- 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.
What is an employment verification letter?
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.
How to request an employment verification letter
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.
Example of an employment verification letter
Here is an example you could use to write your own employment verification letter:
RE: Employment Verification Letter
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.
Director of Marketing
Analytics and Research Inc.
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.