A proof of employment letter, also known as a verification of employment letter, is a document confirming someone’s employment history with a company. It’s often requested by lenders, landlords, or other organizations needing to verify an individual’s income and employment status. These letters typically include details such as dates of employment, job title, and salary, and may be required for loan applications, apartment rentals, or even immigration processes. Having a well-crafted letter is crucial for a smooth application process.
Crafting an effective proof of employment letter requires careful attention to detail. Accuracy is paramount; all information provided must be verifiable and consistent with company records. The letter should be written on company letterhead and signed by an authorized representative, typically from HR or a supervisor. Clarity and conciseness are key; avoid unnecessary jargon and present the information in a straightforward manner. A professional tone reflects positively on both the employee and the company.
The following samples provide a template for various situations. Remember to tailor each example to the specific request and to ensure the information provided is accurate and up-to-date. These examples cover scenarios like standard employment verification, income verification, and confirmation of previous employment. Each example demonstrates the core elements of a professional and informative proof of employment letter. Remember to replace the bracketed information with the actual details.
Sample 1: Standard Proof of Employment
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title]. Their employment began on [Start Date].
If you require any further information, please do not hesitate to contact me.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 2: Proof of Employment with Salary
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title]. Their employment began on [Start Date] and their current annual salary is $[Annual Salary].
If you require any further information, please do not hesitate to contact me.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 3: Proof of Previous Employment
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] was previously employed at [Company Name] as a [Job Title]. Their employment began on [Start Date] and ended on [End Date].
If you require any further information, please do not hesitate to contact me.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 4: Letter with Additional Details
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter confirms that [Employee Name] has been employed by [Company Name] as a [Job Title] since [Start Date].
Their current annual salary is $[Annual Salary], paid on a [Pay Frequency – e.g., bi-weekly] basis. They are considered a [Full-time/Part-time] employee.
Please contact me if you need any further information.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 5: Proof of Employment – Short Version
[Date]
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title], starting from [Start Date].
Sincerely,
[HR Representative Name]
[HR Representative Title]
Sample 6: Proof of Employment for Apartment Rental
[Date]
[Landlord Name]
[Landlord Address]
Dear [Landlord Name],
This letter confirms that [Employee Name] is currently employed at [Company Name] as a [Job Title]. Their start date is [Start Date] and their current annual salary is $[Salary]. This serves as proof of employment for their rental application at [Apartment Address].
Please feel free to contact me with any further questions.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 7: Proof of Employment for Loan Application
[Date]
[Lender Name]
[Lender Address]
Dear [Lender Name],
This letter verifies that [Employee Name] is an employee of [Company Name], working as a [Job Title] since [Start Date]. Their annual gross salary is $[Salary].
We are happy to provide additional information if needed.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 8: Verification of Employment for Government Agency
[Date]
[Agency Name]
[Agency Address]
Dear [Agency Contact Person],
This letter serves as verification that [Employee Name] is currently employed by [Company Name] as a [Job Title]. They have been with us since [Start Date] and are a [Full-time/Part-time] employee. Their annual salary is $[Salary].
Please let us know if any additional documentation is required.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 9: Employment Verification with Bonus Information
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter confirms that [Employee Name] is presently employed by [Company Name] as a [Job Title]. They started their employment on [Start Date]. Their current annual salary is $[Base Salary]. They are also eligible for a performance-based bonus, with a potential payout of up to $[Bonus Amount] annually.
Please feel free to contact me if you have any further questions.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 10: Proof of Employment – Promotion Confirmation
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] is employed at [Company Name]. They were hired on [Start Date] as a [Previous Job Title] and have since been promoted to [Current Job Title]. Their current annual salary is $[Salary].
If you need anything else, please do not hesitate to reach out.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 11: Verification for Immigration Purposes
[Date]
[Immigration Agency Name]
[Immigration Agency Address]
To Whom It May Concern,
This letter verifies that [Employee Name] is currently employed by [Company Name] as a [Job Title]. Their employment began on [Start Date]. Their annual salary is $[Salary]. This information is being provided in support of their immigration application.
We are available to provide further information as needed.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 12: Letter for Professional License Application
[Date]
[Licensing Board Name]
[Licensing Board Address]
Dear [Licensing Board Name],
This letter is to confirm that [Employee Name] is currently employed with [Company Name] as a [Job Title]. They have held this position since [Start Date] and their duties include [Brief Job Description]. This information is provided in support of their application for a professional license.
Please contact me if you require any further details.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
Sample 13: Simple Employment Confirmation Letter
[Date]
To Whom It May Concern:
Please accept this letter as confirmation that [Employee Name] is employed by [Company Name]. They work as a [Job Title], starting [Start Date].
Sincerely,
[HR Representative Name]
[HR Representative Title]
Sample 14: Proof of Employment with Stipend
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter serves as confirmation that [Employee Name] is currently employed with [Company Name] as a [Job Title]. They began their employment on [Start Date] and receive a monthly stipend of $[Stipend Amount].
Please contact me if you need any further information.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Name]
In conclusion, providing accurate and well-structured proof of employment letters is essential for supporting employees’ various needs. These samples offer a strong starting point for creating effective letters tailored to different scenarios. Remember to always verify the information, maintain a professional tone, and use your company’s official letterhead.