An employment verification letter; commonly referred to as “Proof of Employment Letter” or a “Proof of Income Letter,” is a letter used to verify the salary and employment history of a previous or current employee.
The letter is often used to confirm an employee’s salary information, employment status, employment dates, and other details depending on the reason why the letter is required and what the employer allows the employee to share with other companies.
Employment verification letters are also be referred to as:
- Income verification letter
- Work verification letter
- Salary verification letter
- Proof of employment letter
- Employment confirmation letter
Who Requires an Employment Verification Letter
A current or former employee may request an employment verification letter to attest their income and employment history to their prospective employer, government agencies, landlords, collection agencies, or mortgage lenders. The request may, in most cases, include verification of dates of employment, income status, whether the employee is expected to continue working for the employer or is eligible to be rehired. Consequently, if the employee was terminated, the requesting party may request to be furnished with the reasons for termination to gauge whether to hire them or not.
Additionally, banks, landlords, and mortgage finances may also require one to submit an employment verification letter to verify that they have the income capability to make the necessary monthly payments before issuing a loan, financing their mortgage, or allowing them to rent an apartment.
Items Verified on an Employment Verification Letter
The information included in an employment verification letter usually depends on what the requesting party is asking for, and the state and company policies governing the type of data employers are permitted to disclose to other institutions. Also, before such information is disclosed to other third parties, the employee may be required to sign a release form to certify that they have authorized the disclosure. Employment verification letters are often printed on company letterheads or stationery that includes the organization’s logo.
The information included in the verification letter may include:
- The current employer
- Employment start date
- The employment status, i.e., part-time/fulltime
- The pay
- Occupation/job title
- Job description
- Name and address of the company
- Reasons for previous resignation/termination
Verification Letter Template
This letter is to verify the employment and income status for _ [name of the individual/employee]. He/she has been an employee at _ [Organization] and holds the title of _ [title]. __ [employee’s name] has been an employee with _ [organization] since _ [start date of employment]. The organization is located at ____ [address]. His/her current salary is [ salary amount] paid every _ [month, week, year, hourly, bi-weekly].
Enclosed with this document are the following supporting documents
Last two pay stubs
Wage and tax statements
Workers’ compensation letters
[Include all attached documents]
I would like to certify that all the information provided herein is accurate and true to the best of my knowledge.
Should you have any questions regarding the information provided, kindly contact me at _ [phone number] or email me at [your email]_ and I will get back to you at the earliest convenience.
Name [Employer’s name]
Verification Letter Sample
762 Valley View
CA 7862 California
March 15th, 2021
8622 Rail Road
CA 862 California
Dear Mr. Michelson,
This letter is to certify the employment and income for Mathew Thompson. He has been employed at XYZ limited and holds the title of Sales and Marketing Director. He has been an employee with XYZ Limited since September 13th, 2002. The company is located at 762 Valley View, CA 7862 California. His current salary is $99,700, paid monthly with an additional monthly bonus of $780.
The following supporting documents are enclosed as proof of income:
Last two pay stubs
All the information provided in this document is true and accurate to the best of my knowledge.
If you need additional explanation or have any questions regarding the information provided, please feel free to contact my office at 782- 2628-7289 or email me at [email protected]
Download free employment (income) verification letter templates here.
How to Authenticate the Verification Process
Whether you as an employer are looking to employ someone, give them a loan, or allow them to rent your property, it is important that once they furnish you with an employment verification letter, you take the necessary steps to verify and ascertain that the document is legit and that the information included in it is accurate.
Here are some steps to follow to verify your document:
Step 1: lookup the business entity
The very first thing that you have to do when given an employment verification letter is to look up the business from the Secretary of State’s office or any other equivalent entity that allows users to search its database to lookup the principals of a business entity.
Note: When requesting an employment verification letter, ask the employed individual to obtain the employment verification letter from the principals or the business owner as most databases only contain information of the business owners or principals.
Check Business Entity Status- By State
Step 2: Call the employer
After checking the business entity’s status and verifying the principals or business owner, the next step is to contact them to verify that they indeed signed the letter. The best and fastest way to get a response would be to call the employer; however, if their contact is not provided or not going through, you may consider sending in an email to their official company email.
Step 3: Obtain past pay stubs/bank statements
Depending on your reason for requesting the employment verification letter, you may consider asking the employer to furnish you with at least two pay stubs or the employee to give you their bank statement to help you get an insight into their spending habits and check to see if they will be able to furnish their monthly payments.
Step 4: Obtain past 2-years of tax returns
In cases where the individual is either self-employed or is paid with cash, you should consider asking them to furnish you with their past two years of income taxes. You can use their tax returns to gauge whether their monthly income and spending habits will enable them to repay their loans, rent or mortgage, etc.
Additionally, you may request the individual to submit the IRS Form 4506-T, which requests the federal government to verify the individual’s income from the previous year. This usually takes about 1-3 business days and is free of charge.
Step 5: Obtain a credit report
If you are not able to get hold of the individual’s bank statements/paystubs or their tax returns, you may consider asking them to provide you with their credit report. You can also ask them to provide you with the necessary information to help you facilitate the check from your end by giving them a background check authorization form to fill. Once you’ve obtained all the necessary information, you can request a credit report from Equifax, Transunion, or Experian.
The last step taken by banks before approving a loan, landlords before approving an individual for tenancy, or organizations before approving individuals for employment is usually asking them to provide proof of income letter.
Third parties often require individuals to validate their proof of income letters with at least two proof of income documents in order to protect themselves against false claims.
Some of the documents that are usually accepted as proof of income include:
- Tax returns (1040)
- Bank statements
- Wages and tax statements (W-2)
- A worker’s compensation letter
- Benefits verification letter/Social security proof of income
Proof of Income for Self Employed Individuals Verification
For self-employed individual,they basically have no one to draft a proof of income letter on their behalf, so their only option is to craft one on their own.
However, for it to be considered valid and verified by you, it is essential to check that the following documents are attached;
- Tax returns
- Bank statements
- IRS form 1099 Miscellaneous Income– (mostly used by freelancers to record any job paid $600 or more)
Frequently Asked Questions
Can HR verify employment?
Yes, HR can verify employment. Most HRs use employment verification as part of their comprehensive pre-employment screening process to help them make informed decisions and instill confidence that they are hiring the most trustworthy, qualified candidates for the open positions.
How long does an employment verification take?
Normally it takes between 2-5 business days for employment verification to be validated by most institutions. However, the process can be delayed by several different factors, some of which may be beyond the verifying entity’s control. Also, the more information is verified, the longer the process is expected to be.
Employee income verification is important, especially in the world of business, and one should not ignore it, especially when you are looking to offer an individual a loan, finance their mortgage or approve them to rent your property. You can use the verification form to learn about an individual’s performance, skills, and financial capability to help you make an informed decision.
When requesting employee income verification, however, it is important that you familiarize yourself with your state laws to understand whether it is illegal to ask for information on gender, religion, sexual orientation, and other private information to ensure that you don’t violate the laws, something which may lead to litigations.