Employment Verification Letter Samples (How to Write)

An Employment verification letter is a letter written by a former or current employer to verify the employment history, salary (income), and any other compensation of an employed individual.

The employment verification letter provides basic information pertaining to the employee’s tenure with the company. The information provided in the letter is the employee’s position, length of the employment term, and the yearly salary they earned in that company.

Once signed, the employer becomes liable for the information provided in the letter. Employers are urged to be careful when drafting income verification letters to avoid potential liabilities.

Who needs an Employment Verification Letter?

An employment verification letter may be requested by the following:

  • Former or current employee – The most common requests employers receive to verify an employee’s employment and income are from the employees themselves. Employees have a wide scope of reasons why they need an employment verification letter. Sometimes, departing employees ask for one to supplement their job applications to a new workplace..
  • Landlord – Landlords are known to ask for income verification letters to determine if an applicant (employee in this case) has a stable job and constant flow of income. Verification of income is a critical step in the tenant screening process.
  • Financial institutions (Bank, creditors/finance companies, mortgage lenders) – When people apply for loans, lenders will often reach out to the borrower’s employers (current and former) to write an income verification letter. This letter acts as proof that the borrower can honour the loan terms and is financially able to make timely payments if they are awarded the loan.
  • New employer – When a person is applying for a new job, an employment verification letter can be an application requirement as proof of the applicant’s employment history. The new employer may ask for it in order to ascertain that the applicant provided true information in his or her application in terms of salary, timeline, and position.
  • Insurance companies and government agencies –  Income verification letters are also used by insurance companies and government agencies in more so under-garnished situations, to establish if the defendant (employee) is financially able to compensate a plaintiff—

For example, child support and state tax levy.

Alternate Names

Other names used to refer to an employment verification letter include;

  • Employment Confirmation Letter
  • Salary Verification Letter
  • Proof of Employment Letter
  • Income Verification Letter
  • Work Verification Letter

Note: In some companies, verification is done by the Human Resource department or any senior member of the organization.

How to Write

Third parties will normally request that specified information be included in the employment verification letter. However, before writing the letter, one should be keen on the risk of liability associated with disclosing certain employee information. Try to avoid information that can be presented in court as evidence but remain as honest as possible. It should be written in a professional language and structured in a business format. One can decide to either use a template or write from scratch. Below are steps an employer can adopt when writing an employment verification letter.  

Personal information

First and foremost, the employer should identify themselves as the recipient of the letter immediately after the company letterhead. The income verification letter should illustrate the name of the person verifying in the company. The name of the verifier should then be followed by the company name and official mailing address, and the date when the letter was written. The mailing address must include the street address, state, and ZIP code.

An example is as follows;

John Bear,

HR Manager,

Nixon Paper Millers,

18 Chestnut Street, 200

Portland, ME 04101

Mach 3rd 2021

Recipient information

Next, if the employer has the name and address of the recipient of the letter, they should provide their information. This should be followed by a salutation. However, if this information can be skipped and address to “Whom It May Concern.”

Danny Gift,

Manager,

Bever Holdings and Real Estate,

36 Otis Drive, 5th Ave,

Spokane, WA 99201

Dear Ms. Mullen,

 Or

To Whom It May Concern,

Letter body

The employer should then proceed to write the body of the letter. This is where the employer provides specific information that proves the named employee worked in the company they claim to.

Name of employee and company – The first thing should be to state the employee they are writing on their behalf. The official name of the employee should be provided. It should also be reaffirmed which company they were employed at.

Title of employee – Next, the letter should declare in what capacity was the employee working. The job title should be specific, for different job titles will vary in responsibilities, salary, and skills, all of which might be essential to the third party.

Type of employment (full-time or part-time) – The verification letter should also show the type of employment the employee had. Whether it was full-time, part-time, or contractual.

Employment start date – Next, indicate when the employee started working in that company. Be specific by stating the day, month, and year.

Hours worked per week – The letter should also state the number of hours the employee used to work every week.

Salary – Salary is usually one of the key information third parties will be looking for. The employer should state the amount of salary the employee used to receive as a basic salary.

Payment frequency – Then, the employer must state how often he or she used to disburse the mentioned salary/payment to the employee. This is usually on a weekly, bi-weekly, monthly, quarterly, or annual basis.

Bonuses – The income verification letter should then declare if the employee used to receive bonuses or not. If there were any bonuses, the exact amount should be indicated.

Employment end date – The employer should then indicate the official day when the employee stepped aside from official duty.

Note: When declaring the salary and other compensations, monetary units must be appropriately provided.

The letter body is as follows.

This letter is to verify that Annie Mullen was employed at Nixon Paper Mills as the Head of Marketing and Customer Relations from August 10th, 2012. She was a full-time staff member working 45 hours a week and earning a basic salary of $120 000 annually. She received Housing and Medical benefits totaling $12,000 a year. Her tenure ended on December 12th, 2020.  

Contact details of the verifier

Next, the employer should supply their contact information or that of HR that can be contacted should the third party have any questions. For example;

Kindly feel free to reach out to me at (+4445) 555-003 or our HR office at (Email Address) should you need additional information.

Signature

Finally, the verifier must provide their signature and name after the complimentary close. This is a way of affirming that they agree to the contents of the document and is the formally signing off of an official letter. For example;

Regards,

[signature]

John Bear

HR Manager

Employment Verification Letter Sample 01

(Combine the examples written by you in heading 2 to form a complete template.)

John Bear,

HR Manager,

Nixon Paper Millers,

18 Chestnut Street, 200

Portland, ME 04101

Mach 3rd 2021

Manager,

Bever Holdings and Real Estate,

36 Otis Drive, 5th Ave,

Spokane, WA 99201

Dear Ms. Nullen,

This letter is to verify that Annie Mullen was employed at Nixon Paper Mills as the Head of Marketing and Customer Relations from August 10th, 2012.

She was a full-time staff member working 45 hours a week and earning a basic salary of $120 000 annually. She received Housing and Medical benefits totaling $12,000 a year. Her tenure ended on December 12th, 2020.  

Regards,

[Signature]

John Bear

HR Manager

Kindly feel free to reach out to me at (+4) 000-000-000 or our HR office at (Email Address) should you need additional information.

Employment Verification Letter Sample 02

{Your Name (employer)}

{Address}

{Date}

{Recipient’s Details}

{Recipient’s Address}

Dear Mr. /Mrs. {Name} or To Whom It May Concern,

This letter is to certify the income and employment for [Current or Previous Employee’s Name]. [He /She] has been an employee at [Company] and holds the title of [Name Employee’s Position]. [He /She] has been employed at [Company] since [Employment Start Date]. The company is located at [Location Details]. [His /Her] salary is [Amount ($)] paid ☐ yearly ☐ monthly ☐ weekly ☐ bi-weekly ☐ hourly (☐ with an additional annual bonus of [Amount ($)]).

The following supporting document(s) are enclosed as proof of income: (Check all that apply)

☐ Paystub

☐ Wage and tax statement (W-2)

☐ Tax return (1040)

☐ Social security proof of income letter

☐ Workers compensation letter

☐ Bank statements

The information provided is all correct to the best of my knowledge.

In case of any questions or need for further clarification, please feel free to contact me at [Phone number] or [Email].

Sincerely,

{Your Name (employer)}

{Your Title}

Employment Verification Letter Sample 03

Richard Jefferson

ABC Company

254, Downtown Street

New York

{Date}

Samuel Johnson

XYZ Company

321, Evergreen Street

New York

Dear Mr. Samuel Johnson,

This letter is to certify the income and employment of Natalie Rodriguez. She has been an employee at ABC Company and holds the title of Chief Technology Officer. She has been employed at ABC Company since April 3rd, 2015. The company is located at 254, Downtown Street, New York. Her salary is $ 300 k paid yearly ☐ monthly ☐ weekly ☐ bi-weekly ☐ hourly (with an additional annual bonus of $ 4000).

The following supporting document(s) are enclosed as proof of income: workers’ compensation letter and pay stubs. The information provided is all correct to the best of my knowledge.

In case of any questions or need for further clarification, please feel free to contact me at [Phone number] or [Email].

Sincerely,

Richard Jefferson

CEO ABC Company

Free Sample Letters

Income-Verification-Letter-Sample-01_

Income-Verification-Letter-Sample-02_

Income-Verification-Letter-Sample-03_

Income-Verification-Letter-Sample-04_

Income-Verification-Letter-Sample-05_

Income-Verification-Letter-Sample-06_

Income-Verification-Letter-Sample-07_

Income-Verification-Letter-Sample-08_

Income-Verification-Letter-Sample-09_

Income-Verification-Letter-Sample-10_

Income-Verification-Letter-Sample-11_

Income-Verification-Letter-Sample-12_

Income-Verification-Letter-Sample-13_

Income-Verification-Letter-Sample-14_

Income-Verification-Letter-Sample-15_

Income-Verification-Letter-Sample-16_

Income-Verification-Letter-Sample-17

Income-Verification-Letter-Sample-18_

Income-Verification-Letter-Sample-19

Income-Verification-Letter-Sample-20_

Income-Verification-Letter-Sample-21

Income-Verification-Letter-Sample-22_

Income-Verification-Letter-Sample-23_

Income-Verification-Letter-Sample-24_

Income-Verification-Letter-Sample-25_

Income-Verification-Letter-Sample-26_

Income-Verification-Letter-Sample-27

Income-Verification-Letter-Template_

    Tips to Consider before Writing the Income Verification Letter

    As the verifier, there are certain things one should consider when writing the income verification letter. These include;

    • Checking if the employee consents to issuing the letter or disclosing sensitive information before writing the letter.
    • The letter should be brief.
    • The letter should be typed and not handwritten.
    • The verifier should not provide information over and above what was requested.
    • Proofread the letter for errors and typos before printing to sign.
    • The signature should be handwritten.

    Frequently Asked Questions

    Who can provide employment verification?

    Employment verification can be provided by current or former employers. Parties who can provide accurate information of the employee’s employment history in a company, for example, an HR representative, can verify the employee’s employment.

    Should employment verification letters include salary?

    Yes. More often than not, the third parties wanting to verify the employment history of an employee will require the salary of the employee to be declared. For example, landlords and financial institutions will request that salary be included to check the employee’s financial capability.

    Where is an employment verification letter required?

    An employment verification letter will customarily be required when employees are applying for a new job, loan, or want to rent a property. A verification letter proves they are able to make payments when sent to financiers or landlords. When sent to potential employers, it is proof of their employment history.

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