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Employment Verification Letter – What, Why, Example, and More

April 24, 2022
HR Toolkit

Being a Human Resource Manager and handling the HR needs on behalf of a company, you might occasionally have got requests from employees asking for their proof of employment from a third party. Right?

The best way to handle this request is by issuing an employment verification letter to the employee. However, what is an employment verification letter? Read further to know more.

What is an Employment Verification Letter?

An employee verification letter is a letter written by a current or past employer verifying that the employee is working or has worked in the organization. The letter request may come from the employee, the prospective landlord, government agencies, collection agencies, prospective employers, or any mortgage lenders.

The ask for verification may include dates of employment, whether the employee is continuing the employment or can be rehired, salary, etc. In case the employee is reprimanded, the employer may ask for the reason for the reprimand.

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What To Include in the Employment Verification Letter?

An employment verification letter can be divided into the following sections:

1. Employer Contact Information

The current employer should include the details of the company’s mailing address, email address, and phone number so that the future employer can contact them if necessary.

2. Employee Information

This section of the letter contains the verification that the employee worked in the organization for the specified time duration. It should include the date when the employer joined the organization and also the date when he/she left the organization.

3. Details of the Employment

Here, the employer can describe the details of the employee’s roles in the company. It provides the details of the position that the employee held in the organization, the responsibilities he/she performed, any award achieved during the course of employment, compensation (salary, bonuses, etc.), and the type of employment.

4. Signature and Stamp

At the bottom, the letter should necessarily contain the signature and stamp of the previous/current organization. A signature and stamp are necessary in order to prove that the letter has come from the organization and is an official document.

Why Do Employees Need an Employment Verification Letter?

Employees typically request an employment verification letter for one of four reasons:

  • They’re asking for a home loan or an auto loan, and the lender wants to make sure the employee has a stable job with enough income to support monthly payments before granting the loan.
  • They’re looking to rent a home, and the property management business wants to know if they can afford the deposit, rent, upkeep, and other charges that come with it.
  • They desire a loan payment decrease or postponement, and the bank requires proof of current income before deciding whether or not to grant their request.
  • They’re applying for a job with another company, and the company wants to double-check their information as part of the hiring process.

While the employee does not need to explain why they are requesting an employment verification letter, they must specify which pieces of information the other party requires as well as their contact information such as address and the preferred method of delivery).

An employment verification letter is also named as proof of employment letter, income verification letter, employment confirmation letter, salary verification letter, and work verification letter.

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Employment Verification Letter Format

Employment Verification Letter Format

Employment Verification Letter

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

Employment Verification Letter Example

Employment Verification Letter Example

Conclusion

When you’re in charge of a team of employees, one of the many responsibilities you’ll have to complete is writing an employment verification letter. Could you use some assistance in that area? Get the well-written and latest formats of employment verification letters ready on the leading HRMS Software India. As a member, you’ll get access to all the HR Letters such as termination letters, recognition letters, promotion letters, relieving letters, application letters, and more.

Ultimate Business Systems is not only the HRMS Software, but also the Payroll Management System, Project Management System, and Chat. In all, we are an all-in-one HRMS Software that helps you streamline your business operations and keep up with the fast pace business.

Alpesh Vaghasiya

Alpesh Vaghasiya

The founder & CEO of Ultimate Business System Pvt. Ltd. (UBS), I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of UBS is Connecting people, Optimizing the process, Enhancing performance.

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