An employment verification letter, also known as a proof of employment letter, is a document confirming a person’s current or former employment with a company. It is commonly requested by landlords, lenders, and other organizations to verify income and employment history. Providing a clear and accurate verification letter is crucial for employees seeking loans, renting apartments, or undergoing other background checks. Creating a well-structured letter using a sample as a starting point ensures all necessary information is included.
These letters typically include the employee’s full name, job title, dates of employment, and salary information. Depending on the requester’s needs and company policy, the letter may also include details about the employee’s performance, benefits, and reason for leaving (if applicable). Using a template ensures consistency and professionalism when responding to verification requests. Remember to always obtain the employee’s consent before releasing any personal information to a third party.
Employment Verification Letter Samples
Here are nine sample employment verification letters. Remember to tailor each sample to fit the specific circumstances and requirements of the requester.
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Sample 1: Basic Verification
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter is to confirm that [Employee’s Full Name] is currently employed at [Your Company Name] as a [Employee’s Job Title]. Their employment began on [Start Date].
Sincerely,
[Your Name/HR Department]
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Sample 2: Including Salary
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter is to verify that [Employee’s Full Name] is currently employed at [Your Company Name] as a [Employee’s Job Title]. Their employment began on [Start Date]. Their current annual salary is [Salary Amount].
Sincerely,
[Your Name/HR Department]
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Sample 3: Former Employee
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter is to confirm that [Employee’s Full Name] was previously employed at [Your Company Name] as a [Employee’s Job Title]. Their employment began on [Start Date] and ended on [End Date].
Sincerely,
[Your Name/HR Department]
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Sample 4: Reason for Leaving (Optional – Requires Consent)
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter is to confirm that [Employee’s Full Name] was previously employed at [Your Company Name] as a [Employee’s Job Title]. Their employment began on [Start Date] and ended on [End Date]. They left the company due to [Reason for Leaving].
Sincerely,
[Your Name/HR Department]
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Sample 5: With Contact Information
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter confirms that [Employee Name] is employed at [Company Name] as a [Job Title]. They started on [Start Date]. Should you require further information, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name/HR Department]
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Sample 6: Specific Dates and Titles
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This is to verify the employment history of [Employee Name]. They were employed by [Company Name] from [Start Date] to [End Date]. During their employment, they held the following positions: [Job Title 1] from [Start Date 1] to [End Date 1] and [Job Title 2] from [Start Date 2] to [End Date 2].
Sincerely,
[Your Name/HR Department]
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Sample 7: Focus on Years of Service
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter serves as confirmation that [Employee Name] has been employed at [Company Name] for [Number] years, starting on [Start Date]. They currently hold the position of [Job Title].
Sincerely,
[Your Name/HR Department]
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Sample 8: Imply Consent
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
At the request of [Employee Name], this letter confirms their employment at [Company Name] as a [Job Title], commencing on [Start Date].
Sincerely,
[Your Name/HR Department]
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Sample 9: Combining Salary and Contact
[Your Company Letterhead]
[Date]
[Recipient’s Name/Organization]
[Recipient’s Address]
Dear [Recipient’s Name],
This letter is to verify that [Employee’s Full Name] is currently employed at [Your Company Name] as a [Employee’s Job Title]. Their employment began on [Start Date]. Their current annual salary is [Salary Amount]. For further verification, please contact [Your Name] at [Your Phone Number] or [Your Email].
Sincerely,
[Your Name/HR Department]
In conclusion, providing a professional and accurate employment verification letter is crucial. These samples offer a solid foundation. Always obtain employee consent before sharing personal information and tailor the letter to the specific requirements of the requesting party. Accuracy is vital to avoid any misunderstandings or potential issues.