4 min read

30 Best Proof of Employment Letter Templates

As an employee, you will undoubtedly need proof of employment letter for various reasons. For instance, your financial institution may want to verify your employment status before giving you any financial aid. Your landlord may also want to know your financial capability to pay rent promptly before letting you in their apartments. Similarly, an insurance company may want to confirm that you’ve worked for a specific company before giving you any compensation. With these and many more examples, a proof of employment letter is the only document that will come to your rescue.

What is a Proof of Employment Letter?

A Proof of Employment Letter, also known as an employment verification letter, is a document written by an employee’s employer confirming their employment status with the company. Usually, these letters are often required when someone is opening a new bank account, requesting a loan, getting insurance cover, renting a property, or for any other related reasons. When crafting these letters, employees should always be careful not to include things that may lead to potential liability. Therefore, this article will walk you through some of the critical things you need to know.

How to request it?

Employers usually issue proof of employment letters. Experts always advise that when requesting for letters, it’s vital to do it professionally. Usually, different companies do have unique rules and policies governing the issuance of the letter. As such, you must take your time and review the company’s policies to ensure you remain relevant and professional. The human resource department often offers you a template to fill or compose the letter for you. More importantly, you should inform the employer of the type of information you want to include in the letter.

Things to Avoid while Writing

If you are tasked with writing an employment verification letter, there are certain things you should refrain from mentioning. This is a big responsibility; hence, you must choose your words wisely. Therefore, the following are some things you need to avoid.

  • Avoid exaggerating your income
  • Don’t mention personal details such as sexual orientation, health status, ethnicity, race, and religion
  • Do not mention personal life and plans
  • Do not inflate your responsibilities at work

How do You Draft a Proof of Employment Letter?

Employers must always provide their employees a proof of employment letter whenever they request it. While many employers find this a big and challenging task, some may get worried about where to begin in the first place.

Therefore, the following step-by-step guides will help you craft a compelling letter easily whenever the need arises:

Company letterhead

In your beginning, you can include either the company’s logo or the letterhead. Also, make sure you indicate the company’s name, address, contact details, and fax (not a must). One reason why you should include either the letterhead or the logo is to make your letter more legitimate and trustworthy.

Date of writing

After the letterhead, make sure you skip a line before including the date of writing. However, this only applies in printed or handwritten letters. For the email letters, the date will present itself digitally.

Addressee details

This will include the recipient’s name, address, and contact information. In this case, the addressee will be the third party requesting proof of employment from the employee. These can be the bank institution, landlords, and insurance providers.

Salutation/greeting

Like any other formal letter, you need to use appropriate forms of salutation. Preferably, you need to use ‘Dear’ or ‘Hello,’ followed by the recipient’s name. However, though not recommended, you can use ‘to whom it may concern.’

Introduction paragraph

Introduce your letter by explaining who you are and why you are credible for writing the letter. For instance, you can mention that you are the supervisor, manager, or human resource.

Body paragraphs

In your letter’s body, you can provide full proof of the employee’s employment details. You can mention the date the employee started working with you, their position, condition of the job (whether permanent or temporary), among other necessary details.

Conclusion paragraphs

Before sending your letter, give a brief summary of the employee’s duties and responsibilities. Also, you can give your contact information. This will help the recipient reach you in case they need further clarifications or concerns regarding the verification. Lastly, sign off your letter using your official signature, your name, job title, and the company’s official stamp if present.

Sample Letters and Examples

proof-of-employment-letter-sample-doc

Proof-of-Employment-Letter-for-Visa

Letter-of-Verification-of-Employment-for-Visa

proof-of-employment-letter-sample-for-visa

Employment-Verification-Letter-Format

sample-proof-of-employment-letter-from-employer

proof-of-employment-letter-template-microsoft

proof-of-employment-letter-template-word

proof-of-employment-letter-template-pdf

proof-of-employment-letter-template-free

How-to-Write-a-Letter-for-Proof-of-Employment

Sample-Employee-Verification-Letter-Template

Proof-of-Employment-Letter-Examples-and-Samples

Sample-Employment-Verification-Letter-Templates

Proof-of-Employment-Letter-Samples

employment verification letter template word

confirmation of employment letter for bank

employment verification letter pdf

letter of employment sample

how to request employment verification letter from employer

employment verification letter for visa

employment verification letter to whom it may concern

previous employment verification letter

employment verification letter template word

confirmation of employment letter for bank 01

employment verification letter pdf 01

letter of employment sample 01

how to request employment verification letter from employer 01

employment verification letter for visa 01

employment verification letter to whom it may concern 01

    Important Tips to Remember

    When writing the proof of employment letter, you will want to consider high levels of professionalism. Therefore, the following are some useful tips to help you achieve a good letter to meet your employees’ demands and the requesting party.

    • Keep it brief and concise: According to experts, the letter should always be limited to at least one page. However, be sure to cover all the essential details about the employee. Your employees will highly appreciate your promptness when the letter is brief and detailed. On the other hand, you will appreciate having a quick process of writing.
    • Write in the first person: The proof of employment letters is usually written in the first person tone in your manager’s voice. The first-person tone gives you the opportunity to own your letter. Suppose the employee wants to use the letter for the purpose of job transition case, other financial details such as salaries, wages, benefits, and compensations should not be included in the picture.
    • Reread your letter: Once you are through with the writing, it’s always important that you revisit your piece of work once again. Rereading helps you identify any possible mistakes you did while writing, such as typos, spelling mistakes, and letter omissions, to mention a few. 

    Keep reading