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An in-depth guide to the employment verification letter

An in-depth guide to the employment verification letter

  • What should an employment verification letter include?
  • How to request an employment verification letter
  • Employment verification request letter template
  • Key takeaways

If you’ve been asked to provide verification of employment, you may be wondering what exactly is required and how to get this organized. Our in-depth guide explains more about the employment verification letter.

If you’ve secured a new job, applied for a mortgage or auto loan, or have chosen a property to rent, you may be asked for an employment verification letter. This letter confirms that you work or have worked for an organization and may be requested by potential employers, landlords, mortgage lenders, or government agencies.

Employment verification letters are usually something you want to get quickly organized so you don’t experience any delays in starting your new job, putting an offer in on a house, or getting the keys for a  rental property. Being prepared will help you get ahead of the game.

In this article, we cover:

  • What should an employment verification letter include?

  • How to request an employment verification letter

  • Employment verification letter request template

Statistical Insight

According to a recent Forbes article, 70 percent of workers confessed they have lied on their resumes, with 37 percent also stating this was a frequent thing. Embellishing responsibilities, job titles, and length of employment ranked highly, which explains why employers will sometimes request an employment verification letter. 

What should an employment verification letter include?

While state laws can vary and there is no standardized version of an employment verification letter, they do have some typical components. 

Here’s the key ones you should expect to see:

  • Date issued. There is sometimes a requirement that this date is within the last three months due to the potential of work situations changing.

  • Employer contact details. Your employment verification letter should be on a company letterhead and include the employer’s name, address, and the details of the person verifying this information. This could be your direct boss or a HR representative. 

  • Employee details. This would include your full name and contact details, including an email address and current residential address.

  • Job details. The main component of the employment verification letter is your job information. Typical information required includes salary, bonus, and compensation as well as confirmation of job title, responsibilities, and duties. There may also be some clarification required as to the reason for leaving employment via resignation, layoff, or termination.

  • Sign off. Employers need to sign or officially stamp the document to prove validity and authenticity.

Expert Tip

Always send a thank-you email to your former or existing supervisor for organizing and sending your employment verification letter. You never know when you may need another verification letter or reference so it’s good to be respectful of their time.

How to request an employment verification letter

Here are three ways you can secure an employment verification letter from your current or previous employer:

1. Ask your supervisor 

The simplest way is to contact your current or former manager and ask them to prepare an employment verification letter for you. The best option is to send an email and outline the information that you need to be included in the letter as this will help you track the request and your employer can refer to this when preparing the letter.

2. Contact the HR team 

Some companies may have a policy, particularly in the case of larger-sized companies, that only HR issue employment verification letters. You can check the employee handbook to see if this is the case or reach out to HR if you’re unsure.  

3. Ask the third party for a template 

Many organizations that request employment verification letters will have a template that can simply be filled in. This avoids any confusion over the specific information required and may save some time, so it’s worth checking.

Do
  • Ensure your employment verification letter has a handwritten signature, as without one it might be invalid.
Don't
  • Write the letter yourself, unless your supervisor specifically asks you to. Managers and HR teams usually prefer to draft the letter themselves.

Employment verification request letter template

Employment verification letters are usually something you need yesterday! To speed up the process, here’s an email template you can use to request your letter:

Example

Subject line: Employment verification letter request

Hi Maria,

Hope you’re well. I’m applying for a mortgage and the lender has asked me to provide proof of my employment status. They just require verification of my job title, dates of employment, and current salary. Their address is:

Erika Castro - Home Loans Department   ABC Bank 114 Park Avenue New York, NY 10281

This letter could also be scanned and sent via email to [email protected]. If it’s possible to send the verification letter within the next week, that would be appreciated. 

Please don’t hesitate to contact me if you need any additional information and thank you for your time.

Best, Robyn Adler Key Account Manager XYZ Company

If your employee verification letter is required for a new job, congratulations! Check out Career.io’s First 90-Days Plan to help you succeed in the first three months. 

Key takeaways

  1. Employee verification letters are requested by third parties to verify employment information, finalize a job offer, or by lenders to approve financial support.

  2. Find out the specific information you need to provide, then request this from your supervisor or HR team via email so you can track progress.

  3. Another option is to ask the third party organization if they can provide a template that you can pass on to your existing or former employer for completion. 

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