Why Employment Verification Matters
Employment verification is a crucial process for various reasons. It’s often required when applying for loans, renting an apartment, or even securing a new job. Lenders, landlords, and prospective employers need assurance that an individual’s claimed employment history is accurate and reliable. A well-drafted employment verification letter provides this assurance, outlining key details such as dates of employment, job title, and salary. This documentation helps build trust and facilitates important life decisions.
Providing accurate and timely employment verification is also a responsibility of employers. It demonstrates professionalism and supports former employees in their future endeavors. Denying or delaying verification can negatively impact an individual’s ability to secure housing, credit, or new employment opportunities. Streamlining the verification process through clear policies and readily available templates can significantly improve efficiency and responsiveness.
19 Sample Employment Verification Letters: Ready to Use
Below are 19 sample employment verification letters covering various scenarios. Remember to adapt these templates to your specific needs and company policies. Ensure accuracy and maintain a professional tone throughout the letter. Replace bracketed placeholders with the appropriate information. Some samples may also include additional details like performance reviews or reasons for leaving, depending on company policy and the requester’s consent.
Sample Verification Letters
Sample 1: Standard Verification
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title].
Sincerely,
[Your Name]
[Your Title]
Sample 2: Verification with Salary Information
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [His/Her] annual salary at the time of departure was [Salary Amount].
Sincerely,
[Your Name]
[Your Title]
Sample 3: Verification for Current Employee
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify that [Employee Name] is currently employed with [Company Name] as a [Job Title], since [Start Date].
Sincerely,
[Your Name]
[Your Title]
Sample 4: Verification with Position Description
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. As a [Job Title], [He/She] was responsible for [Brief Job Description].
Sincerely,
[Your Name]
[Your Title]
Sample 5: Verification with Performance Note (Use with Caution & Employee Consent)
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. During [His/Her] tenure, [He/She] consistently demonstrated [Positive Performance Attribute, e.g., strong teamwork skills]. [Optional: Briefly mention a specific achievement].
Sincerely,
[Your Name]
[Your Title]
Sample 6: Verification with Reason for Leaving
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [He/She] left the company for [Reason for Leaving, e.g., “personal reasons” or “to pursue another opportunity”].
Sincerely,
[Your Name]
[Your Title]
Sample 7: Simple Verification Letter
[Date]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] was employed by [Company Name] from [Start Date] to [End Date] as a [Job Title].
Sincerely,
[Your Name]
[Your Title]
Sample 8: Verification with Last Known Address
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [His/Her] last known address on file is [Employee’s Last Known Address].
Sincerely,
[Your Name]
[Your Title]
Sample 9: Verification for Mortgage Application
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Mortgage Application
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name] for the purpose of a mortgage application. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [His/Her] current/last annual salary is [Salary Amount]. Please contact me if you require any further information.
Sincerely,
[Your Name]
[Your Title]
Sample 10: Verification for Rental Application
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Rental Application
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name] for the purpose of a rental application. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [His/Her] current/last annual salary is [Salary Amount].
Sincerely,
[Your Name]
[Your Title]
Sample 11: Verification with Bonus Information (If Permitted)
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. [His/Her] annual salary at the time of departure was [Salary Amount]. [He/She] also received an average annual bonus of [Bonus Amount] (This is approximate and subject to change each year).
Sincerely,
[Your Name]
[Your Title]
Sample 12: Verification with Detailed Job Responsibilities
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. Responsibilities included: [Detailed list of 3-5 key responsibilities].
Sincerely,
[Your Name]
[Your Title]
Sample 13: Verification with Contact Information for Questions
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. Should you require any further information, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
[Your Title]
Sample 14: Verification Letter Requesting a Form be Returned
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
[Employee Name] has authorized us to provide information regarding their employment at [Company Name]. Please complete the attached form and return it to us by [Date] to [Your Address].
Sincerely,
[Your Name]
[Your Title]
Sample 15: Verification Letter – No Longer Employed
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] was previously employed at [Company Name] from [Start Date] to [End Date] as a [Job Title]. They are no longer employed by our company.
Sincerely,
[Your Name]
[Your Title]
Sample 16: Verification Letter – Temporary Employee
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] was employed at [Company Name] as a temporary [Job Title] from [Start Date] to [End Date].
Sincerely,
[Your Name]
[Your Title]
Sample 17: Verification Letter – Request to Contact Employee Directly
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to verify the employment of [Employee Name] with [Company Name]. [He/She] was employed from [Start Date] to [End Date], holding the position of [Job Title]. For further details, please contact the employee directly at [Employee’s Email Address] or [Employee’s Phone Number].
Sincerely,
[Your Name]
[Your Title]
Sample 18: Verification – No Information Policy
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
We are unable to fulfill your request for employment verification for [Employee Name]. It is our company policy to only verify dates of employment. We can confirm that [Employee Name] was employed with [Company Name] from [Start Date] to [End Date].
Sincerely,
[Your Name]
[Your Title]
Sample 19: Verification – Using an Automated System
[Date]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
To verify the employment of [Employee Name], please visit our secure third-party verification system at [Website Address]. This system is available 24/7 and provides instant verification.
Sincerely,
[Your Name]
[Your Title]
Conclusion: Ensuring Accurate and Efficient Verification
Providing clear, accurate, and timely employment verification is essential for both employers and employees. Using these templates as a starting point will streamline the process and ensure consistent communication. Always adhere to company policies and legal requirements when sharing employee information. By prioritizing accuracy and efficiency, you can contribute to a smooth and positive experience for all parties involved. Remember to obtain employee consent, especially when sharing sensitive information beyond basic details.