Employment Verification Letter Samples and Templates

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Do you need to write or request an employment verification letter? There are several reasons why you may need verification of your employment status. Employees may need these letters for landlords or financial institutions if they are trying to rent or purchase a home. They're also sometimes necessary for insurance reasons or to confirm that an individual worked at a company during the dates given on a resume or job application.

The good news is that employment verification letters are usually fairly simple documents, and they're easy to write or obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.

What Is an Employment Verification Letter?

An employment verification letter is written by a current or past employer to confirm that an employee or former employee worked at an organization. The request may come from the employee, government agencies, prospective landlords, mortgage lenders, academic institutions, prospective employers, or collection agencies.

The request may include verification of dates of employment, salary, and whether the employee is expected to continue employment or is eligible to be rehired. If the employee has been terminated, the requestor may ask for the reason for termination.

How to Request an Employment Verification Letter

If you are requesting an employment verification letter from a current or former employer, it's important to ask for the letter in a professional way. First, check with your human resources department.

The company may have a policy regarding the release of information, and you may need to give permission for your employment history to be released to a third party. Often, your HR contact will compose the letter for you or provide you with a template to give to your manager. You can also ask your manager or supervisor directly.

Note

Be sure to provide your manager or HR with all the information they need to write the letter, including whom to address the letter to and exactly what details need to be included.

What Is Included in an Employment Verification Letter?

If you need to write an employment verification letter for someone, it’s important to make sure your letter provides the correct information and adheres to an appropriate format.

• Follow business letter format. Use standard business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to include a salutation at the beginning and a handwritten signature at the end.
• Keep it concise. Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks. For example, do not provide an evaluation of the employee’s work.
• Include all requested information. Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific job title), and the amount of time they have been employed. Check with your employee if any additional information needs to be shared. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include these extra details unless requested.
• Provide your contact information. At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email.
• Edit and proofread before you send. This letter is likely very important to your employee or former employee—their housing, future employment, or insurance may depend on it. Take the time to make this letter as professional as possible. Read through the letter for any errors before you send it.

How to Use Letter Examples

It is a good idea to review letter examples before writing an employment verification letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document (such as dates of employment).

Note

You should tailor a letter to fit the particular employee you are writing the letter for and the information they ask you to include.

Employment Verification Template

Name
Job Title
Company Name
Address
City, State Zip Code

Name of Person Requesting Verification
Job Title
Company Name
Address
City, State Zip Code

Dear Mr./Ms. Last Name,

This letter is to verify that (employee name) has been employed at (company name) since (start date).

If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).

Employment Verification for Current Employee

Shawna Easton
Director of Accounting
GMC Associates
17 Chestnut Street, Ste. 200
Portland, ME 04101

John Dolan
Senior Vice President
Dolan Industries, Inc.
43 Oak Street, 2 nd Floor
Portland, ME 04101

This letter is to verify that Seneca Williams has been employed at GMC Associates for the past five years in our Accounting Department. She began work on April 1, 2019.

If you require any additional information, please feel free to contact me at 555-111-1212.

Shawna Easton
Director of Accounting
GMC Associates

Employment Verification for Past Employee

Janice Montgomery
Human Resources Manager
Martin & Martin Incorporated
100 Main Street, Ste. 100
Spokane, WA 99201

Julia Sanchez
Manager
Archer Studios
34 Otis Drive, Ste. 500
Spokane, WA 99201

Dear Ms. Sanchez,

This letter is to verify that Robert Smith was employed at Martin & Martin, Incorporated from January 3, 2018 to March 1, 2023.

If you require any additional information regarding Robert Smith, please feel free to contact me at 555-765-4321.

Key Takeaways

• Many organizations have guidelines about what should be included in employment verification letters. They may even specify that all letters must go through HR.
• When writing a verification letter, use business letter format. This will ensure that your letter is appropriate and professional, as well as easy to read.
• Whether you’re requesting a letter or writing one for an employee, find out what information to include, e.g., dates of employment and job title.

The Balance uses only high-quality sources, including peer-reviewed studies, to support the facts within our articles. Read our editorial process to learn more about how we fact-check and keep our content accurate, reliable, and trustworthy.

1. SHRM. "When Must an Employer Respond To a Verification Of Employment Request?"

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