization hired a current or former employee.
In addition to the employment status, such a letter can confirm the employment dates, the salary, whether the employee can be rehired, and, in case of termination, the reason for said process.
There are several major circumstances when an employee needs a work employment verification letter:
Every document of this type should be particular, meaning you must consider what information the third party asks for. Also, remember that specific regulations and laws prohibit disclosing some information.
It’s best to consult the HR department to avoid violating any relevant regulations in this area. They can also review the content of the letter.
In some cases, the employee may need to sign a release form before you can share any kind of information with third parties.
Important aspects to include in the employment verification letter form are:
At the end of the letter, you should add your contact information so that the third party who sent the request can contact you with additional inquiries.
Check with the company/institution requesting the letter if they need it in physical format or via email. If they want it printed, make sure to use the company’s logo and stationery.
It is crucial to include only what the requestor mentioned in the letter, which should be between 50 and 100 words. Refrain from adding irrelevant information that was not asked for. Proofread, review, and keep it formal to ensure it’s a professional document.
Here is a template you can use at any moment in time:
Employment Verification Letter Template
[Employer name]
[Employer address]
[Date]
RE: Employment verification for [Employee name]
Dear [Recipient name],
This letter confirms the employment of [Employee name] as [Job Title/Role] within our organization. He/she started to work on [Employee start date] and is [current state of employment].
[If a worker is still employed by the organization]
[Employee’s name] current title is [Job title]. His/her responsibilities include [List tasks and duties for the role in question]. His/her current salary (or rate of pay) is $[Employee salary] per [work period].
[If a worker is no longer employed by the organization]
[Employee’s name] worked at [Organization Name] from [Employee Start Date] to [Employee Date of Resignation or Termination]. His/her role was [Job Title]. Their main responsibilities were [List tasks and responsibilities], and his/her rate of pay was $[Employee salary] per [work period].
If you have any other questions about [Employee’s name]‘s employment information, do not hesitate to contact me at [Employer phone number] or [Employer email address].
Sincerely,
[Employer signature]
[Employer contact name (in print)]
When requesting a job verification letter from your current or past employer, make sure you do it professionally.
First, contact the HR department. Your company may have several policies in place, and you may need to give consent for the release of employment information to third parties.
Alternatively, you can ask your manager, who will direct you to the HR department or help you. The human resources professional can offer you a template or compose a letter for you.
Here is an example of how to address this inquiry to the HR department:
“Dear [HR Manager's Name],
I hope everything is well. I am requesting an employment verification letter for my current/former position at [Company name]. I need this letter for [specific reason, e.g., mortgage application, visa application, academic reason, etc.].
Please include the following information in the letter:
My full name and job title
Employment start date and current employment status
Short description of my job duties
My current salary
Your contact information for verification
Please let me know if you need any additional information from me. Thank you in advance for your assistance with this request.
Best regards,”
Creating an employment verification request process
As an employer, you will be responsible for releasing numerous employee verification letters over time, which means that, at some point, it is wise to consider designing a specific process in collaboration with your HR department.
Creating a Word template for the employment verification letter could be very helpful as a first step. You can include your company’s information and any standard and universal employee information that is applicable. The template will streamline the whole process since the letter will be easier to fill out as soon as a request arises.
This procedure is best included in the employee handbook, so ensure you also add a minimum completion time.
Here is an example of what the employment verification procedure could look like:
Submit all employment verification requests at least three business days through the postal mail, electronic email, etc., in advance, and add the following details:
-The name and address of the organization asking for the information
-Delivery instructions and information (ie: mailing address, email address)
-Specific data does the requesting party need (for example, salary, employment dates, job title)
-The reason for the request (optional)
Remember that mail-order documents usually arrive within five business days.
Respecting an employment verification request process is important for both employers and employees. When an employee requests such a letter, it is usually for a mortgage, loan, or new job, so it is crucial to keep it formal and professional. Having a template ready at hand and knowing what the law dictates regarding the information that can be shared is mandatory for a successful organization.
We offer two types of printable employment verification letters, each easily adaptable to your company's needs.
XYZ Inc.
101 Main Street, New York
August 1, 20XX
ABC Loan Company, LLC
444 First Ave.
New York
Dear Mr. Bradford,
This letter confirms that Jane Rice was employed as a Senior User Experience Researcher at XYZ Inc. from March 9, 20XX, to September 12, 20XX.
If you have any queries or need any additional details, please feel free to contact us at 214-555-0101 or hr@xyzinc.email.
Sincerely,
Josh Anderson
Human Resources Manager
XYZ Inc.
XYZ Inc.
101 Main Street, New York
August 1, 20XX
ABC Loan Company, LLC
444 First Ave.
New York
To Whom It May Concern,
Please accept this letter as verification of Jane’s employment with the XZY Inc.
Employee Name: Jane Smith
Employment Dates: May 5, 20XX – Present
Current Job Title: Senior User Experience Researcher
Current Salary: $100,000
Additional terms – if applicable
If you need any additional information, please reach out to at 214-555-0101 or hr@xyzinc.email.
Sincerely,
Josh Anderson
Human Resources Manager
XYZ Inc.
Takeaways
Most companies have at least some guidelines regarding releasing work verification letters, if not a procedure. Usually, the HR department is involved, as it should be.
When you request or write an employment verification letter, follow the business letter format and be concise.
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