Complete Guide to Employment Verification Letters
- What is an employment verification letter?
- When do you need an employment verification letter?
- For employers: What to include in an employment verification letter
- For employers: How to write an employment verification letter
- For individuals: Tips for requesting an employment verification letter
- What's the difference between employment verification letters and reference checks?
- How Checkr can help
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Employment verification letters provide proof of an individual’s current or past employment. Employees often request these letters to share with government agencies, lenders, prospective landlords, and other third parties.
Key takeaways:
- Employment verification letters are often required to obtain housing, credit, immigration statuses, and access to government programs.
- A typical letter includes the employer’s contact information, the employee’s job title, and dates of employment.
- Employees usually request a written proof of employment letter, often through human resources or a company representative.
- Checkr provides employment verification services for background checks. Get started with Checkr today.
Verifying current employment status is often part of the decision-making process for lending, housing, immigration, and government programs. Whether you're an employer responding to a request or an individual seeking documentation, it's helpful to understand what employment verification letters include and how to provide them correctly. In this guide, you'll learn what to include in a verification letter, when they're needed, and how to write one—along with a job verification letter sample that can streamline the process.
What is an employment verification letter?
An employment verification letter, also known as a job verification letter or proof of employment letter, is a document that confirms an individual's employment history. In some cases, it may also provide details such as job title, dates of employment, and income information.
Employers typically write an employment verification letter at a former employee's request. In some cases, an employer may also receive direct requests for employment verification letters from third parties, such as government agencies or lending institutions.
When do you need an employment verification letter?
You may need an employment verification letter in a variety of situations, including:
- Job applications: A prospective employer may request an employment verification letter during the hiring process to conduct a background check.
- Loan or credit applications: A bank, mortgage lender, credit card company, or other financial institution may ask for a job verification letter to confirm your employment when underwriting a loan or other credit application.
- Housing applications: A landlord or property management company may need a letter to verify your employment and ability to pay rent.
- Immigration processes: U.S. Citizenship and Immigration Services may require a proof of employment letter to process immigration applications or renew employment-based visas.
- Government programs: Federal, state, and local government agencies may request verification to determine eligibility for programs such as Temporary Assistance for Needy Families (TANF) or the Supplemental Nutrition Assistance Program (SNAP).
For employers: What to include in an employment verification letter
The details included in an employment verification letter depend on what the employee or third party requests. Most letters typically contain the following:
- Company name and logo (usually on official letterhead)
- Employer’s contact information (if not already included on the letterhead)
- Employee’s full name
- Employee’s job title
- Employee’s dates of employment
- Full name, job title, and signature of employer representative who wrote the letter
An employment verification letter may also include an employee’s salary information or description of job duties, when requested.
For employers: How to write an employment verification letter
When writing an employment verification letter, employers should review the request, confirm the employee's consent, write a brief letter, and proofread carefully. Here’s a look at how to write a work verification letter, along with a customizable employment verification letter template.
Review the request
Start by reviewing the request carefully. Determine whether it originated from the employee or a third party and what specific information they’re requesting.
Obtain employee consent
Employers should ensure they have written authorization from employees before releasing job details. If an employee made the initial request through a signed letter, additional consent may not be necessary. However, if the request was made verbally or via email, ask the employee to submit a written request before proceeding.
If a third party submits the request, make sure it includes a signed release from the employee before fulfilling it.
Access employee information
Once employee consent is confirmed, access their employment data from your HR database. Retrieve the requested information and keep it readily available while writing the letter.
Write a brief, professional letter
An employment verification letter should include:
- The date
- A subject line, such as “RE: Employment verification for [Employee Name]”
- A salutation, such as “To whom it may concern:”
- An introductory sentence confirming the employee's current or former position
- A bulleted list of the requested information
- A final sentence inviting the recipient to follow up for more details if needed
- A closing, such as “Sincerely” or “Thank you”
- Your full name, job title, and signature
Use official company letterhead, if available. If not, include the company name, mailing address, phone number, and email at the top of the document.
Do not include any information beyond the initial request—for example, don’t add salary information unless specifically asked.
Proofread carefully
Before sending, review the letter for any grammar, spelling, or punctuation errors. Additionally, confirm that all employee information is accurate by comparing it to their records.
Follow organizational policies
Refer to your company’s employment verification letter policy before drafting or sending the letter. The steps above are for general reference and should align with internal protocols.
Employment verification letter template
[Date]
[Company Name]
[Address]
[Phone number]
[Email address]
RE: Employment verification for [Employee Name]
To whom it may concern:
This letter confirms that [Employee Name] is a [current/former] employee of [Company Name] under the following details:
- Job title: [Employee Job Title]
- Dates of employment: [employee’s employment start date] to [present/employee’s employment start date]
- Salary: [dollar amount] per [hour/year/etc.] (include only upon request)
- Job duties: [list several key responsibilities] (include only upon request)
If you have any additional questions, feel free to contact me directly at [your work phone number].
Sincerely,
[Signature]
[Full Name]
[Job Title]
For individuals: Tips for requesting an employment verification letter
If you’re requesting an employment verification letter from a current or former employer, the tips below can help you submit a clear, professional request. You can also use the employee verification letter template to simplify the process.
Identify the required information
Before requesting an employee verification letter, find out exactly what the lender, landlord, employer, or agency needs the letter to include. Make a list that you can refer to when making your request.
In some cases, the third party may provide an employment verification form for your current or former employer to fill out. Keep this form in a safe place and include it with your request.
Make your request in writing
Most employers require written authorization before providing a job verification letter on your behalf. You can save time by submitting a signed, written request that includes all the necessary details.
Your employment verification request letter should contain:
- The date
- Your contact information (name, address, phone number, and email)
- A subject line, such as “RE: Employment verification for [Employee Name]”
- A salutation, such as “To whom it may concern:”
- A brief explanation of why you're requesting a job verification letter
- A bulleted list of the information needed
- Deadline for completing the letter
- Instructions on where to send the completed letter
- A closing sentence thanking the employer and inviting them to contact you for more information
- A closing, such as “Sincerely” or “Thank you”
- Your full name and signature
If you’re providing the employer with a job verification form, you can replace the bulleted list with a sentence asking the employer to fill out the form. If you need the employer to mail the letter, include an envelope addressed to yourself or the third party, and include postage.
Make your request specific
When writing your employment verification request letter, be as specific as possible. The more precise your instructions, the fewer follow-ups will be needed.
For example, instead of saying “Please place the employment verification letter in the mail by next Tuesday,” provide a specific date, such as “October 25, 2025.”
Proofread before sending
Carefully review your letter for any spelling, grammar, or punctuation errors. Be sure to include all required information and check that the deadline date is correct.a
Follow up as needed
If you don’t hear back from the employer within eight to ten business days, follow up to confirm your request was received. Request your employment verification letter as early as possible to avoid delaying your work, housing, lending, immigration, or program application deadlines.
Request for employee verification letter template
[Date]
[Your Name]
[Address]
[Phone number]
[Email address]
RE: Employment verification for [Your Name]
To whom it may concern:
I am writing to request an employment verification letter. Please include the following in the document:
- [List job title, etc.]
When the letter is complete, please return it to [me/requester’s name] via [U.S. mail/email] [using the included envelope/at email address]. The deadline for submitting the letter is [date.]
Thank you for your assistance. If you have any additional questions, feel free to contact me at [your phone number/email address].
Sincerely,
[Signature]
[Full Name]
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What’s the difference between employment verification letters and reference checks?
While employment verification letters and reference checks are used to evaluate an individual's background, they serve distinct purposes and contain different types of information.
An employment verification letter is a document that confirms an individual's current or past employment. Its primary purpose is to verify employment details (such as the employee's name, job title, and dates of employment). When requested, it may also include salary information or a brief job description. These letters are commonly required for loan approvals, housing applications, immigration processes, or eligibility for government programs.
A reference check is when an employer, landlord, or other third party contacts someone to inquire about an individual. Reference checks can be conducted by phone, email, or letter and are typically more subjective than employment verification letters.
Individuals usually provide a list of references when applying for employment, housing, or another purpose. References might include former supervisors, colleagues, professors, mentors, or community leaders who can speak to the applicant's qualifications or qualities. The questions asked during a reference check vary depending on what the requester needs to know to make an informed decision.
If you're conducting a reference check, our professional reference check guide and free template can help you get started.
How Checkr can help
Employment verification letters are often essential for decisions related to employment, housing, immigration, lending, and government programs.
If your organization relies on employment letters, Checkr can help streamline the process. Our platform simplifies the process of obtaining written candidate authorization and facilitates smooth communication with them throughout the verification process. Plus, our APIs integrate with over 100 ATS and HRIS systems, providing an exceptional experience for candidates and teams.
Learn more about Checkr’s employment verification solutions and get started with Checkr today.
Disclaimer
The resources and information provided here are for educational and informational purposes only and do not constitute legal advice. Always consult your own counsel for up-to-date legal advice and guidance related to your practices, needs, and compliance with applicable laws.
