An employment verification letter is a document that is written by an employer to confirm the employment status of a current or former employee. In most cases, this letter is written as a response to a request by a bank, government agency, a prospective employer or any other third party. The letter aim is to verify the employee’s salary, job title, date and duration of employment. It may also seek to verify the employee’s responsibilities in their past job.
It’s at the discretion of the employer to share personal information about the employee, such as salary or past conduct of the employee.
How to Write an Employment Verification Letter
- Keep it brief. When writing the letter, avoid including irrelevant information. Stick to the recipient’s requests.
- Consider using the standard business format. When writing the employee verification letter, adopt the standard business letter format.
- Include the requested details. A standard verification letter will include the employee’s name, the department, job title and the duration of their employment. In some instance, the requester may require additional information about the employees such as their salary, job responsibilities, frequency of payments (i.e. weekly, bi-weekly, monthly, etc.). If the recipient needs this information, ensure it features in the verification letter
- Provide your contacts. As you terminate the letter, it’s essential to provide your contact details. The recipient may want to contact you’re to offer more information about the employee. Include your phone number and email.
- Edit a proofread the letter. Before sending the letter to the recipient edit and proofread the letter to ensure it contains no grammar and spelling mistakes.
Verification Letter Format (for Current Employee)
City, State Zip Code
Name of the recipient
City, State Zip Code
Dear Mr. /Ms. (Last Name),
This letter confirms that (employee’s name) is an employee of (company name) since (date).
If you need more details concerning (employee’s name), please contact me via (phone number/email address).
Verification Letter Format (for Past Employee)
Employee’s name and addressDate
Name of recipient and address
Dear (name of recipient),
This letter confirms that (employee’s name) was an employee of (company name) from (start date) to (termination date).
If you require additional information about (name of employee), please feel free to contact us through (phone number) or (email).
Sample Verification Letter
Dear Mr Anderson,
This letter confirms that Jack Myles was an employee of Greatway motors since Monday, January 1, 2015, to December 16 2019.
Please contact us via (231) 434-7070 or firstname.lastname@example.org if you need more details.
Human Resource Manager
Greatway Motor Inc.