What Is an Employee Verification Letter?
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Employee verification letters verify their statement of employment is true. These letters provide an employee’s salary, proof they worked at a specific company, as well as dates of employment. Mortgage lenders, new employers and government agencies often request employee verification letters.
An employee verification letter is a document that shows proof of a person’s current employment or previous employment at a company. There may be several times you’ll be requested to show an employee verification letter. Financial institutions, government agencies, landlords, mortgage lenders and potential employers may ask for an employment verification letter.?
“The employment verification is to confirm someone's current and former employment status,” said Yvonne Robinson-Jackson, leadership coach, professional branding expert and career growth coach. “People might need this verification for future employment, but particularly when applying for a line of credit, or filling out mortgage and rent applications.”
Suzanne Lucas, expert resume writer, career coach and keynote speaker, further clarifies that primarily, employment verification letters are for processes such as obtaining loans.?
“A company may verify previous employment, but it’s not generally a formal letter,” said Lucas. “As part of a background check, the new company may contact your previous employers to verify dates of employment. However, most employers are unlikely to volunteer information such as salary.”?
Whether you are trying to obtain a new line of credit or settle into a new residence, you’ll want to be prepared for the process.?
Requesting an Employee Verification Letter
“Typically, a verification letter can be done in a couple of ways,” said Sarah Johnston, executive resume writer, interview coach and career coach and speaker. “The company could extend you an offer dependent on a background check, which means there’s a verbal offer that hinges on the results from that report. The company could use that background check to get employment verification, your criminal history and sometimes your credit. Another way is for your future employer to directly contact your former employers in order to fulfill the employment verification.”
If, however, you do find yourself needing to request an employee verification letter yourself, the best place to start is to first contact the human resources (HR) department to request the document. The company you work at or previously worked for may require you to sign a release form that grants permission to disclose employment information and history to a third party.?
The HR personnel will have a templated letter that the manager or supervisor will fill out or they may request you produce a template. Once the appropriate stakeholders have filled it out, the company will send your employee verification letter to the requesting party or ask you to send it.
Johnston explains that the reason to first go to HR is because most companies have policies about divulging information on current or past employees.?
“Generally, most companies stick to the facts with employee verification letters,” said Johnston. “For example, a document might list the dates of employment, that person’s title, and sometimes, that company may be willing to share if the employee is rehireable or re-eligible for work.”
What Is Included in an Employee Verification Letter?
Lucas explains that it’s simply not enough for someone to state that they have a job when obtaining a loan or something similar and that the bank will want to verify employment.
“Typically, the employee will sign a release, and the bank will send the information to the company to verify,” said Lucas. “They ask for verification of salary and continued employment and any other information that might be relevant.”
Robinson-Jackson adds that if an employee is requesting the document from their employer in order to obtain a loan or something similar, that employee has control of what information goes into the document — and that they should request exactly what they need in order to complete the application (i.e., a mortgage application typically requires aspects such length of employment, salary and position).?
Ultimately, information can vary depending on the requesting party. Confirm with the requestor what line items your employer needs to include so it’s considered a legitimate verification statement. Here’s some common information typically included in an employee verification letter:?
What Is Not Included in an Employee Verification Letter?
Company policies about releasing bonus and salary information vary. This information is usually only shared if an employee has signed a release form. Also ensure your employee verification letter is brief and only includes the requested information.?
Yvonne Robinson-Jackson additionally stresses the fact that employment verification letters for new employment are not in lieu of reference checks — and that even if the company does request an employment verification letter, that company will typically still want to know more beyond what is listed on that document.?
“If you're working with a company who will only give you a verification letter, make sure you have at least two people from that company who could be a reliable reference for you,” said Robinson-Jackson. “You need to have references from your current company and one from your previous company. This way, you have a variety of information to give to employers beyond the dates of employment in the verification letter.”?
Employee Verification Letter Template Samples
Your employee verification letter should follow a standard business letter format. These letters typically include your or your employer’s contact information, followed by the date, the requesting party’s contact information, the body of the letter, and a conclusion with a handwritten signature. Write these on official company letterhead.?
Three different employee verification letter templates are outlined below. Your employer may send your employee verification letter to the requesting party for you. Or your employer will send your letter to you so you can send it.??
Tip: Proofread your employee verification letter before sending it to the requesting party.?
1. Current Employee Verification Letter Template?
[Name]
[Job Title]
[Company Name]
[Address]
[City, State, Zip]
[Date of Letter]
[Requesting Party’s Name]
[Title]
[Company Name]
[Address]
[City, State, Zip]
Dear [Requesting Party’s Name],
Please accept this letter as confirmation that [Employee Name] has been employed with [Company Name] since ____/____/___. Currently, [Employee Name] holds the position of [Employee Position]. [Employee Name]’s current salary is [Salary] paid bi-weekly, based on a full-time basis of 40 hours a week.
If you have any questions or require additional information, please reach out to me at the above number.?
Sincerely,?
领英推荐
[Handwritten Signature]??
2. Past Employee Verification Letter Template?
[Name]
[Job Title]
[Company Name]
[Address]
[City, State, Zip]
[Date of Letter]
[Requesting Party’s Name]
[Title]
[Company Name]
[Address]
[City, State, Zip]
Dear [Requesting Party’s Name],
This letter is to verify that [Employee Name] was employed full-time as a [Position] with our department from [Date Range]. During [Employee Name]’s employment, [Preferred Pronoun] successfully supported several client contacts through the account transition process. [Employee Name]’s salary was [Salary] paid weekly, based on a full-time basis of 40 hours a week.
If you have questions regarding [Employee Name]’s employment with us, please reach out to me at the above phone number.?
Sincerely,?
[Handwritten Signature]?
3. Simple Employee Verification Letter Template?
This statement is to confirm that _______________________ is/was employed at
Name of Employee
?_________________________ from ___________________.?
Name of Employer ? ? ? ? ? ? ? ? ? ? ? ? Date Range?
?______________________ received a gross income of $______________.
?????Name of Employee ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? Amount
The frequency of payment is:
? Weekly? ? Biweekly ? ? Twice a Month? ? ? Monthly???
________________________/_____________ __________________ ? ? ? ? ? ? ? ? ? ? ? ? ? Signature of Employer ? ? ? ? Title ? ? ? ? ? ? ? ? ? ? ? ? Date
___________________________________
?????Address? ? ? ? State ? ? ? ? Zip Code ? ? ? ? ? ? ? ? ? ? ? Telephone Number
?The Importance of Employee Verification Letters
While employee verification letters may seem time-consuming, Johnston stresses the importance of employers having a holistic look at applicants to ensure a mutual fit. Additionally, she notes that most employers are looking to see that you’re eligible for rehire.
“I think most employers are looking to make sure that you're being truthful about your experience, and they are also looking for clues that you were a good employee,” said Johnston. “They want to know that your employer valued you and that you left on good terms.”?
Top Takeaways
What is an employee verification letter?
(Reporting by NPD and Helen Harris)
LinkedIn Top Voice | Leadership & Career Coach | Keynote Speaker | Workshop Facilitator | Professional Branding | Outplacement Services | Career Transition/Promotion | Job Search | Interview Prep | Salary Negotiation
2 年Thank you Helen Harris for sharing this detailed Newsletter. I am happy have been one of the persons with whom you consulted. It is very important for career professionals to learn the difference between Employment Verification Letters and reference checks. You highlighted key points for how and when to ask for Employment Verification letters and went above and beyond in providing sample templates. This is great information.