Employment Verification Letter

An employment verification letter (also called a proof of employment letter) is a formal document issued by an employer confirming an employee’s current or past job status. It typically includes information such as:

• Employee’s full name
• Job title and department
• Employment start (and end, if applicable) date
• Salary or compensation details (if requested)
• Employer’s name and contact information

These letters are most often requested by financial institutions, government agencies, landlords, or new employers who need to confirm someone’s employment for income verification, loan applications, rental agreements, or immigration processes.

Why Employment Verification Letters Matter

An employment verification letter is an important part of an employee’s professional and financial documentation. It helps validate income, confirm work history, and ensure accuracy in official records. Organizations may also issue this letter to verify eligibility for services or to support background checks during job transitions.

What to Include in an Employment Verification Letter

While the content can vary by request or company policy, an effective letter generally includes:

• Company letterhead with official contact information
• A clear statement confirming employment details
• Date of issuance
• Authorized signature from HR or management

In some cases, the letter may also include details about the employee’s job duties or reason for leaving, but only if appropriate and legally permitted.

When Do You Need an Employment Verification Letter?

Common scenarios include:

• Applying for a mortgage, loan, or credit card
• Leasing a home or apartment
• Verifying immigration or visa status
• Enrolling in educational or professional programs
• Completing employment background checks

Employees may request this letter directly from Human Resources or through an employer’s self-service portal if available.

Best Practices for Employers

• Respond promptly to employee requests, especially if the letter supports time-sensitive matters.
• Use official formatting and company letterhead to ensure authenticity.
• Protect employee privacy by only disclosing information that’s legally appropriate and consented to.
• Keep a record of all issued verification letters for compliance and audit purposes.