Employment Verification Letter – Forms and Examples – Word

An employment verification letter is written by a previous or current employer, which states that said employee did work for that establishment or is currently employed.

An employee verification letter must be written on the company’s official letterhead, as additional proof that the employee actually did work there. The reasons one may need to request an employee verification letter include purchasing real estate, a car, or renting an apartment.

How to Write an Employment Verification Letter

If you find yourself in the position to write an employment verification letter, first check your company’s manual on best business practices to see if they have a sample letter form or template for you to follow. If not, then here are some helpful guidelines to get you started.

First, consider the employment verification letter a formal document. Next, keep on track with the information requested, nothing more. This should leave you with a brief and concise letter. Always steer clear of long-winded letters. This is not a narrative but a presentation of facts.

What to Include in Your Employment Verification Letter

Below are some of the basic essentials to include in an employment verification letter. However, just to be on the safe side, check with your state’s rules and regulations, as some states may require a release form, or other requirements before the letter can be released. Finally, and this is important: Only furnish the requested information in the letter. Never add anything not requested, such as marital status, health, drug test results, or your own opinion of the employee.

• Official company letterhead
• Employers complete mailing address
• Dates of employment
• Job title and salary
• Any raises or bonuses
• Date of birth and/or social security number as proof of identity
• Provide your contact information in the final paragraph in case there are questions
• Name and signature of the individual who composed the letter
• Proofread and edit the letter

How to Request an Employment Verification Letter

When it’s time for you to request your employment verification letter, you should contact the Human Resources department of that company as soon as possible. Each company has its procedure when it comes to these letters. Some will ask you to fill out a form, while others will require the entity who wishes for the letter to fill out a form, and so on. Keep in mind that Human Resources is a very busy department, and it may take a while before they can honor your request, so be sure to make the request ASAP. Your request must contain pertinent names, addresses, and contact information of those involved, as well as all information required.

As can be seen, the employment verification letter is a rather easy document to compose. As it’s a document that responds with the requested information, such as employee name, dates of employment, salary, and job title, all that’s required is a few short paragraphs. Remember to consult your company’s manual of best business practices to see if they have any specific procedures to follow, or go to Human Resources for further information.