request letter for employment letter

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Home › Templates › 7 Verification of Employment Letter Templates

7 Verification of Employment Letter Templates

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Are you interested in finding out what verification of employment letters looks like? Then you are in the right place.

Verification letters are simple documents required by multiple places to ensure that you are working at a company.

What is an Employment Verification Letter?

A current or past employer writes an employment verification letter to confirm that a former employee or current employee worked at the organization. 

The request may come from a prospective employer, an employee, government agencies, prospective landlords, mortgage lenders, or agencies.

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

What is in an Employment Verification Form?

Ensure the employment verification letter provides the correct information and adheres to an appropriate format.

An employment verification letter will have the company’s official letterhead or stationery, including the company logo. 

It will include the following information:

• Employer current address
• Address and name of the company requesting verification
• Employee name
• Employment dates
• Employee job title
• Employee job description
• Employee current salary
• Reason for termination

Follow Business Letter Format

Use a common business letter format when writing the letter. Firstly, include your contact information at the top, then the date, and eventually, the recipient’s contact information. Include a salutation at the beginning and end the letter with a sign.

Keep it Concise

Employment verification letters must not be too lengthy. Don’t add any information beyond what the employee asks. For example, do not provide a thorough evaluation of the employee’s work.

Include All Requested Information 

Most employment verification letters include:

• The person’s name.
• Their department in the company (occasionally their job title).
• The number of times they have changed jobs.

Check with your employee if there is any additional information that needs to be added. For example, some letters include the salary, how frequently they are paid (bi-weekly, monthly, etc.), and how many total hours a week they work. However, don’t add these extra details unless requested.

Provide your Contact Details

At the end of the letter, be open to answering any further questions. Provide contact information for the recipient, such as your phone number or email.

Proofread and Edit

This letter is very important to your employee or former employee—their housing, future employment, or insurance will depend on it. Therefore, take plenty of time to make this letter serious and professional. Read carefully for any errors before you send it.

Here are some employment verification forms to get you started.

Basic Employment Verification Letter Sample

Date: August 1, 20XX

This letter is to certify income and employment for [insert pronoun] has been employed at [company] and holds the title of He/She has been an employee with [company] since. The company is at [insert pronoun] current salary is $ paid yearly/monthly/weekly/bi-weekly /hourly.

The following supporting document(s) are proof of income: (Check all that apply)

•  Wage and tax statement (W-2)
•  Tax return (1040)
•  Social security proof of income letter
•  Workers compensation letter
• Bank statements

All of the information provided is correct to the best of my knowledge.

If you have any questions regarding the information provided, please don’t hesitate to contact me at [phone number] or (email).

Sample Employment Verification Letter Template for Past Employee

XX Main Street

Dallas, TX 75201

August 1, 20XX

444 First Ave.

Dallas, TX 75001

Dear Mr. Gonzalez, 

This letter is to confirm that ABC was employed as a Senior User Experience Researcher at XX Inc. from May 3, 20XX, to September 25, 20XX. 

If you have any queries or need any additional information, please feel free to contact us at 216-333-0101 or [email protected] .

Human Resources Manager

Employment Letter Template for Current Employee

Dallas, TX, 75201

XYZ Loan Company, LLC

222 Second Ave.

Chicago, 75022

To Whom It May Concern,  

Please accept this letter as verification of XYZ’s employment with XX Inc. 

Employee Name: ABC

Employment Dates: May 2, 20XX – Present

Current Job Title: Senior User Experience Researcher

Current Salary: $140,000

If you have any questions or need any additional information, please feel free to contact us at 216-333-0101 or [email protected] .

Richard Ramirez

Employment Verification Letter Template with Job Description

XX Company (On Company letterhead)

425 Main Street

Pleasant Hill, CA 94523

Date (Month/day/year)

Commission on Teacher Credentialing

1900 Capitol Avenue

Sacramento, CA 94244-2700

To Whom It May Concern,

This letter is to confirm the employment of XYZ, who worked for XX Company as an Automotive Mechanic from March 17, 1995, until November 23, 2000. John was a full-time employee.

As an Automotive Mechanic, his duties were as follows:

• General automotive repair
• Diagnose defective engines
• Replace defective parts
• Tune-up engines
• Replace brakes

Please get in touch with me at (000) 111-2222 if you have any questions.

ABC (Name of Supervisor)

The owner (Position/Title)

Employment Verification Letter Template for Visa Process

United States Embassy

Non-Immigrant Visa Unit

Re: Employment Verification for [Beneficiary]

Dear Sir/Madam,

This letter serves as an employment confirmation letter that [Beneficiary] remains currently employed with us on a full-time basis, under the terms of his/her approved visa petition. Accordingly, the duties and responsibilities of the job remain as described in our original letter accompanying the approved visa petition.

We look forward to the rapid re-admission of [Beneficiary] to the United States to resume employment with our company and respectfully request that you kindly extend all due courtesies.

Please feel free to contact us if your office requires any further information. You may also contact our immigration counsel, XX LLP, at (215) 935-4659.

[Company representative’s name] ,

Request Employment Verification Sample Letter from Employer

Company Name or Letterhead

City, State, Zip

Dear Ms. XX,

We are considering YY for a supervisory position with our company. While we have confirmed the standard information concerning his work history and employment status at your company with the Personnel Department, we would appreciate it if you can write an employment verification and address the following areas concerning his job performance:

• What was the nature of Mr. YY’s position?
• Can Mr. YY’s past job be described as high pressure?
• Did Mr. YY’s job require him to work on several projects simultaneously?
• Do you think Mr. YY can delegate assignments effectively?
• What do you consider to be Mr. YY’s strengths?
• In what areas do you consider Mr. YY in need of further instruction?
• Would you re-employ Mr. YY?

I appreciate you taking the time on behalf of our interviewing committee.

Yours truly,

Employment Verification Template for a Landlord

Many landlords request tenants for an employment letter. This will include the following details:

• Employee hiring date
• Employee classification (part-time, full-time, temporary, contract)
• Annual compensation

This letter serves as proof that XX has been working full-time with XYZ Company for six months as a .

XX is trustworthy, hardworking, and competitive. He/She doesn’t have any existing loans or unpaid bills within our company.

I hope this increases his/her credibility as a possible tenant at your apartment rental.

The company is at his/her current salary is $ paid yearly/monthly/weekly/bi-weekly/hourly.

Human Resources Department

Why Employees Need an Employment Verification Letter

Employees need this letter for any one of these reasons:

• They are applying for an auto loan or home mortgage, and the lender wants to ensure that the employee has a steady job and enough money to cover monthly payments before approving the loan.
• They are applying to rent a house, and the property management company wants to confirm they can afford the deposit, rent payment, maintenance, and any other associated costs.
• They are requesting a deferral or loan payment reduction, and the bank wants to see some proof of real-time income before deciding whether to endorse their request or not.
• They are seeking an opportunity with another employer, and the company wants to affirm the employment as part of the background checking process.

While the employee may not necessarily have to tell why they are asking for an employment verification letter, it is essential that they tell which pieces of information the other party requires and their contact details (e.g., address, the preferred method of delivery).

How to Request an Employment Verification Letter

Are you wondering how to request an employment verification letter from your company? 

Check with your Human Resources department. The company will have a policy regarding the release of information, and you will need to give permission for your employment history to shift to a third party. 

Your HR contact will either provide you with a template to give to your manager or compose the letter for you. You can also ask your supervisor or manager directly.

Creating an Employment Verification Request Process

Once you draft an employment verification letter template, fulfilling these submissions will be much swifter and easier. However, because it may take time to assemble an employee’s information and provide the verification document to the other party, it is vital that employees (and ex-employees) issue their request as soon as possible.

Making your requirements clear will ensure a streamlined employment verification process for everyone concerned. To help simplify the process, consider conveying your expectations through the employee directory or anywhere else you share your HR processes.

Here is a representative employment verification method you can use.

Submit all employment verification requests at least a few business days through the portal, mail, etc. in advance, and incorporate the following information:

• The name and address of the organization asking for the information
• Delivery instructions and information (for example, fax number, mailing address, email address)
• What data does the requesting party need (for example, salary, employment dates, job title)
• The basis for the request (optional)

Keep in mind that it takes a standard of five business days for documents to arrive via mail. When registering an employment verification letter for current or former employees, it is essential to proceed with a uniform process, stay conscious of state laws regarding what details you are allowed to reveal and provide accurate information in a formal, concise manner.

Since employment verification letters frequently help employees secure mortgages, loans, flats, new jobs, and more, it is important to get your written communication straight. Moreover, a professional letter can echo well on your business as a whole.

When you are writing a proof of employment letter, consider the audience as well as the employee you are writing it for. Use a professional business tone when dealing with experts and businesses.

Learning to write a good business letter is a requirement for managers and executives in every industry. Solid communication is what helps you stand out from the crowd. 

As an employer or manager, ensure to use the employment verification letter to explain your role and what you do and provide an honest explanation of the employee’s duties. 

When requested, verify the employee’s first date of work with you, hours, and income. Like all critical business forms, publish the final product on professional letterhead. Remember to provide your job title, phone number, and other contact information, so the letter recipient will know how to connect with you for any other questions they have.

Hence, take your time, read some of the sample employment verification letters at the bottom of this page, and start brainstorming. It’s a great idea to download employment verification templates to keep on hand when the occasion arises. 

Lastly, it is essential to follow a consistent tone and process when writing an employment verification letter for current or former employees. Stay aware of the local and public state laws regarding what information you are allowed to reveal and provide the information in a formal manner.

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How to Ask for an Employment Verification Letter

Quick Navigation:

What is an employment verification letter?

How to request an employment verification letter, example of an employment verification letter.

In many instances, when you apply for a job, you will provide proof of your employment. An employment verification letter confirms that you currently work at an organization and how long you have worked there. In this article, you can learn what an employment verification letter is, how to request one and review an example.

Employment verification letters verify that an employee is currently working for or previously worked at an organization. 

Here are some tips on asking for an employment verification letter and an example:

• In some cases, an employment verification letter is used to determine the risk factor of employing you.
• A hiring manager may want a cross-reference to what you state on your resume and to determine whether you are a good hire based on performance at your current or past job.

If you need an employment verification letter, you should ask for the letter as soon as possible. The process may take a few days or up to a few weeks to prepare the letter, so you want to make sure to give your employer plenty of time to submit.

Here are the steps you can follow for requesting an employment verification letter:

1. First, fill out an employment verification form

If applicable, fill out the employment verification form provided. Some organizations will have a form that you can fill out, or they may have you write a letter to review and then sign. Your human resources department has in-depth knowledge of what you need to do and how long it will take. They may also require your permission before they can send anything to the company asking for the verification. 

You will also need to provide the correct address, phone number and contact name of the organization requesting the information. You do not need to tell your employer the reason you are requesting the verification of employment. However, you will need to tell them the specific pieces of information the organization is seeking.

2. Second, draft a short letter of consent, if necessary

If there isn’t a form to fill out, then write a clear and concise letter. State the purpose of the letter and address consent in the opening paragraph. For example, you might say, ‘I am requesting a letter for employment verification.’ Follow this with a sentence about your consent to provide this information (and if applicable, reference the attached completed verification form). Keep it simple and say something like, ‘I authorize the release of my employment information to XYZ company,’ followed by your signature.

3. Next, provide a list of all required details

Next, specify the required information using a list or bullet point format. The list will be dependent on what the requesting organization is asking for. 

A typical list could look like this:

• Your full name
• Your role or position
• Date of employment
• Pay rate or annual salary
• If you currently work for this organization, they may ask if the job is temporary or permanent
• Some organizations may ask if your payment is expected to remain the same or change within the next 12 months

Follow the list with the specific details of where to send the employment verification letter and when the letter needs to be received. For example, ‘Please send to American Title Inc. by September 29, 2019’ with an address, email or fax number as requested. Be sure to give the employer plenty of time to get the letter submitted.

4. Last, include your contact information and complete your request

Provide your name and contact information as your human resources department may need to discuss the letter and information with you over the phone. Make sure to close the message formally with something like ‘Respectfully’ or ‘Sincerely.’ Then sign the letter and add your printed name underneath. Some companies like for you to add the date of request here, but you could also add it to the beginning of the letter as well. 

Here is an example you could use to write your own employment verification letter:

RE: Employment Verification Letter

Dear Diana, 

I am in the process of applying for a mortgage, and Bank of Essential has requested a letter verifying my employment. I, Nancy Drewstone, give my consent to provide the information requested.

Per the bank’s requirements they are requesting you verify the following:

• Full name: Nancy Drewstone
• Position: Director of Marketing
• Dates of employment: June 15, 2017 to present
• Pay rate or annual salary: $80,000 annually
• Temporary or Permanent Position: Permanent
• Whether or not my pay rate may change in the next 12 months:  No

Please send the letter to:

Bank of Essential 4567 Essential Way Detroit, Michigan 48226

They also accept verification via fax at 313-555-0005. Bank of Essential has requested to receive the letter in two weeks, by September 29, 2019.

Please let me know if you need any further information.

Sincerely, 

Nancy Drewstone Director of Marketing Analytics and Research Inc. 313-123-4567 Request Date: September 15, 2019

Employment verification letters are relatively routine, and most companies understand the process. Some companies may have a process in place for verification. Let your employer know your needs as quickly as possible so that you can ensure the requesting company receives the official verification letter before the deadline.

Employment Verification Letter: Free Template Inside

An employment verification letter is one of the documents you need when you are looking for a job. Learn how to write one with our template as your guide. 8 min read updated on February 01, 2023

When looking to hire a new employee, it’s important to verify the individual's eligibility. One way to do this is by requesting an employment verification letter from the potential employee's previous employers. Fortunately, we've created a free template that can make this process much easier for you. Keep reading for more information on verification letters.

What is an Employment Verification Letter?

What exactly is an employment verification letter, and for what purposes are they used?

Verification of employment letter, otherwise known as a “voe letter”, is a letter confirming someone’s current or former employment status with an employer. Employees sometimes need these letters for future employment, a mortgage or credit application, or a rental application. 

Employers need to be careful in the drafting of these letters to avoid any potential liability. Employees will also need to understand the rules surrounding these letters to ensure they get a letter that will serve their purposes.

On a related note, employment contracts are important to get right the first time. Make sure to use our  Employment Contract Template for help with writing one.

Why is an Employment Verification Letter Necessary?

Employment verification letters are used for a number of purposes. A prospective future employer may want one to make sure the information provided by a job applicant about their prior employment is accurate. Some departing employees request them in order to supply them with job applications. 

Verification letters for current employment are also often required by mortgage lenders, finance companies (for car loans, for example), and landlords to verify an ongoing source of income. These letters are sometimes also needed for insurance reasons, or by government agencies in wage garnishment situations.

What Should be Included in an Employment Verification Letter

In general, an employment verification letter will include the following:

• Employment Status
• Dates of Employment

Occasionally the request for the letter will ask for more information, for example, employment history, the address in the employee’s file, salary growth and/or an assessment of job performance. Issuers of employment verification need to be very careful in responding to such requests because of the liability risks associated with certain information disclosures.

It’s important to also understand  new hire paperwork . 

Making A Request for an Employment Verification Letter

Request from the employee.

When an employee requests an employment verification letter, it’s important to handle the process professionally. If the company has an HR department, that is where the request should be directed. If you are a current employee, check with your HR department about the process. Often, they will prepare the letter, or provide you with a form or template for your manager to use. If you don’t have an HR department at your company, speak with your manager about the request. 

If they don’t have a template or form, it is a good idea to offer to prepare one for them to minimize the burden of preparing the letter. This will also help to ensure that the information you hope to have included in the letter is included—but be mindful that there are some things your manager may not be permitted to include in the letter for liability reasons. For example, don’t ask them to state that you were the best employee ever or that your salary should be doubled. Keep your request reasonable and professional.

Request from A Prospective Employer or Other Third Party

If you are making a request to verify a person’s employment for credit or other non-employment reasons, keep the request brief and professional. Typically, all that should be requested is a name, title, salary, and dates of employment.

Request from a Prospective New Employer

If you are seeking to verify the employment of someone you are  considering hiring , you may want to go further with your request. Verification of past employment is an essential part of applicant screening, and many prospective employers prefer to  verify employment letter s rather than over the phone. It’s important to ensure that prospective employees have given you accurate information. Human resources professionals will tell you that many people inflate their background and salaries in seeking new employment. 

While there are other sources of employee references, like reference letters they supply or include on their LinkedIn profiles, there are risks to relying on these alone. Reference letters can be faked, and recently there have been situations of applicants falsifying LinkedIn references by having friends create them or even making up fake profiles to create them themselves. 

More concerning, online businesses have cropped up where you can actually buy fake LinkedIn references to have posted to your profile. This has become enough of a problem that recruiters have developed strategies for  how to detect a fake LinkedIn recommendation .

There is nothing wrong with verifying that the information an applicant has provided you is truthful, and so, it is acceptable to ask about performance, reasons for leaving, normal working hours, skills you are concerned the prospective employee may have exaggerated, etc., to see if anything was misrepresented. 

Not all former employers will answer all the questions on your form, but it cannot hurt to have them there. However, be careful not to stray into impermissible inquiries like questions about the employee’s health status. It’s a good idea to prepare a standard form you will use for all employment verification requests and then have a lawyer review it to make sure there are no red flags.

Be sure to include dates of employment in your verification request. False dates of employment are a red flag that may point to an issue your applicant is trying to hide. Request the specific hire and departure dates from former employers and compare them carefully to the applicant’s submission.

Providing an Employment Verification Letter

Employment verification letters should be written professionally and with care, like any other formal business correspondence.

Manager Writing the Letter

If you are asked for a verification letter from a current employee, remember that there may be important issues on the line for them, such as a mortgage, a loan for a child’s college, a new apartment, and so on. This may be a chore for you, but it is important and probably stressful for the employee and needs to be taken seriously.

If you are writing a verification letter for a departing or former employee, the issues are equally serious as you do not want to include anything in the letter that could become evidence in a court case—whether from the employee for wrongful dismissal or damaging their future employment prospects or from a new employer who claims you “oversold” the applicant.

If your company has an HR department, check with them on the process for verification letters. They may want to prepare the letter out of the HR department or may have a form they want you to use, or may want to review your final letter before it is provided to whoever made the request.

Tips for Managers Writing the Employment Verification Letter

If you write the verification letter yourself, make sure it is as professional as any other piece of business correspondence you might issue. This may be the first time you are being asked for this type of letter, and you may wonder, what is a letter of employment in terms of what to include? Here are some basic tips:

• If the request relates to a current employee and they have not mentioned it to you, check with them first to ensure they authorize the disclosure
• If the request relates to a former employee, check with HR or your exit file to ensure that there is a release of information on file. If not, check with HR or your attorney about how much information, if any, you should release. If the request includes the employee’s signature, check it against their signature in your files.
• Use official letterhead or business letter format
• Type the letter, do not supply a handwritten note
• Include your contact information
• Include the recipient’s contact information if you have it
• Include a formal business salutation
• Keep the letter brief
• Do not include information over and above what the request asked for
• Include a final sentence indicating that you are available if the recipient has any further questions
• Review the letter for errors or typos before signing
• Include a handwritten signature

Check out, also, our guide on how to write a   layoff letter .

Employee Writing the Letter

If you are writing an employment verification letter to be signed by your manager or HR department, follow these guidelines.

Tips for Employees Writing the Employment Verification Letter

• Check first to be sure they are OK with you writing the letter. If they prefer that HR or the manager draft the letter, don’t insist on writing it yourself. Many companies have policies on this issue
• Use company letterhead if you are a current employee of the company verifying employment
• Include full contact information for the manager who will sign the letter
• Write in the first person as though you were the person signing the letter
• Keep the tone professional
• Don’t exaggerate your income or duties

If you are a former employee seeking a verification letter, chances are the former employer will want to prepare the letter rather than having you write it. If you are asked to draft a letter on behalf of a former employer, follow the guidelines above but provide your draft to the former employer on plain white paper and ask them to transfer it to company letterhead and include appropriate contact information.

Check out our guide on when and  how to use a verbal contract .

Employment Verification Letter Template

Employment verification letter.

To Whom it May Concern:

This letter is to verify that __________ has worked for our company since __________.

They are presently a __________ in our __________ department. Their current salary is __________ a year with generous __________ benefits.

If you have any questions regarding their employment situation, please feel free to contact us at the number listed below.

(Employer Name)

(Phone Number)

(Email Address)

State of __________

Country of __________

Subscribed and sworn to before me on this __________ day of __________ in the year 2__________ by __________.

(Name of document signer)

____________________

Notary Public

Type or Printed Name ____________________

My Commission Expires ____________________

Things That Should Never Be Included in the Verification Letter or Request

Now that you know the answer to the question ‘What is an employment letter?’, you will need to know what shouldn’t be included in one. There are a number of impermissible disclosures that should not be included in any verification letter. 

In order to avoid any potential issues with  state or federal fair employment and privacy laws , steer clear of ever mentioning race, religion, ethnicity, sexual orientation, disability, or health status in a verification letter. Gender usually will come up in the letter through the use of the proper name of the person the letter is about, as well as pronouns, but beyond that should not be commented on.

Avoid over-disclosing information you may have about the employee’s personal life, for example, any future plans to have a family or obligations they have related to their kids. In general, stick to the facts and to what was specifically requested, and have HR or a lawyer review any disclosures you feel uncomfortable about before you make them.

If you need help with a   verification letter , use our   template or  post your legal needs on UpCounsel’s marketplace. UpCounsel accepts only the top 5 percent of lawyers on its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.

If you are in need of an employment verification letter for any reason, our free template will help make the process quick and easy. All you have to do is fill in the relevant information and send it off to the designated party. While we always recommend speaking with an attorney if you have any questions about the verification letter process or what is included in the letter, our template should provide a good starting point.

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Employment Verification Letter Samples and Templates

What is an Employment Verification Letter?

How to request an employment verification letter.

• What Is Included in the Letter

How to Use Letter Examples

Employment verification template.

• Verification for Current Employee
• Verification for Past Employee

Colleen Tighe / The Balance

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 easy to write or obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.

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

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

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 (HR) 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.

Be sure to provide them with all the information they need to write the letter, including who 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 that 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.

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).

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

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).

(Handwritten Signature)

Employment Verification for Current Employee

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

April 18, 2022

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

Dear Mr. Dolan,

This letter is to verify that Seneca Williams has been employed at GMC Associates for the past three 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

April 20, 2022

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, 2021.

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

Janice Montgomery

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.

SHRM. " When Must an Employer Respond To a Verification Of Employment Request, and What Information Must or Can Be Given ?"

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Legal Templates

Home Business Employment Verification Letter

Employment (Income) Verification Letter

Use our employment verification letter to prove an individual’s salary and employment status.

Updated March 8, 2024 Written by Sara Hostelley | Reviewed by Susan Chai, Esq.

An employment verification letter confirms an individual’s current or past employment status and details. It validates income or employment history for loan applications, lease agreements, and other use cases.

What Can This Letter Verify?

This letter verifies an individual’s:

• Job position/title.
• Duration of employment.
• Salary or compensation details.
• Job performance or standing within the company (occasionally).

What Is an Employment Verification Letter?

Who needs an employment verification letter, how to verify employment, how to request an employment verification letter, how to write an employment verification letter, employment verification letter sample, frequently asked questions.

An employment verification letter (or proof of income letter) verifies a previous or current employee’s salary, employment history, and job responsibilities.

A verification letter is also a common third-party prerequisite to confirm that an individual has the income to make monthly payments for a significant expenditure — whether for a lease, mortgage, or loan.

Verifying parties typically submit this document in business letter format with their name, job title and contact information, current date, and the employee’s income or job status.

Supplemental Forms

A landlord can further support their rental goals by asking a potential tenant to submit a landlord reference letter and creating a lease agreement specific to their situation.

What Are the Different Types of Acceptable Proof of Income?

Explore the different types of acceptable proof of income depending on the individual’s employment type:

• Pay Stubs: Pay stubs show an employee’s gross and net income and specify the current pay period. They also show an individual’s year-to-date earnings.
• Employment Letter: This letter confirms an employee’s work status, salary, and employment terms (such as the number of hours they work).
• W-2 Form: A W-2 form provides a comprehensive overview of an individual’s income from a particular employer over the year.
• Form 1040: Form 1040 is a tax return that reports a self-employed individual’s income, the taxes they owe the government, and any refunds the federal government owes them. It encompasses various income types, credits, and deductions applicable to the individual.
• Profit and Loss Statements: Self-employed individuals usually prepare this document themselves to document the revenue, costs, and expenses of their work over a specific period. It highlights their performance and can show income trends.
• Bank Statements: Bank statements can show consistent income deposits into a bank account. Self-employed individuals can use these documents alongside others to show income flow.

The following people, businesses, and organizations may ask for an employment verification letter to learn more about an individual’s work experience, salary details, and employment salary:

• Landlords: While trying to find the right tenant, a landlord may ask for this letter to confirm an individual will be responsible and make timely rent payments.
• Mortgage lenders: Mortgage lenders often want to assess applicants’ income stability and ability to repay the loan when they apply for loans, mortgages, or other financial products.
• Prospective employers: During the hiring process, a prospective employer may request a letter from a candidate’s previous employer to confirm the employment details the candidate provides.
• State and federal government agencies: State and federal government agencies must often verify workers’ income and employment status to determine their eligibility when they apply for specific positions.

An employment letter may also be necessary for immigration, work permits, or visa processes to assess an individual’s employment status and income.

Step 1 – Receive the Individual’s Employment Verification Letter

If you haven’t yet received an individual’s income verification letter, you can request that they send it to you. Review the document for red flags, like inconsistency with basic information or if the information the individual provided otherwise doesn’t match their details.

Step 2 – Look Up the Organization

Look up the organization to confirm it’s real. Use your state’s Secretary of State lookup tool to conduct your research. Ensure the author of the individual’s letter matches the information on the Secretary of State’s website.

Step 3 – Contact the Employer

Contact the employer via email or phone to confirm they composed and signed the letter. If you’re contacting them by phone, do so during traditional business hours for the best chance of a response. If the person you want to speak with isn’t available, ask their secretary or assistant to set up a virtual meeting time.

Step 4 – Request Pay Stubs

Ask the individual for two of their most recent pay stubs. If they can’t provide this information, you may instead ask for proof of income like:

• Bank statements
• Tax returns (1040)
• Wage and tax statements (W-2)
• Social Security proof of income/benefits verification
• Proof of workers’ compensation

Step 5 – Run a Credit Report

Fill out a background check authorization form to get an individual’s permission to conduct a background check. Then, run a credit report through one of the three major credit reporting agencies: Transunion, Experian, and Equifax.

Here’s how to ask for an employment verification letter depending on whether you’re the employee or an external party:

If You’re the Employee

• Contact the human resources department. This department most commonly handles the creation of employment verification letters.
• Complete a request form. Fill out the request form your HR department provides you. Supply the information you’d like them to include in the letter, such as your employment dates and status (full-time versus part-time).
• Note the recipient. Indicate if you want them to send the letter to the requesting party or give it to you so you can supply it to the appropriate party.
• Follow up. Check on the status of your letter if you haven’t received word that they’ve written and delivered it within a reasonable timeframe.

If You’re an External Party

• Seek authorization from the individual. Acquire explicit permission from the employee before you pursue the process of getting an income verification letter.
• Contact the employer. Find the designated contact for employment verifications at the individual’s company and inform them of your request.
• Specify the information you want. Request the information you want, such as their income and employment length.
• Indicate the delivery method. Clarify how you’d like to receive the letter, whether via certified mail, fax, or in person.

Step 1 – Provide the Employer’s Details

Step 2 – Enter the Requesting Party’s Details

Provide the name and address of the party requesting the employment verification, such as a bank or a landlord. If the requester is unknown, leave this blank.

Step 3 – Fill in Verification Details

Enter the name of the person the employer is verifying employment for. Also, provide their employment details, like their employer’s name, job title, employment start date, and company’s address.

Include supporting documents within this letter to verify the employee’s salary and bonus, if any. Remember that there are state and local laws regarding salary disclosure, and some require employee authorization.

Step 4 – Provide the Employer’s Contact Information

Write the employer’s contact details, including their phone number and email address.

Step 5 – Get Notary Acknowledgement

While this letter doesn’t require notarization, it can add to its legitimacy. Have a notary witness the employer’s signature for authenticity if you’d like.

Download an employment verification letter template in PDF or Word format below:

How Much Proof of Income Do I Need to Provide?

It depends. Some landlords may want to see you earn a specific amount, such as three times the rent, to ensure you meet your monthly payments. They may also want to see income verification for a specific period, such as the last two months.

Can I Use a Bank Statement Alone as Proof of Income?

You can use bank statements as supplementary documents, but landlords and lending financial institutions may often request pay stubs as primary proof of income.

What If I Don’t Have Any Traditional Proof of Income?

If you’re applying for a loan, you can have a cosigner sign for you. This person pledges to pay back the loan if you default, so you won’t necessarily need to provide proof of income.

Suppose you’re applying to rent an apartment or home. In this case, you may need to present nontraditional proof of income, such as bank statements, a letter from your current employer, an invoice/contract of the work you’ve completed recently, or a profit/loss statement.

How Long Should I Keep Copies of My Proof of Income Documents?

It depends on the exact document. The IRS states you should keep tax returns and related documents for two years from when you paid your obligations or three years from when you filed the original return (whichever is later).

Retain your paystubs until you receive your W-2 for that year. Retain bank statements for at least one year unless you need them for important matters (like home purchases or taxes). In this case, keep them for at least three years.

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How to request an employment verification letter

Requesting an employment verification letter may be stressful: You may not be sure who is the relevant point of contact internally, and you may worry about an employer thinking that you’re preparing to leave the organization for a new role. Companies frequently receive employment verification requests, however, so you shouldn’t fret as long as you’re taking steps to follow company policy and communicate the reason for the request.

If you're an employee on Gusto Payroll

Head over to our dedicated page to self-serve letters of employment and income today.

Inform the company of your need for an employment verification letter

Depending on the size of your company, there may be specific steps in place to secure an employment verification letter. Unless you’re told otherwise, the HR department should be your first point of contact. Ask them how to request an employment verification letter, and be sure to do it in writing. They may refer you to your manager, but it’s best practice to inform HR of your need for the request in case there’s another designated point of contact in place to handle employment verification.

Put it in writing

Sending a formal letter to HR or another designated point of contact helps add urgency to your request and gives the company context for why verification is needed.

Explain the reason for the request

Employment verification letters are used in a variety of contexts, so let your employer know why you’re requesting one in order to help them understand the importance of completing the letter. Possible reasons for requesting employment verification include the following:

• *Lenders verifying income information: *Loan origination or credit line approval usually hinges upon successful verification of your salary and earnings.
• *New employers verifying past employment: *During the hiring process, a potential new employer will likely want to verify your past employment to ensure that your resume is thorough and correct.
• *Visa offices confirming work history: *Work visas typically require an applicant to verify their ongoing employment to confirm eligibility to remain in a given country.

Want to help get the ball rolling? Give your former or current employer a head start.

Draft a sample letter to aid your company’s timely response

The majority of employment verification letters contain your job title, dates of employment, and occasionally, salary and job responsibilities.

Salary information is usually only relevant for financially centered requests, such as loan origination or confirming your employment and earnings when negotiating a new property lease. If an employer notifies you of a request for your earnings information that you weren't expecting, inform your company that they're not obligated to respond to such requests.

If your employer hasn’t responded to employment verification requests before, consider supplying them with a template. Even if your company has crafted these letters before, it’s a helpful step that can speed up the process.

Not sure how to write an employment verification letter? We’ve provided a sample letter for you to use as a template:

[Employer name] [Employer address]

[Date of submission]

RE: Employment verification for [Employee name]

Dear [Recipient name],

This letter is to verify the employment of [Employee name] as [Job Title/Role] within our organization. He/she started work on [Employee start date] and is [current state of employment].

*[If an employee still works at a company:] *

[Employee’s name] current title is [Job title]. His/her responsibilities include [List tasks and responsibilities for the role in question]. (Where applicable,) his/her current salary (or rate of pay) is $[Employee salary] per [work period].

[If an employee is no longer part of the organization:]

[Employee’s name] worked at [Company Name] from [Employee Start Date] to [Employee Date of Resignation or Termination]. His/her title was [Job Title], and his/her primary responsibilities were [List tasks and responsibilities for the role in question], and his/her rate of pay was $[Employee salary] per [work period].

If you have any questions or require more details on [Employee’s name]‘s employment details, please feel free to contact me at [Employer phone number] or at [Employer email address].

[Employer signature] [Employer contact name (in print)]

Ensure a timely, thorough response

Depending on the reason for your need for an employment verification letter, your request may be time-sensitive. A lease negotiation for a new property or a credit line approval is particularly urgent, so be sure to give your employer ample time to complete the letter.

Employers may have a backlog of employment verification requests, so verify your employer’s estimated date of submission in order to keep verifiers abreast of when they'll receive your proof of employment.

Learn more about Truework

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How to request employment letter from hr by email.

• March 22, 2023
• , Success Stories

The Importance of an Employment Verification Letter

How to Request Employment Letter from HR by Email – Need an employment letter from your HR department but don’t know how to ask? In this article, we provide tips and examples on how to request an employment verification letter from HR by email.

Are you beginning a new job? Or maybe you’ve been working for a while and want evidence of employment? Have a look at the job verification letter ! Although some individuals collect Coca-Cola bottles, stamps, or corporate stuff, an employment verification letter is an important thing that you may have neglected.

A corporation issues this formal paperwork to an employee to establish their current employment status. It is a vital document that may be utilized for a number of reasons, including background checks, financial assistance applications, and custody-related processes.

What is a Letter of Employment Verification?

So, what precisely is a letter of employment verification? This letter serves as evidence of your job and earnings history. It may be given to an employee on their first day of work or when their probationary term is through.

It is critical to understand how to get an employment verification letter if you need one. Here’s how to obtain an employment verification letter, step by step:

• Contact your company’s human resources department either via email or in person.
• Request the job verification letter and include any pertinent information, such as the letter’s purpose and the recipient’s name and contact information.
• Provide enough time for the HR department to complete the request.
• After the letter is complete, the HR department will email or mail it to you or straight to the addressee.

Finally, a job verification letter is an important document that may be used to prove your work and income history. If you need one, please contact your company’s human resources department.

Obtaining a Job Offer Letter

If you are a worker in need of a job offer letter, the best and most professional approach to obtain one is by email. Although some businesses may employ online chat platforms, email conveys professionalism and gives a clear record of communication.

Simplifying the Process of Requesting an Employment Verification Letter

Here’s an email template you may use in the future to make things simpler for you:

Subject Line: Letter of Employment Verification Request

Hi [HR representative or employee’s management],

I hope this email finds you in good health. My name is [Employee’s name], and I’m writing to get a letter of employment verification to certify my present job with [Business name]. This request is being made because I [say the reason for why you want the letter] and they have requested me to give proof of my [details of job]. Please submit the letter to the following address: [Bank/Embassy/Address of Said Company]

If you need any further information from me, please do not hesitate to contact me. Thank you for your time and help.

Best wishes, [Name and contact details of employee]

On the other side, if the organization does not have an employment verification letter, HR may require some time to establish an appropriate form for future requests. Here are two potential responses for employers, depending on the situation:

Scenario 1 (Letter is not yet ready):

Dear [Name of Employee],

Thank you so much for your email. We got your inquiry and will get back to you as soon as possible. Please give us [x working days] to complete your request. We will notify you once the letter is completed. Thank you for your understanding and patience.

Best wishes, [HR staff or the employee’s management]

Scenario 2 (Letter is complete):

Thank you so much for your email. We have created and sent your employment verification letter to the address you supplied. Please let us know if you need any other support.

When it comes to obtaining an employment verification letter, businesses should respond quickly and professionally.

Components of an Employment Verification Letter

After the letter is complete, below is an example of an email response for employers:

Thank you so much for your email. I’m delighted to notify you that your employment verification letter has been completed. Please see the accompanying letter for all of the information you requested. The company’s official stamp and my signature at the bottom of the final page serve to validate the letter as an official document. Please do not hesitate to contact me if you have any more inquiries.

Best wishes, [Name and contact information for HR]

There are a few crucial components to consider when drafting an employment verification letter:

• Contact Information: On the front page, include the company’s official letterhead and logo, as well as the postal address, email address, and phone number.
• Employee Information: The letter should include the employee’s complete name, identity details, and the date they began working for the firm. If they’ve already gone, give their final date of employment.
• Employment Details: This section should include the employee’s job title at the time of employment, the department they worked in, their duties, and any awards or accolades gained while working (full-time, part-time, freelance, consultant). Salary, bonuses, and allowances should all be mentioned in the compensation information.
• Personnel Signature and Official Corporate Stamp: The letter should be signed as an official document at the bottom of the final page, with the company’s official stamp and an HR or CEO signature.

By covering these elements, you will be able to produce a thorough and dependable job verification letter that can be utilized for a variety of reasons. Having an employment verification letter on hand might come in handy in a number of situations.

Examples of When You May Need an Employment Verification Letter

The following is a letter template:

[Date the letter was sent] [Name of Employee] [Position] [Company] [Business address]

Regarding [Name of Employee] Employment Validation

Whom it may affect,

This letter is to certify that [Employee’s name] is presently working as a [Position] at [Company]. The individual was employed on [Initial day of employment] and presently receives [monthly/annual wage]. If you have any more queries, please contact our Human Resources department at [phone number].

Sincerely, [Name and signature of HR manager] [Business logo]

Wondering when you might need to use your employment verification letter? These are some examples of such scenarios:

• Obtaining a Mortgage: Whenever you apply for a home loan, the bank or financial institution may want an employment verification letter to establish that you have a steady source of income and can afford monthly payments.
• Obtaining a Credit Card: Credit card firms, like mortgage lenders, may want an employment verification letter to demonstrate that you have a consistent income and can make your monthly payments.
• Renting a Residence: Landlords may request an employment verification letter as part of the application process while searching for a rental property. This assists them in ensuring that you have a consistent source of income to meet your monthly rent.

You’ll be prepared for any occasion requiring evidence of work if you maintain a copy of your job verification letter on hand. Job verification letters are more vital than many people believe. Here are a few more instances when a verification letter may be required:

• How to Apply for a Work or Tourist Visa: You may be required to provide a letter authenticating your job, depending on the nation and its laws. For visitors, the letter confirms that they will return home after their vacation rather than overstaying and becoming illegal workers. If you want to visit the Schengen Area in Europe, an employment verification letter is required for your visa application.

The Importance of Employment Verification Letters

Searching for a New Job:

It is quite simple for someone to make fraudulent statements on their resume, CV, or recommendations if thorough background checks are not performed. LinkedIn milestones may also be forged. This is why an employment verification letter is required to verify a person’s employment status. It verifies that the person is a legitimate employee, giving it valuable information for future employers.

An employment verification letter not only assists with background checks and visa applications, but it also allows companies to validate their workers’ job statuses. Many individuals consider their work to be an important part of their identity, and having a verification letter may assist to cement that link. Moreover, landlords may utilize work verification letters to assess if a possible tenant has a consistent source of income, which makes them more likely to pay rent on time and accept responsibility for their living circumstances.

Overall, an employment verification letter is an important document that may be utilized in a number of circumstances. You’ll be prepared for everything that comes your way if you have one on hand. Employment verification letters are vital not only for workers, but also for companies. Employers demonstrate that they care about their workers and are eager to assist them in any way they can by issuing an employment verification letter.

An employment verification letter may be a valuable document for workers, whether they are relocating to a new house or going to a distant nation. It offers the requisite evidence of work and income in numerous instances, such as when applying for a mortgage, credit card, or visa.

But, delivering an employment verification letter is more than simply a necessity; it also demonstrates that businesses care about their workers’ well-being. It is a little but significant gesture of thanks and support for the hard work that workers put in. Additionally, submitting an employment verification letter might be advantageous to companies.

Q: What exactly is an employment verification letter, and why do you need one?

A: An employment verification letter is a formal document sent by a corporation to an employee to certify their current employment status. It may be utilized for a number of reasons, including background checks.

Q: Who can provide an employment verification letter?

A: An employment verification letter can be provided by an individual’s supervisor or by the Human Resources (HR) or Payroll department of their company.

Q: What are the crucial components of an employment verification letter?

A: The crucial components of an employment verification letter include contact information, employee information, employment details, personnel signature, and an official corporate stamp.

Q: When might someone need an employment verification letter?

A: Someone might need an employment verification letter when applying for a mortgage or credit card, renting a residence, or applying for a work or tourist visa.

Q: How can an employment verification letter be beneficial for both employees and employers?

A: An employment verification letter can help employees in a variety of ways, such as providing evidence of work and income. For employers, issuing an employment verification letter demonstrates care and support for their employees.

Q: Why is an employment verification letter important?

A: An employment verification letter is important as it verifies an individual’s employment status, provides evidence of income, and can be utilized for various purposes such as visa applications and background checks.

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Letter Templates & Example

How to Write an Effective Employment Letter Request Sample

Are you in need of an employment letter but don’t know where to start? Look no further! We’ve got you covered with some handy employment letter request samples that you can use as a template and edit to fit your needs. Whether you’re looking to verify your employment status, request a reference, or simply need proof of income, having a well-crafted employment letter can be the key to unlocking new opportunities. With our helpful examples, you can save time and energy by using tried-and-true language that’s already been proven effective. So why not take advantage of our employment letter request samples today and take the first step towards securing your professional future?

Best Structure for an Employment Letter Request

If you’re looking for a new job, you may need to request an employment letter from either your previous employer or your potential employer. The employment letter request is a formal letter that should be carefully crafted. But what should the structure of the letter look like? Let’s take a closer look at the best structure for an employment letter request.

Introduction

Like any formal letter, the employment letter request should begin with an introduction. Start the letter by introducing yourself and the purpose of the letter. State why you are writing and what you hope to achieve.

For instance, if you’re requesting an employment letter from a previous employer, you could start the letter with a line like “Dear Mr./Ms. [Employer’s Name], I’m writing to request an employment letter to include in my job applications. As you are aware, a well-written employment letter can go a long way in securing future job opportunities and I’m hoping that you can help me out.”

Body Paragraphs

After your introduction, you may have one or two paragraphs elaborating on your request. Explain why you need an employment letter and what it should contain. For instance, if you’re requesting an employment letter from a previous employer, you could mention the details you want to be included such as your job title, duties, length of service, and the reason for leaving the job. If you’re requesting an employment letter from your potential employer, you could ask for a letter confirming your job offer, salary, and job responsibilities.

It’s important to make sure that the letter contains all the relevant information that you might need for future job applications.

In the closing paragraph, thank your employer or potential employer for their time and consideration. Also, indicate your availability for any queries that the recipient may have.

Depending on the situation, you can end the letter with closing remarks and your signature.

To recap, the best structure for an employment letter request includes:

1. An introduction explaining the purpose of the letter. 2. Body paragraphs elaborating on the request and what you want the letter to contain. 3. A closing paragraph thanking the recipient and indicating availability for queries. 4. Depending on the situation, you may end the letter with closing remarks and your signature.

Always keep the letter polite and professional, and make sure that you check for any grammatical errors or typos before sending it off.

By following the above structure, you’ll be well on your way to crafting an effective employment letter request.

Employment Letter Request Samples

Request for employment letter – academic recommendation.

Dear [Name of Referee],

I hope this letter finds you well. I am writing to request your help in providing an academic employment letter that I need for my graduate school application. As you know, I had the privilege of being taught by you in [Course Name] and you were also my academic advisor during my undergraduate program at [Institution Name].

It would be an honor if you could provide a letter that highlights my academic achievements, work ethic, and how I stand out from other students in the classroom. Specifically, I am hoping that you could speak to my research skills and how I delve deeply into challenging topics. Likewise, if possible, it would be great if you could reflect on how I served the community or went above and beyond academic requirements.

Thank you in advance for your time and consideration. Please let me know if you need any additional materials, such as my resume and transcript or if you have any specific guidelines for the letter. Your support and guidance have been invaluable throughout my academic journey, and your letter will help me immensely in achieving my future goals.

[Your Name]

Request for Employment Letter – Professional Recommendation

I hope this letter finds you doing well. I am reaching out to request your assistance in providing a professional employment letter for a job application I am submitting. As you know, I worked under your supervision at [Company Name] in the position of [Job Title] from [Start Date] to [End Date].

It would be greatly appreciated if you could highlight my strengths and skills that make me an effective employee in this letter. Specifically, if you could detail my abilities in problem-solving, time management, and communication skills, that would be beneficial to the employer. Additionally, if you could provide any positive feedback from colleagues during my time with the company, it would further enhance my application.

Thank you for taking the time to consider my request. Please let me know if you need any additional materials or information from me. I truly appreciate all that I learned under your guidance while at [Company Name], and your letter will significantly contribute to my career advancement.

Request for Employment Letter – Internship Reference

I hope this letter finds you in good health. I am writing to ask for your help in providing a letter of reference to support my application for an internship position. As you may recall, I completed a summer internship program under your supervision at [Company Name] in [Year].

If it is convenient, it would be helpful if you could describe the specific skills and qualifications that I demonstrated during the internship program. Specifically, can you share how my work ethic stood out in the workplace? Also, I would appreciate it if you could highlight my teamwork skills, to detail how I fostered a collaborative work environment while working with colleagues.

Your endorsement would help me significantly in the application process. Please let me know what information you would like me to provide and any specific guidelines for the reference letter if applicable.

I am grateful for the opportunity to have interned under your guidance, and I will always remember the insights and knowledge you shared with me. Thanks in advance for your help.

Best regards,

Request for Employment Letter – Study Abroad program

I hope this letter finds you well. I am reaching out to request your help in providing an employment letter that I need to apply for a study abroad program. As you remember, I studied abroad in [Country Name], and you were my instructor for the [Course Name] that I completed there.

If it is feasible, it would be appreciated if you could provide a letter that highlights my academic performance and how I engaged with others in the international academic setting. I enjoyed your lessons and learned a lot about the culture, and I think that a recommendation letter from you will support my application.

Please let me know if you require additional materials, such as a resume or transcript, to write the letter. Your help is invaluable in shaping my academic and personal goals, and I am sure that your letter will help me achieve them. Thank you for taking the time to consider my request.

Request for Employment Letter – Volunteer Recommendation

I hope this letter finds you in good spirits. I am writing this letter to request a volunteer employment letter for an organization where I intend to volunteer. As you know, I volunteered for [Organization Name] and worked alongside you for [Number of Months/Years] in project management and fundraising.

If possible, it would be helpful if you could highlight my contribution to the organization’s goals. Specifically, describe how my volunteer work helped the organization with fundraising, growing awareness, or meeting community needs. You can also mention how my leadership skills were demonstrated while working with other volunteers.

Your letter would mean a lot to me, and I appreciate your willingness to help. I will send you a copy of my resume and any other necessary information for your reference. Thank you for taking the time to consider my request.

Request for Employment Letter – Scholarship Recommendation

I hope this letter finds you well. I am writing to ask if you could provide me with a letter of recommendation for a scholarship that I am applying for. As you may recall, I was under your mentorship during [A List of achievements – For example, courses I had taken with you, extracurricular activities we worked together, or volunteer work that reflects our relationship].

If possible, and only if it is appropriate, could you share any specific accomplishments or characteristics that distinguish me from other students regarding academic excellence, leadership, or community work? I would appreciate your help in creating a letter that will highlight these specific strengths while recognizing my academic merit.

Thank you for your time and consideration as I apply for this scholarship. Please let me know if you have any specific guidelines for the recommendation letter or if you need any additional information from me. I am grateful for your mentoring and guidance and value your insights, now and in the future.

Request for Employment Letter – Reference for Rental Application

I hope this letter finds you well. I am writing to ask if I could use you as a reference for my rental application at [Rental Property Name/Address]. I worked with you at [Company Name] as [Job Title], and you know me quite well regarding my work ethics and personal character.

If possible, it would be helpful if you could vouch for my personal character and speak to my reliability, responsibility, and trustworthiness. Specifically, do you see me as a tenant who pays rent on time, and if I follow property rules and regulations, etc.? It would be great if you could provide a brief account of how I exhibit these qualities as feedback to the potential landlord.

Please let me know if it’s okay to put your name and contact information as one of my references in my rental application. Thank you for your time and consideration in advance.

Kind regards,

Tips for Requesting an Employment Letter Sample

When requesting an employment letter sample, there are several tips that can make your request more effective.

The first step in requesting an employment letter is to identify the purpose of the letter and what information needs to be included. This will help ensure that the letter accurately reflects the purpose for which it is intended.

It is important to provide clear and concise instructions to the person who will be writing the letter. This may include providing them with specific information about your role and responsibilities, as well as the timeframe and format in which the letter should be written.

It is also important to provide the person writing the letter with any relevant background information on your career and accomplishments. This will help them write a more compelling letter that accurately reflects your skills and experience.

Ultimately, the key to requesting an effective employment letter sample is to be clear about your goals and to provide as much relevant information as possible. By doing so, you can increase the likelihood that the person writing the letter will produce a high-quality document that reflects positively on your career aspirations.

FAQs on Employment Letter Request Sample What is an employment letter?

An employment letter is a formal document issued by an employer to an employee that confirms the employee’s job status, position, salary, and other details related to their employment.

Why do I need an employment letter?

You may need an employment letter for various purposes, such as proof of employment, visa application, bank loan, or rental application. An employment letter can provide official verification of your job status and income to third parties.

How do I request an employment letter from my employer?

You can request an employment letter from your employer by writing a formal letter or email that outlines the details you want to be included in the letter and the purpose of the request. You should also specify the timeline for when you need the letter.

What should be included in an employment letter request sample?

An employment letter request sample should include your personal and employer’s details, the purpose of the request, the specific details you want to be included in the letter, and the deadline for the letter to be issued.

How long does it take for an employer to issue an employment letter?

The timeline for issuing an employment letter can vary depending on the employer’s policy and workload. It’s best to specify the deadline for the letter in your request to ensure timely delivery.

Can I request changes to the employment letter after it is issued?

You can request changes to the employment letter if there are errors or inaccuracies in the information provided. However, substantial changes to the content may require a new letter to be issued.

What should I do if my employer refuses to issue an employment letter?

If your employer refuses to issue an employment letter, you may need to seek legal advice or dispute resolution options. However, it’s best to try to resolve the issue amicably with your employer first and understand their reasons for refusal.

Thanks for Checking Out Our Employment Letter Request Sample!

We hope you found our sample letter helpful in requesting an employment letter from your employer. It’s always a good idea to have evidence of your employment history, especially if you’re applying for a new job or an immigration visa. We’re here to help you with any questions or concerns you may have, so feel free to visit our website again soon! Thanks for reading and have a great day!

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Verification of Employment Letter

When applying for a job at a new firm, a hiring manager may ask for an employment verification letter to validate your claims.

• Application Letter Examples & Samples
• Employee Reference Letter Examples & Samples in PDF

As a manager or member of the human resources department , it’s common for current or former employees to request for a verification letter for a variety of reasons. This letter is typically kept concise, and contains key information about an individual’s status as an employee. But similar to other business letters , a verification of employment letter must be constructed correctly and accurately through proper guidance.

Basic Employment Verification Letter Example

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New Employment Verification Letter Example

Size: 33 KB

Employee Verification Letter: What is it?

Before you carry on to creating (or perhaps even requesting) an employee verification letter, it’s best to begin by getting a better sense into what it really is.

In certain cases, an employee may ask for a verification letter for different reasons. Banks often request for a certificate of employment or an employee verification letter to confirm the name of your current employer, your job title, and your annual salary as part of their requirements for you to be granted a loan. Oftentimes, financial institutions and some landlords will use this as proof to verify that you are earning enough income to pay for your annual or monthly rent and maintenance.

There are also instances where potential employers may want proof of your previous or current employment. This is done to conduct background checks among job applicants to see whether or not they have been truthful about their employment history, though it may be illegal for the company to ask for your salary history despite the circumstance at hand. Apart from the purpose of future employment, this is also an essential document to confirm your current employment status for mortgage, credit, or rental application .

An employment verification letter may include the following components:

• Employment status
• Date of employment

Occasionally, the request may also ask further information regarding one’s employment history, the address listed in the employee’s file, salary growth, along with an assessment of an individual’s work performance.

However, those responsible for issuing these verification letters must be careful when responding to such requests, as disclosure of classified information poses serious liability risks that may lead to legal issues. If the request asks information from a former employee, see to it that a release of the said information has been agreed upon with the respective individual through a signed document. You may also see email cover letter examples .

Most HRs have this reviewed and cleared with an exiting employee when administering the employment ending process. Keep in mind that this request may be submitted by an employee working for your organization, or by the HR department of a company that a former employee has applied at. You may also like offer letter examples .

Simple Employment Verification Letter Example

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Organization Employment Verification Letter Example

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How to Request for an Employment Verification Letter

Requesting for a verification of employment letter may be done in different ways, depending on the entity responsible for the request, and the specific purpose of the said document.

1. From an Employee

Employees requesting for a verification letter must handle the situation professionally. The request must be directed towards the HR department of the company, or perhaps even the employee’s manager or boss (only if such department does not exist in the organization). You may also see formal letter writing examples .

The HR department may guide you through this procedure, or process the letter immediately after it has been requested. There also situations where the HR would provide with a form for your direct manager to use. You may also prepare your own template or form for the manager to use as basis — but don’t expect them to comply to all your requests, as there are some things that they may not be permitted to disclose in the verification letter. You may also like business proposal letter examples .

Be mindful about what you include in the request, and be sure to keep it as reasonable and as professional as possible.

2. From a Prospective Employer (or Other Third Party)

Whether you’re requesting to verify the status of an employee for credit reasons or looking to prove one’s employment status for a proposed deal, loan agreement, or other non-employment reasons, make sure the request is kept brief and formal. One’s basic employment is typically asked in this type of letter, specifically an individual’s name, job title, salary, and date of employment. You may also check out how to write an official letter .

3. From a Prospective New Employer

Before letting a person become a part of your corporate workforce, it’s important to verify whether the applicant has provided you with accurate information. There have been numerous cases where job applicants have given false information to prospective employers, or have even faked their verification letters to make themselves look good. You might be interested in business reference letter examples .

Because of this, hiring managers are usually required to administer proper background checks of potential employees as part of the organization’s protocol. This acts as an essential part of the screening process, and is often conducted through letter writing than by phone.

HR managers understand the struggle with finding reliable employees these days, so there’s nothing wrong with asking about an individual’s work performance, reasons for leaving the company, abilities and skills possessed — considering how some applicants have the tendency to exaggerate their capabilities in order to impress future employers — and other work-related aspects that may concern you. However, steer clear from impermissible inquiries that may be too classified to disclose, such as a person’s health status. You may also see notice letter examples .

For your own convenience, you can also prepare a letter template to suit this purpose, and then have a lawyer clear it to avoid any red flags.

Employment Verification Letter Example Outline

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Full Time Employment Verification Letter Example

Size: 57 KB

How to Provide an Employment Verification Letter

Like any other business letter, an employment verification letter must be written with care. The entity responsible for constructing the letter must respond to each request professionally through a well-crafted letter.

1. For Managers Writing the Letter

Though writing a verification letter for a current or former employee may seem like an additional task for you, keep in mind that this formal letter may have been requested for a personal or professional reason which plays a significant role in the life of the respective individual. With that in mind, the writing process must be taken seriously.

In most cases, this is coordinated with the HR department of the organization, which may consist of certain steps and processes for you to take before the letter is provided to whoever made the request.

If you are asked to write the letter yourself, you need to make sure that the letter reflects positively on the business it represents. Start by using an official letter or business format to construct the letter. The letter must also include your contact information, the recipient’s contact details, a formal salutation, a handwritten signature, along with what has been asked. Be sure to supply a printed copy of the letter to keep it professional as well.

2. For Employees Writing the Letter

For verification letters that are written by an employee to be signed later on by the manager or HR, ensure that the content of your letter meets company standards.

Most organizations do not permit their own employees to create these types of letters without the permission of the HR department, so you must make sure that they have given the go signal for this to be carried out first. Though you may be responsible for writing the letter, the HR department is the only entity authorized to further verify its content for credibility purposes. You may also see cover letter examples .

Application Employment Verification Letter Example

Size: 94 KB

Guidelines for Writing an Employee Verification Letter

If you’re having trouble writing the verification letter, here are a few guidelines to direct you through this process:

1. Follow a Business Format

Any formal letter  ever written must observe proper formatting. This consists of the recipient’s address and the date of the letter found at the upper left portion of the paper, followed by the salutation, body of the letter, and the closing. Most employment verification letters contain two paragraphs, where the first paragraph is composed of relevant information, and the second paragraph suggests that the recipient reaches out to the person who wrote the letter for any further assistance.

2. Include Your Current Status

As someone responsible for representing your office, you need to inform the recipient of your status in the office and how this may relate to the employee in subject. For instance, if you’re the manager in charge of the department in which the employee is a part of, then this would prove that your input is reliable and permitted to the purpose of the letter. You may also see thank-you letter examples .

3. Verify Employment

Never forget the most important part of the letter: a general statement that verifies an employee’s status in the office, date of employment, and other offices that holds the said employee. The latter pertains to situations where the employee is part of a sub-sector of the company, which may also be under another department of the said organization.

4. Provide What is Requested

Avoid going above or over what has originally been requested by a recipient. You must only include the exact information that has been requested by providing it in a summarized format. If the information demanded cannot be shared due to possible legal issues and corporate policies, then refrain from adding it to your letter. You may also like complaint letter examples .

5. Insert Sensitive Information (if Applicable)

If your state law does permit the disclosure of sensitive information in business correspondence, then you have every right to do so. The employee’s performance and behavior in the workplace may be conveyed in the professional letter , as well as possible charges that have been filed against the employee, such as sexual harassment claims and the like. Before responding to these types of requests, be sure to read through your local employment act to avoid any conflict.

6. Provide Contact Details

Finally, it’s always best to leave your contact details for further inquiries. If the person who has requested for the verification letter has questions that need to be clarified, they could easily reach you to have these addressed immediately.

Campus Employment Verification Letter Example

Size: 97 KB

Wholesale Employment Verification Letter Example

Very Simple Employment Verification Letter Example

A verification of employment letter is a formal document that could help a prospective employer or a non-employment entity finalize a delicate decision. For this reason, the letter must be written seriously and professionally for the benefit of all. When constructed correctly, it is sure to deliver its desired purpose with ease. You may also see job application letter examples .

Verification Letter Maker

Text prompt

• Instructive
• Professional

Write a verification letter for a student's enrollment in a high school

Form a verification letter confirming a teacher's employment at an elementary school.

3 Must-Have Templates for Employment Certificate Requests

Below are three detailed templates for a Request Letter for a Certificate of Employment, each tailored for different circumstances or preferences:

Template 1: Basic Request

Subject: Request for Certificate of Employment

Dear [Employer/HR Manager’s Name],

I hope this letter finds you well. I am writing to formally request a Certificate of Employment. I have been employed as [Your Position] in [Department/Team] from [Start Date] to [End Date, if applicable], and I now find myself in need of this document for [Purpose of the Request – e.g., loan application, visa application].

I kindly request that the certificate includes my employment dates, job title, and a brief description of my duties and responsibilities. If possible, I would appreciate if the document could also mention my performance or any contributions to the team or company.

Please let me know if you require any additional information or documentation from my side to process this request. I am hoping to have the Certificate of Employment by [Desired Date], if feasible.

Thank you very much for your attention to this matter. I look forward to your positive response.

[Your Name] [Your Contact Information] [Your Employee ID, if applicable]

Template 2: Detailed Request Highlighting Specifics

Subject: Request for Comprehensive Certificate of Employment

I am reaching out to request a detailed Certificate of Employment reflecting my tenure at [Company Name]. As [Your Position], serving from [Start Date] to [End Date, if applicable], I have been privileged to contribute to [Brief Mention of Your Contributions or Projects].

This certificate is crucial for my upcoming [Purpose of the Request – e.g., mortgage application, residency application], where proving my employment history and specific roles is essential. I kindly ask for the certificate to detail the following:

• Full employment period, including start and end dates.
• Job title(s) and department(s).
• A summary of job responsibilities.
• Any notable achievements or recognitions received during my tenure.

If the certificate could also reflect my commitment and contributions to the company’s goals, I would be immensely grateful.

I understand that preparing such a document may require time, and I am willing to assist in any way necessary. Please let me know if there are forms to fill or any information I should provide. My aim is to have this certificate by [Desired Date], and I appreciate your support in meeting this timeline.

Thank you for considering my request. I await your affirmative response and am available for any clarifications or further information.

Warm regards,

Template 3: Email Format for Immediate Use

Subject: Certificate of Employment Request – Urgent

I hope you are doing well. I am writing to request an urgent Certificate of Employment. As a former [Your Position] at [Company Name] from [Start Date] to [End Date], I urgently require this document for [Specify Urgency – e.g., a last-minute loan approval process, immediate visa application].

Given the urgency, I would appreciate it if the certificate could at least confirm my employment period, job title, and any significant roles or responsibilities. This document plays a critical role in [Explain Importance – e.g., securing a loan, ensuring my visa application is processed on time].

Please let me know if there are any forms I need to complete or any information you need from me to expedite this request. I am hoping to receive the Certificate of Employment by [Desired Date], and I am available to provide any necessary details or documentation immediately.

Thank you very much for your understanding and prompt attention to this request. Your support in this matter is greatly appreciated.

Best regards,

Each template is designed to be adaptable to various situations, allowing you to personalize your request based on the specifics of your employment and the reason for the request. Adjust the templates as necessary to fit your particular needs and circumstances

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• How to Request an Employment Verification Letter

• LawDistrict ❯

If a financial institution, government office, potential employer , or other organization needs proof of employment, then it may be time to request an employment verification letter. Depending on the request, an employment verification letter (EVL) verifies current employment status, duration with the organization, salary details, and any other information needed . The same applies to a self-employment verification letter for business owners.

Some cases in which you might need an EVL include:

When you apply for a mortgage or auto loan, a lender may ask you to confirm your current employment status and if you earn enough income to cover your mortgage or auto loan payments.

Similarly, a property management company or landlord might ask if you have a reliable income and can afford the monthly rent and deposit, as well as any maintenance expenses.

When you ask the bank to reduce or defer loan payments , they may use this information to determine if they can comply. When conducting a background check for a job application or resume, a company considering hiring you may ask to verify the information you provided.

Visa offices also confirm work history. Work visas require applicants to provide evidence of their ongoing employment as part of the process to verify eligibility to remain in a country.

• What is the Importance of an Employment Verification Letter?

Employment verification letters and self-employment verification letters confirm a person's employment status. Employers, government agencies, or banks, for example, may request employment verification letters from individuals.

Commonly, the request for employment verification seeks the individual's:

• Employment status
• Salary details
• Employment history
• Salary growth
• Job performance assessment in the employment file

As mentioned above, if a bank needs to decide regarding an automobile or house loan, it may request employment verification. Potential employers may request proof of employment dates and salary information. The government may request this information to garnish wages.

When you need your employer to verify your employment, request it as soon as possible. The employer might require some time to prepare and process the documentation. Most employers have established employment verification policies.

Some employers require filling out a request form for employment verification, or they may ask the party requesting this information to complete a form before submitting the letter. If you need employment verification, contact the human resources office first. Your company may have a policy requiring your written consent before sending any information to third-party requesting verification.

An HR representative may write the letter or provide you with a template to use. Before sending it to the other organization, the letter must also be printed and signed by whoever wrote it. Provide your HR representative or supervisor with the address, number, and name of your contact if they will mail or fax the document on your behalf.

Although it is unnecessary to disclose the reason for requesting employment verification, you must inform the author of the organization's information.

What to Include in an Employment Verification Letter?

Unlike other employment-related correspondence such as a resignation letter , an employment verification letter is precise. You should, however, be sure to include all necessary elements when writing the letter. In addition, the type of information ‌in the Employment Verification Letter depends on the requester. Here is what a standard letter content has:

Employer contact details: This section states the employer's information, such as the company's name, address, and phone number. Ensure that all details are accurate and current.

Details about the employee: List the employee 's address, employment details, contact information, and other relevant information. Ensure you state the employee's work position.

Payment details: This section contains payments, whether salary-based, commission-based, or wages. You may list any additional benefits and bonuses where applicable.

Signature: The final step in making the letter official is signing it. Don't forget to include the dates under each signature.

• Samples of Employment Verification Letters

There are several situations where employment verification letters may be necessary, and here are two examples:

Employment Verification Sample for Current Employee

[Current employer’s name]

[Current employer’s address]

[Date of writing]

[Name of the Requester]

[Address of the requester]

Dear Sir/Madam,

I am writing to certify that [Name of employee] has been an employee of [Name of current company] since [Date of employment]. His/her/their current position is [current job role or title].

[Name of employee] earns a salary of [amount of salary], paid annually, and the company pays [Name of employee] approximately [amount of bonuses] as a bonus and allowance.

I have attached recent proof of payments, a W-2 form, and other paystubs. To the best of my knowledge, the information provided above is accurate.

Contact me at [phone number and email] for any more information or verification.

[Name of person verifying employment]

[Title of person verifying employment]

Employment Verification Sample for Past Employee

Final Thoughts

Businesses are not legally required to provide employment verification unless it comes from a government agency. This makes it more difficult, but not impossible, to get the information you need. While it's in everyone's best interest to comply with employment letter verification requests, there may be companies that refuse to provide them.

A potential employer, government agency, or outside entity, such as a lending institution, may need to verify employment to offer a job or fulfill an employment contract obligation. This process ensures that the current or former employee is an employee of your organization.

If the candidate is still under your employment, verify employment history and references with an employee verification form or‌ letter template. When completing a previous employment verification letter, you should only include basic facts.

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Expedite Requests

ALERT:  If you are a healthcare worker or a childcare worker

If you are a healthcare worker or a childcare worker

• Who has a pending Form I-765, Application for Employment Authorization, initial application, which has been pending for over 90 days; OR
• Who has a pending Form I-765, Application for Employment Authorization, renewal  application and whose Employment Authorization Document (EAD) expires within 30 days or less, or has already expired:

Call the USCIS Contact Center at 800-375-5283 (TTY 800-767-1833) to request expedited processing based on your position as a healthcare worker or a childcare worker with an EAD application that meets the above criteria.

To determine whether you are a qualifying healthcare worker, see this  DHS advisory memorandum (“Healthcare/Public Health” section, pages 7-9) (PDF) .

To determine whether you are a qualifying childcare worker, see the  Standard Occupational Classification (SOC)  code 39-9011, which includes workers who “attend to children at schools, businesses, private households, and childcare institutions” and “perform a variety of tasks, such as dressing, feeding, bathing, and overseeing play.” (Note that this definition does not include preschool teachers or teaching assistants.)

Be prepared to provide evidence of your profession or current or immediate prospective employment as a healthcare worker or a childcare worker and current valid immigration status. If the evidence you provide is not sufficient, we may not accommodate your request for expedited processing of your Form I-765.

You may request that USCIS expedite the adjudication of an application, petition, request, appeal, or motion that is under USCIS jurisdiction.

We consider all expedite requests on a case-by-case basis and generally require documentation to support such requests. The decision to expedite is within the sole discretion of USCIS. Expediting your case generally means that we would adjudicate your benefit ahead of others, including those who may have filed earlier, so we carefully weigh the urgency and merit of each expedite request.

Relevant criteria or circumstances that may be considered in determining whether to grant an expedite request include, but are not limited to, the below:

• Severe financial loss to a company or person, provided that the need for urgent action is not the result of the petitioner’s or applicant’s failure to timely file the benefit request or to timely respond to any requests for evidence;
• Emergencies or urgent humanitarian situations;
• Nonprofit organization (as designated by the Internal Revenue Service (IRS)) whose request is in furtherance of the cultural or social interests of the United States;
• Government interests, including cases identified by the government as urgent because they involve the public interest, public safety, national interest, or national security interests; and
• Clear USCIS error.

Not every circumstance that fits under the criteria or examples above will result in expedited processing. See more information below on expedite criteria and circumstances. For USCIS’  expedite policy guidance , see Volume 1 of the USCIS Policy Manual.

Note:   The processes and requirements for requesting expedited adjudication are different for some application types and circumstances. Refer to the chart in the Specific Procedures section of this page for more information about expedite requests related to:

• Appeals or motions
• Refugee status
• Petition for refugee/asylee relative
• Humanitarian parole
• T nonimmigrant status
• U nonimmigrant status
• Other benefit requests pending with offices outside the United States

A company can demonstrate that it would suffer a severe financial loss if it is at risk of failing, losing a critical contract, or required to lay off other employees.

Job loss may be sufficient to establish severe financial loss for a person, depending on the individual circumstances. The need to obtain employment authorization, standing alone, without evidence of other compelling factors, does not warrant expedited treatment.

Examples may include:

• A medical office that may suffer severe financial loss if a gap in a doctor’s employment authorization would require the medical practice to lay off its medical assistants.
• A person who would lose critical public benefits or services.

In the context of an expedite request, an emergency or urgent humanitarian situation is a pressing or critical circumstance related to human welfare. Human welfare means issues related to the well-being of a person or group. Examples include, but are not limited to, illness, disability, death of a family member or close friend, or extreme living conditions, such as those caused by natural catastrophes or armed conflict.

NOTE:  Certain benefit requests, such as asylum applications, refugee applications, and requests for humanitarian parole, by their nature involve urgent humanitarian situations. Therefore, filing a humanitarian-based benefit, standing alone, without evidence of other time-sensitive or compelling factors, generally may not warrant expedited treatment under this criterion.

Examples of emergencies or urgent humanitarian situations may include:

• A vulnerable person whose safety may be otherwise compromised.
• Healthcare workers who are needed during a pandemic.

Travel-Related Requests

USCIS considers expedited processing of an Application for Travel Document ( Form I-131 ) when there is a pressing or critical need for an applicant to travel outside the United States.

Expedited processing of a travel document may be warranted when there is an unexpected need to travel outside the United States for an unplanned event, such as for a funeral. Expedited processing of a travel document may also be warranted when there is a pressing or critical need to travel outside the United States for a planned event, but processing times prevent USCIS from issuing the travel document by the planned date of departure. When there is a request to expedite processing of a travel document for a planned event, we will consider whether the applicant timely filed  Form I-131 or timely responded to a request for evidence.

NOTE:  A benefit requestor’s desire to travel solely for vacation generally does not meet the definition of a pressing or critical need to travel.

We generally require documentation to support an expedite request. Examples of evidence that may support travel-related expedite requests are outlined in the following table.

Examples of a pressing or critical need to travel outside the United States may include:

• A requestor who has a pressing or critical need to travel outside the United States to obtain medical treatment in a limited amount of time.
• A requestor who has a pressing or critical need to travel outside the United States due to the death or grave illness of a family member or close friend.
• A requestor who applied for a travel document 5 months ago when they learned of the event, but their case remains pending, and they must travel for a pressing or critical professional, academic, or personal commitment, which is now in 45 days.

A nonprofit organization seeking to expedite a beneficiary’s benefit request must demonstrate an urgent need to expedite the case based on the beneficiary’s specific role within the nonprofit in furthering cultural or social interests (as opposed to the organization’s role in furthering social or cultural interests).

• A professional who is urgently needed for research related to a specific U.S. social interest.
• A university professor urgently needed to participate in a specific and imminent cultural program.
• A religious organization that urgently needs a beneficiary’s specific services and skill set to continue a vital social outreach program.

This includes cases identified as urgent by a federal, state, tribal, territorial, or local government of the United States because they involve public interest, public safety, national interest, or national security interests. The request must be made by a person who has authority to represent the agency or department, such as an official, manager, supervisor, or tribal leader, on the matter for which expedited treatment is being requested. The request must demonstrate that the interests are pressing and substantive.

Where a federal agency or department is able to state a federal government interest in accordance with these criteria, we generally defer to that federal agency or department’s assessment.

If the request relates to employment authorization, the request must demonstrate that the need for the applicant to be authorized to work is critical to the mission of the requesting agency or department, and goes beyond a general need to retain a particular worker or person.

• A noncitizen victim or witness who is cooperating with a federal, state, or local agency and needs employment authorization because the respective agency is seeking back pay or reinstatement in court proceedings.
• A noncitizen scientist whose contributions are needed by a government lab or grantee.

USCIS may consider an expedite request based on clear USCIS error when a requestor establishes an urgent need to correct the error.

An example may include:

• An applicant who receives an Employment Authorization Document with incorrect information that prevents them from being able to work may request a replacement document on an expedited basis if we caused the error.

You generally may request we expedite your case after you receive a receipt notice. (The process to request an expedite is different in some circumstances. See the Specific Procedures section below.)

Before submitting an expedite request, you should:

• Check current  case processing times to determine whether you need an expedite.
• Check your  case status online . If there is an action on your case pending with you, such as submitting biometrics or evidence, you should complete these actions before submitting an expedite request.
• Check whether  premium processing service is available. We will not consider expedite requests for petitions and applications where premium processing service is available, unless the petitioner is designated as a nonprofit organization by the IRS and filing for a beneficiary whose services are needed to further the cultural or social interests of the United States.

Please make only one expedite request to reduce duplicate efforts and help us use our resources for quicker processing. Multiple requests may delay USCIS’s ability to expedite processing.

Expedite Requests for Travel Documents

If you are requesting expedited processing of a  travel document , you generally need to apply for and obtain the document before you leave the United States. You should make your expedite request on your pending application at least 45 days before you plan to leave the United States. (If you must travel within the next 15 days, see the  Emergency Travel page.)

For most cases, you may request an expedite by contacting the  USCIS Contact Center or by asking Emma.  (You can access Emma by clicking on the Ask Emma icon on the top right of this page). You need to explain why you need expedited processing. You also generally need to provide your receipt number to the USCIS Contact Center so they can send your request to the office that has your application or petition. If you have a USCIS  online account and have access to secure messaging, you may select “expedite” as the reason for your inquiry and submit your request there.

You generally need to justify your expedite request with evidence. When communicating with the Contact Center, you will be asked about supporting documentation. You should be prepared to supply this to the office processing your case.

If you have a USCIS  online account , you should upload evidence through your online account to support your expedite request in addition to calling the USCIS Contact Center. If you send a secure message, we will ask you to confirm that you have uploaded evidence in your account. If we receive an expedite request without evidence to support it, we will send you instructions on how to submit the evidence.

Note: The processes and requirements to request expedited adjudication are different in some circumstances. Refer to the chart under Specific Procedures below for expedite requests related to:

• Appeals/Motions

Some programs and circumstances have their own processes and requirements for requesting expedited adjudication and may have different expedite criteria. You should follow the specific procedures referenced below for requesting an expedite in the following circumstances:

We receive a large number of expedite requests. We generally send a response to expedite requests that are submitted through the Contact Center. However, to increase efficiency in processing expedite requests, we generally do not provide justification for expedite decisions.

A decision on an expedite request is not an approval or a denial of your underlying benefit request. The expedite decision simply determines whether we will take your benefit request out of order and try to issue a decision (approval or denial) faster than the normal processing time. We cannot make a decision on your benefit request until all processing requirements have been completed.

Some circumstances may prolong or inhibit our ability to expedite certain benefit requests. Examples include, but are not limited to, when:

• The benefit requestor must perform a certain action or submit additional documentation or evidence related to their benefit request, such as attend a biometric services appointment, be interviewed, or complete any required   immigration medical examination ;
• There is a required background check that remains pending with a third-party agency;
• An application or petition requires an on-site inspection; or
• An application or petition depends on the adjudication of a principal’s application or petition.

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• March 28, 2024
• 10 min read

Offer Letter Format – 10 Different Free Templates Downloadable in Word File

One might ponder what constitutes as one of the most challenging tasks for HR professionals? The answer lies in a core function ensuring the onboarding of suitable individuals into the organization: Recruitment and Hiring. The recruitment process demands considerable time and effort from HRs, involving meticulous resume review and numerous interview rounds to select the ideal candidate. However, the journey doesn’t stop there. After the arduous task of candidate selection, HR managers must craft a tailored job offer for the chosen individual post-recruitment. Employers often extend a job offer letter, sometimes known as a Letter of Intent, to prospective hires, ensuring the candidate’s formal acknowledgment of a position within the company. This formal offer typically comprises a sample job offer email accompanied by an attachment outlining employment terms and important details of employment.

What is an offer letter?

An offer letter is an official document and a formal invitation that is given to a candidate who has been selected for a job position in an organization at a specific designation. Also known as an employment offer letter, it includes key details about the job such as the job details, salary & other compensations, benefits, deductions, guidelines and policies, etc. Different organizations have different company policies to offer jobs.

If the job is offered verbally, the selected candidate gets a call from the managers. Sometimes organizations also send an e-mail or a write-up to the selected candidate. But whichever policy is adopted by the organization, in the end it has to be followed up by a formal job offer letter agreement where the details of the job employment are clearly specified in a proper letter format.

Detailed Job Offer Letter

Here, we have created a sample offer letter from actual job offer letters that are given to employees in different organizations. This letter consists of the following details –

• Job Assignment: This clearly outlines the specific duties and responsibilities expected of the employee within the company at a specific post
• Place Of Employment, Transfer And Timing: Define the primary work location, conditions for potential transfers, and the schedule or timing expectations (work durations)
• Salary, Allowance And Benefits: Detailed compensation package, including base salary, bonuses, allowances, and any additional benefits such as healthcare and other perks offered by the company
• Reimbursement Of Expenses: Clarifying the process and terms for reimbursing any work-related expenses incurred by the employee.
• Leave Entitlement, National & Public Holidays: Specifying the employee’s entitlement to various types of leave, including vacation, sick leave, national, and public holidays.
• Tax: Explain the employee’s tax obligations and any applicable deductions or withholdings
• Retirement: Outline retirement benefits, pension plans, and any other provisions related to the end of employment
• Employee’s Obligations: Defining the responsibilities and conduct expected from the employee during their tenure as an employee
• Confidentiality And Intellectual Property Rights: Providing guidelines for protecting confidential information and how to delineate ownership of intellectual property created during employment.
• Engagement In Other Business: Addressing any restrictions regarding the employee’s involvement in other business activities during their employment with the company
• Non-Compete And Non-Solicit: Specify any restrictions on the employee’s ability to compete with the company’s business model or solicit its clients or employees post-employment
• Other Provisions: Cover miscellaneous terms and conditions not addressed in the aforementioned sections
• Annexures For Code Of Conduct And Policies: Specifying detailed supplementary documents such as a code of conduct or company policies for the employee’s reference and compliance.

Download the Detailed Offer Letter Format in Word and PDF below.

Importance Of Job Offer

So you were successful in finding the perfect candidate for the vacant position. But what’s next?

The next step is to put that job offer in writing. Job offer letters initiate the employment relationship with an employer. Now you have to craft details about the roles and responsibilities of the candidate with the perks offered by your organization to the employee, just make sure you don’t end up promising more than you can deliver.

Here are 9 different offer letter templates based on various scenarios

1. offer letter email template.

If you have found the perfect candidate for a particular position in your organization, then a general job letter should do the job for you. The template can be customized according to the details you think will be applicable for that candidate to turn his/her response in your favour.  

You should draft the letter in such a manner that all the possible details that could be required by the candidate are properly mentioned like position details and salary details, etc.

If you have certain company policies and norms that you would like to convey, you can attach that as well with the offer letter email along with documents such as KYC details that are required to be signed by the candidate, should they accept the offer.

Here is a template you can download and edit by clicking below.

2. Informal Job Offer Template

This kind of job offer is not as comprehensive as the formal job offer. It is a brief version of the standard official employment offer. An informal job letter consists of terms and conditions that are agreed upon with the candidate at the time of the hiring process. This letter enables the candidate to acknowledge your offer via email.

This letter sample will be less formal and will cover the basic details of the job offer before sending the comprehensive one. Being clear about the position of the candidate and its related details for both the employer and employee is the right direction to start on a good note. Won’t you agree? So, here is a template for you that you can use when authoring a job position for the selected candidate.

3. Part-Time to Full-Time Job Offer Template

There can be certain instances where you would like to switch a part-time employee working at a particular position in your company to work as a full-time employee. But how do you formally make an offer for this position to the candidate? We have curated the perfect template for you to send to the said candidate with all the detail that can be required for this proposal. While sending this letter sample you need to make sure that the candidate is on the same plate as you and is ready to agree to the company policies applicable to a full-time employee.

4. Warm-Up Job Offer Template

There are a lot of instances where you conduct an interview and select a candidate but you still want a face-to-face interview with the candidate to discuss the important details regarding the employment terms and conditions. In such cases, you can send a warm-up offer letter to discuss and negotiate with the candidate on a one-on-one basis. Here is a template you can download and edit by clicking below.

‍5. Internal Job Offer Template

Sometimes you might offer new positions in your organizations internal job postings that are perfect for the employees already working in your company. Even though it is for an existing employee, the company has to issue a formal letter stating the change in position and the details adhering to it.

The HR Team sends an offer letter to make the offer official and follow standard company procedures to make it legal.

Pro Tip: You can keep the email tone positive to get the employee excited and motivated for the new job role.

6. Workable Job Offer Template (Contract Employee)

This template is used by the HR of the company to send to the new employees in a team. The workable offer letter has a limited validity period. The selected/potential candidate or workable get this formal offer letter from the HRs of the company.

7. Internship Offer Letter Template

Some companies offer a position to the freshers or students who have recently graduated or are seeking to increase their knowledge in the form of internships. The duration of this type varies from 3 months to 6 months depending on the company’s requirement. It has become a very popular route to take a qualified candidate as an intern and give them knowledge and hands-on experience in their field of interest. Most companies are following this practice and we have a template that will help you if you want to send an internship offer to a candidate.

8.  Part-Time Job Offer Template

Part-time jobs are contract-based jobs wherein a potential candidate does not have to report to office 24*7.

The working hours are pre-determined by the employer which is usually a fixed number of hours each day or each week.

9. Layoff Letter Template

Sometimes the HR/Manager of a company has to let go of some employees due to reasons varying from one company to another. In such cases, a layoff letter is given to that employee stating the reason and the date it will be effective from (date). This type of letter is issued by a company when they need to terminate an employee with reasons not directly related to the job performance or the professional behaviour of that candidate. Restructuring, economic factors, mergers, allocations, buyouts, etc are some examples that can lead to this step by the managers for a candidate.

How to Write An Offer Letter?

A job offer letter is sent by the employer to the potential hire which ensures and warrants the candidate receiving the letter, for a position in the organization. The formal offer of employment includes a sample job offer email along with a formal job offer attachment that covers the employment conditions and other relevant information.

Basically, a job offer letter includes details of employment such as:

• Job Description
• Reporting structure
• Starting date
• Work schedule
• Leave Policies
• Base salary
• Bonus and Commissions
• Employee Benefits information and Eligibility
• Privacy Policies
• Confidentiality and Intellectual Property Rights
• Acknowledgement of offer and confirmation of acceptance. (Acceptance Letter)

You can understand more details about how to create offer letter by using the template shared above.

Things to consider before making offer letter –

1. Company Logo

Make sure you use the official letterhead of your company with the logo. This will ensure professionalism and make your letter legitimate, encouraging the candidate to read the terms thoroughly.

2. Date And Contact Details

The date, full name of the candidate, and the address of both parties should be clearly specified in the email offer letter.

3. Opening Line

Depending on your company culture, you can make the tone of the opening line formal or casual.

4. Specific Details About The Job

This section of the standard offer letter includes the job title, expected start date, job location (remote or office), the type of employment (full-time or part-time), official address of the company, name of the supervisor or manager, and the terms and conditions of the company.

5. Contingencies

If the offer letter is contingent on the candidate completing certain documents or performing tasks, you need to mention it in the letter. This can include a background check, drug test, I-9 form, reference checks, etc. This can be collected even for purpose of health insurance offered by the company.

This includes the explanation of the annual salary structure of the candidate and the mode of payment. If you want you can also include the bonus and commission structure as well.

Note: The candidate has the right to negotiate the salary structure before joining your company.

7. Benefits

Provide a summary of the key benefits of the company that is provided to the employees.

This can include medical insurance, dental insurance, maternity leaves, health insurance, vacation time, or work-from-home options in certain circumstances.

8. Expiry Date

It depends on you if you want to include an expiry date in the offer letter.

If you wish to include one, make sure to keep it valid for at least one week, giving a chance to the candidate to properly evaluate the pros and cons before joining the company.

It also gives you time to find other prospects in case your preferred candidate does not accept the job position.

9. Signatures Required

It is important to make sure that the letter is authentic and mutually agreed upon by you and your potential hire.

A signature space should be included in the letter for such purposes.

If you do not have a dedicated HR manager for the same, the CEO or MD can sign the letter if the applicant accepts the job offered.

10. Closing Line

It is imperative that you include the details of the person whom the employee can connect to further for queries regarding the policies and offer letter. You should also include contact details of the reporting manager so that the employee can connect with them for further clarifications on the role. You should also include the name and contact details of the HRBP (Human Resources Business Partner) representative for the specific department and the exact steps of onboarding, orientation and handover details to the candidate for an exemplary job onboarding experience for the employee.

Final words:

Keep the tone direct and positive. Let the candidate know that you acknowledge their skills and experience they bring to your company. This encourages the potential new employee to accept the offer, and if not, then it gives them the confidence to look for other potential opportunities without hampering the reputation and relationship with a company.

It also serves as a legal agreement between the employee and an employer, so you need to make sure all the details in the agreement are legit and in accordance with the company policies.Every organization may have different situations that can require different job letters for employees. Being clear about the position offered to a candidate is key to maintain a healthy relationship between the organization and employee throughout the employment period

Keeping that in mind, you have collected the data required to draft a sample offer letter.

Frequently Asked Questions ( F.A.Q.)

1. is a job offer legally binding for a candidate.

Landing a job offer is a huge thing in this competitive economy. So if you get an offer letter, give yourself a cheer or two because you deserve it.

But before you sign the offer keep in mind that you are signing a binding contract with the said company. So as a candidate you need to read all the terms mentioned in the letter before signing it.

Once someone accepts an “unconditional” offer letter, they are in a legally binding contract with the company.

However, a conditional offer letter can be withdrawn if the candidate does not meet the requirement of the employer.

2. What is the difference between an offer letter and a contract?

Many people assume that an offer letter and contracts are one and the same thing. But they are not.

A job offer letter is a formal letter that contains the terms of employment.

A contract on the other hand gives out the roles and responsibilities of the candidate with an employment period.

However, both require the employee’s signature.

3. Can an employer take back a job offer?

Yes, an employer has the right to take back an offer at any time provided it is not accepted by the candidate.

4.  When to send a formal job offer letter or a job offer email to a candidate?

Before sending a formal document, the candidate is usually contacted via phone.

Only when the potential candidate verbally accepts the job offer, a formal letter from the employer to the employee is sent to make the deal official.

• HR Policies & Training »
• Offer Letter Format – 10 Different Free Templates Downloadable in Word File »

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