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What is an employment verification letter and a free sample.
Write an expert verification of an employment letter in a few minutes.
Your LinkedIn profile displays where you work, but the government, lenders, and landlords need more reassurance than that. Applying for a loan, renting a new apartment, buying a car, or requesting benefits often requires an official employment verification letter. This is a crucial document that a current or previous employer writes to verify someone’s employment status.
Perhaps an employee asked you to write a letter, or your employer wants an example of an employment verification letter to send to the requesting party. Understanding how to craft a verification of employment letter will help you save time and allow the process to go smoothly.
Check out this guide to learn what employment verification letters are, when to use them, and how to write them. Plus, we’ll show you how Adobe Acrobat streamlines the entire process, from document creation to sharing to securely signing online.
What is an employment verification letter?
An employment verification letter is an official document that confirms employment status, either currently or in the past. Not to be confused with a letter of recommendation or a reference, an employment verification letter simply verifies the facts about someone’s employment history. It includes details such as:
- Employee’s name, job title, and job description
- Employment duration
- Employer address
- Salary information (however, requesting this information is illegal in some states)
- Employer’s contact information
Landlords, banks, and government institutions might request this letter to verify someone’s background or income. In most cases, these institutions need this information to verify the person is financially stable or trustworthy.
If you need an employment verification letter, this isn’t the same as sharing a letter of employment offer. Some institutions will accept an offer letter, especially if you’re about to start a new job. However, some will also request a verification letter, so make sure you recognize the difference to avoid paperwork delays. You can also expect them to request pay stubs, tax returns, or bank statements in addition to the verification letter.
Not everyone will need a letter of employment verification, but they’re common for situations like:
- Renting property
- Applying for government benefits
- Requesting a car loan or a mortgage
- Applying for citizenship
A verification of employment letter is short and to the point. It’s relatively quick and easy to write, although the right tools will make the job even easier. For example, the Acrobat Word to PDF converter allows you to convert the letter text into a more secure, shareable format. Gathering official signatures is also a breeze with the Request signatures feature, which can be used to add secure, verified signatures to employment verification letters.
Why do you need a verification of employment letter?
This letter provides proof of income stability and solid work history. Many people will need to request a verification of employment letter for situations like:
- Visa or immigration applications. Whether for a temporary visa or permanent citizenship, these processes may require you to show you can support yourself in a new country.
- Loan applications and refinancing. Mortgages, credit cards, car loans, and refinancing all require a stable income source. Banks and lenders may ask for verification of your employment letter to assess how risky it is to extend these loans. Generally, providing a letter proving you have a stable income will make you less risky and more likely to receive the loan.
- Rental agreements. Prospective landlords may ask for employment verification letters as proof renters can cover their monthly rent.
- Government assistance and benefits. Social welfare programs often request proof of your employment history to see if you qualify for benefits.
Employment verification letters give institutions peace of mind that your application is truthful. Requesters don’t know you personally, so the additional layer of verification makes it more likely that you’ll receive approval.
It goes without saying, but all information provided in an employment verification letter must be truthful. Sharing incorrect information could not only lead to application rejection, but it could also result in lawsuits and jail time. Honesty is always the best policy.
What should be included in an employment verification letter?
The best employment verification letter samples include just enough information to meet the requester’s needs. This document should be short and concise, sharing only the requested information to protect the applicant’s privacy.
However, keep in mind that all requesting parties are different. For example, government entities might request more information than a landlord. Make sure your employment verification letter checks all of the requester’s boxes before sending it off — otherwise, you’ll likely have to rewrite the letter.
Writing this letter in Word and converting it to a PDF is the best way to share a verification letter with the requesting party. However, if you notice a typo or inaccuracy after converting the file, use the Acrobat PDF editor to add text or comments in a flash. You can always convert a PDF back to Word, make the changes, and share the adjusted PDF file.
It’s also important to know what not to include in an employment verification letter. Including the wrong information violates an employee’s privacy and, in some cases, hurts their chances of securing a loan, apartment, or government benefit.
Verification of employment letter sample.
Some HR departments provide ready-made employment verification letter samples, but you can easily make your own. Follow this sample template to write an effective, professional verification letter quickly.
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Dear [Requesters Name]/To Whom It May Concern,
This letter is to confirm the employment of [Employee’s Full Name], who has been employed at [Company Name] since [Start Date] and currently holds the position of [Job Title]. Primary responsibilities include [brief job description].
As of the date of this letter, [Employee’s Full Name] is [currently employed/employed until Date] on a [full-time/part-time/contractor] basis with a current salary of [Salary Amount] per [hour/year].
If you require further information, please do not hesitate to contact me directly at [Your Contact Information].
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
[Company Name]
If employees frequently ask you for verification letters, consider creating a template in Acrobat to ensure consistency across your organization.
Frequently asked questions.
How to write a letter of verification of employment?
The quickest way to write a letter of verification of employment is to use an employment verification letter sample and plug in your employee’s details. You will need to provide:
- Your contact information
- Employee name, job title, and brief description of duties
- Employment start and end dates
- Salary details, if legal to share in your area
What is proof of employment verification?
Lenders, landlords, and government institutions often ask for proof of employment verification letters to verify someone’s income or financial stability. It’s also a common request in background checks.
How to request an employment verification letter from HR by email sample.
HR departments are well-versed in writing employment verification letters. You can start with a simple message saying:
“Hi [HR REPRESENTATIVE NAME],
I’m writing to request an employment verification letter for [a mortgage, car loan, rental application, etc.]. The letter should include [list requested information]. Will you please send them a letter by [MONTH] [DAY]?
Thank you,
[YOUR NAME]”
Let HR know if this is a time-sensitive request.
How do employers verify self-employment?
In this case, requesters will ask for additional financial information. You can verify self-employment through:
- Tax returns
- 1099s
- Client invoices
- Bank statements
All of these documents may be used as proof of income and business activity.
What are examples of proof of employment?
Proof of employment comes in various forms. This often includes:
- W-2s
- Pay stubs
- Employment verification letters
- Tax returns
- Bank statements
Most lenders, landlords, and government entities will request multiple proof of income documents. Ultimately, employment verification letters are simple for employers to write and help employees access the documentation lenders require for life’s big moments, such as buying a home.