If you’re starting a new lease with a new landlord or opening a bank account or loan at a bank, you may need an employment verification letter. Keep reading to learn everything you need to know about employment verification letters.
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What Is An Employment Verification Letter?
An employment verification letter is a document used to verify employment. You may need this letter when applying for a new auto loan or starting a new job or for other reasons.
It can also be called:
- Proof of employment or proof of employment letter
- Verification of employment
- Job verification letter
- An experience letter
Whatever the reason, an employment verification letter has one purpose, to verify a person’s employment.
When requesting an employment verification letter, you don’t need to necessarily disclose the reason for the letter but, you’ll want to ensure it contains the information the recipient is requesting, like the employer's address or your job title, etc.
When Are Employment Verification Letters Needed?
An employment verification letter can be needed for a variety of scenarios like verifying employment for:
- Applying for a home mortgage loan: The bank needs to verify your employment and income to make sure it matches your mortgage loan application.
- Starting a new rental lease: A landlord or apartment complex will need to verify your employment and income to make sure you meet the requirements for rental.
- Applying for a business or tourist visa or a green card: For visas and green cards, an employment verification letter or immigration letter for employment is commonly asked.
- A new employer verifying your current or previous job status: A new employer must ensure your previous or current job information is accurate, to verify you meet the requirements for the new job you’re applying to.
How To Request An Employment Verification Letter
To request an employment verification letter, you can ask your supervisor or manager. Another path to take is to contact your company’s human resources (HR) department to ask for the letter.
Some organizations have a formal process for requesting employment verification letters. You might call a toll-free number and follow prompts from the telephone system to get your letter emailed or mailed to you or another person.
You can also use an employment verification service which is available if it’s difficult for you to get the employment verification letter using the above options.
All you have to do is ask your organization if they are registered with companies like The Work Number, which is a digital verification service, or InVerify, which is another company that does income and employer verification. Then, contact the employment verification service to get your employment verification letter.
What’s Included In An Employment Verification Letter?
An employment verification letter will usually include:
- The employer's name and address
- Your dates of employment
- Your job title
- Company classification (full-time, part-time, etc.)
- Your annual salary
- Description of your job duties
- The date of the letter and a signature
The letter will be on your company’s letterhead and there’s no specific format the letter needs to be in. It’s just important that it contains the above information on it.
Here are some things to keep in mind before sending the letter:
- Standard business letter format: While a specific format for the employment verification letter is not needed, using a standard business letter format is usually the norm. That includes the date at the top, addressing the letter to the recipient with a salutation, and handwriting a signature at the end of the letter.
- Make the letter brief: Keep it short. It should be a concise letter providing the relevant details needed to verify your employment.
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- Include all requested information: Make sure all the information the recipient is requesting is in the letter like your job title, salary, etc.
- Provide contact information: Add contact information for the organization in case follow-up questions are asked.
- Proofread the letter: Review the final document for errors in spelling, grammar, and punctuation and double-check that all the requested information is included.
Employment Verification Letter Sample
Here is an employment verification letter sample:
Name
Job Title
Company Name
Address
City, State Zip Code
Date
Name of Person Requesting Verification
Job Title
Company Name
Address
City, State Zip Code
Dear Sir or Ma’am (or name of the person or organization the letter is going to),
This letter should serve as employment verification for (employee name). They have been employed at (company name) since (start date).
- Company classification
- Salary
- Job duties
If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).
Sincerely,
(Handwritten Signature)
Your Name
You can use this as a template if providing your letter.
Frequently Asked Questions
Does my employer have to give me a letter of employment?
There’s no obligation for your employer to give you a letter of employment. It’s a courtesy and a common practice today.
Can I write my employment verification letter?
Yes, you can write your employment verification letter but you’ll want to get it signed by your organization before submitting it to the asking party.
If you’re self-employed, you can also write and sign your employment verification letter.
What can be used as proof of employment?
For proof of employment, you can use:
- An employment verification letter
- Recent pay stubs
- Recent bank records
- Your most recent Federal Income Tax Statement
How do I write a letter of employment?
When writing your letter of employment, follow a standard business letter format. You can use the above template for reference and fill in the details with your personal information.
Follow the checklist above as well to make sure you’re including all the requested information, you’re adding contact details to the letter, etc.
The Bottom Line
Employment verification letters are used to verify employment for a variety of purposes. They are pretty commonly used today so it shouldn’t be hard to obtain one but, if you’re having difficulty, you can always turn to employment verification services.
It’s important to know what to include in the employment verification letter so use the checklist provided above as a guide on your letter to make sure everything is included.
Now that you know all the details about employment verification letters, you can take the next step toward your dream job! Start applying on ZipRecruiter today.
