Employment Verification Letter Sample and Template

Businessman signing a letter
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Do you need to write or request an employment verification letter? Employees may need these letters for landlords or financial institutions if they are trying to rent or purchase a home. These letters are also sometimes necessary for insurance reasons. In some cases, employment verification letters are used to confirm that an individual worked at a company during the dates given on a resume or job application.

Read below for advice on requesting a letter, writing a letter, a sample employment verification letter, and templates to use to create a letter to provide proof of employment for current and past employees.

How to Request an Employment Verification Letter 

If you are requesting an employment verification letter from a current or former employer, it's important to ask for the letter in a professional way. First, check with your human resources department about how to request a letter. Often, they will compose the letter for you, or provide you with a template to give to your manager.

You can also ask your manager or supervisor directly. Offer them a template or sample letter as a guide. Be sure to provide them with all the information they need, including who to address the letter to, and exactly what information you need in the letter.

What is Included in an Employment Verification Letter

Do you have to write an employment verification letter for someone?

Below are some tips on how to write an employment verification letter, and what to include.

  • Follow business letter format. Use the official business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to provide a salutation at the beginning, and a handwritten signature at the end.
  • Keep it concise. Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks – for example, do not provide an evaluation of the employee’s work.
  • Include all requested information. Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific title), and the amount of time they have been employed. Be sure to ask your employee if they need you to include any additional information. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include this extra information unless you are asked to do so.
  • Provide your contact information. At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email.
  • Edit, edit, edit. This letter is likely very important to your employee or former employee – they might be trying to get a loan for a house, or rent an apartment. Therefore, take the time to make this letter as professional as possible. Read through the letter for any errors.

How to Use Letter Examples

It is a good idea to review letter examples before writing an employment verification letter.

Along with helping with your layout, examples can help you see what kind of content you should include in your document (such as dates of employment).

While examples, templates, and guidelines are a great starting point to your letter, you should always be flexible. You should tailor a letter to fit the particular employee you are writing the letter for, and the information he or she asks you to include.

Employment Verification Letter Example

Your Name
Your Title
Company Name
Address
City, State, Zip Code

Date

Contact Name
Contact Title
Company Name
Address
City, State, Zip Code

Dear Mr. Dolan,

This letter is to verify that Seneca Williams has been employed at GMC Associates for the past three years in our Accounting Department. She began work on August 1, 20XX.

If you require any additional information, please feel free to contact me at 555-111-1212.

Sincerely,

(Handwritten Signature)

Shawna Easton
Director of Accounting
GMC Associates

Employment Verification Template - Current Employee

Name
Job Title
Company Name
Address
City, State, Zip Code

Date

Name of Person Requesting Verification
Job Title
Company Name
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

This letter is to verify that (employee name) has been employed at (company name) since (start date).

If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).

Sincerely,

(Handwritten Signature)

Your Name

Employment Verification Template - Past Employee

Name
Job Title
Company Name
Address
City, State, Zip Code

Date

Name of Person Requesting Verification
Job Title
Company Name
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

This letter is to verify that (employee name) was employed at (company name) from (start date day/month/year - end date day/month/year).  

If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).

Sincerely,

(Handwritten Signature)

Your Name

Read More: Employment History Verification | Employment Background Checks