Employment verification letter is one of the most commonly used letters in the professional world. This is an official document that is prepared and provided by an employer to confirm the job status of an individual. This letter comes in handy when it comes to keep a check on the individual’s salary, job title, and emplyment history. There could be a number of reasons why you may need this letter such as you’re applying for a visa, applying for a loan, or maybe you’re applying for a new job vacancy.

In this post, we’re covering the letters of proof of employment and we’re covering important information on how to create it, what are the uses, and of course we’re providing free letter templates in both printable and editable format.

If you’re here looking for an employment verification letter templates then you’ve come to the right place. Check out the free letters below and download a suitable one for your use.

What is an employment verification letter?

This letter acts as a proof of employment. It proves that an individual has worked or is working with a particular company. It outlines the job position, salary, and employment history of an individual.

Whenever you go for an interview in a new company, they will ask for a employment verification letter to keep a check on your past or present working experience.

The use of this letter is not limited to jobs only. It comes in handy when it comes to apply for a loan, a lease, visa, citizenship, and many other cases. If you’re an employee then you’ve rights to ask for this letter.

This letter is officially prepared by an employer and it’s written on a company’s official letterhead which has a company logo and company stamp along with the official signatures to prove the authenticity of a letter.

Printable Employment Verification Letters

Why is a Proof of Employment Letter Needed?

We have already covered many places where you may need this letter. But here is a detailed section so you can understand some of the common reasons why an employee might ask for this letter:

New Job Application: This letter is most commonly required when it comes to give a proof of employment as a part of the hiring process. Many companies verify the applicant’s work history and salary as a part of their hiring process.

Loan Application: Banks and financial institutes often ask for a proof of employment when an individual apply for a loan, mortgage, or credit card. Banks do keep a check on the individual’s credit history and salary details to understand whether he or she will be able to repay debt on time or not.

Real Estate: This letter is often required when it comes to rental agreements. Many landlords may ask for this letter to ensure that the tenant has a stable job to pay the monthly rent on time.

Immigration and Visa: A proof of employment is required to be submitted when applying for a visa. Immigration authorities do keep a check on the applicant job status, salary, and employment history to understand how financially stable an applicant is.

You also need to provide the employment verification letter when it comes to tax, legal, or child support cases.

What are Essential Elements of a Proof of Employment Letter

An employment verification letter should be written formally and professionally only. The details should be in clarity that provides credibility. If you are wondering what to include in a letter then following are the essential elements:

1) Employer’s Information: The should should contain the name of company, company’s address and contact information such as email, phone number, etc.

2) The Date of Issuance should be written on this letter.

3) Employee’s Information: Important details related to the employee should be written such as name of the employee, job title, department, employment status, start date, or end date if applicable.

4) Salary: In many letters it’s required to mention the monthly or annual salary. You can also outlines if there are any other additional benefits.

5) Mention the purpose of issuing the letter

6) Employer’s Signature and Contact Details: The Signature of HR Manager or Supervisor should be there with the Company’s Official Stamp (if needed).

Proof of Employment Letter

How to Write a Proof of Employment Letter

If you’re creating a letter from scratch then here is a step by step guide to follow:

Step 1: Always Use a Professional Letterhead

Only use the company’s official letterhead to ensure authenticity. The name of the company, address, and contact information should be written at the top of the page. The use of a company’s letterhead ensure authenticity.

Step 2: Address the Letter to the Right Recipient

If the recipient is unknown then you can use “To Whom It May Concern.” But if the recipient is known then make sure to address it correctly, i.e. bank, landlord, government agency

Step 3: Write Employee’s Information Correctly

It is essential to write down the Employee’s Information Correctly and clearly. Mention the full name of the employee and details about their job, including their position, department, and employment status.

Step 4: Include Salary Details (If Required)

In many letters, it’s essential to include the salary details. Make sure to take the employee consent and include their gross salary, bonuses, or any other relevant earnings (If Required).

Step 5: Add a Confirmation Statement

Make sure to include a confirmation statement to highlight that the information provided is accurate and official.

Step 6: Sign and Date the Letter

A letter holds zero significance if there are no official signature. Therefore, make sure that the letter is signed by an authorized person such as the HR manager, direct supervisor, or employer. Include the contact details of the authorized person for cross verification.

Quick Tips

• Make sure to write down the complete and correct information only. Cross check the details related to employee to ensure there are no errors or mistakes.
• This is a professional letter so use formal language only. Use business letter formatting, official letterhead, and formal language.
• The employer’s contact details should be there for authenticity.
• Use employment verification letter template to write this letter in minutes and issue it because an employee may need it urgently.

Conclusion

A proof of employment letter is one of the most important document. If you are an employee or an employee then you must know what this letter is, purpose of using this letter, and how to write it effectively. It’s important to understand the elements or components of this letter to ensure it meets all necessary requirements. In this post, we have shared the sample letters for your reference, do keep a check on the samples to create an effective and professional employment verification letter that serves its purpose efficiently.