What is an Employment Verification Letter & How to Get It?

An employment verification letter is a document that confirms an individual’s current or past employment with a specific company. The letter typically includes information such as the individual’s job title, dates of employment, and whether they are currently employed or have left the company. It may also include information about the individual’s salary or compensation.

Employment verification letters are often used for a variety of purposes, including:

• Renting an apartment or house: Many landlords require employment verification as part of the application process to ensure that tenants can afford the rent.
• Applying for a loan: Many financial institutions require employment verification as part of the loan application process to ensure that borrowers have a stable income.
• Applying for a new job: Some employers may require employment verification as part of the job application process.
• Obtaining a visa or other government-issued document: Some countries require employment verification as part of the application process for a visa or other government-issued document.

Types of Verification of Employment

There are several types of verification of employment, each with their own specific purpose and process.

1. Verification of current employment: 

This type of verification is used to confirm that an individual is currently employed and to verify their job title, start date, and salary. It is often requested by potential employers during the hiring process or by lenders when an individual is applying for a loan. The process typically involves the individual’s current employer providing a letter or form confirming the individual’s employment status and details.

2. Verification of past employment: 

This type of verification is used to confirm an individual’s previous employment and to verify their job title, start and end dates, and salary. It is often requested by potential employers during the hiring process or by landlords when an individual is applying for a rental property. The process typically involves the individual’s past employer providing a letter or form confirming the individual’s employment history.

3. Verification of education: 

This type of verification is used to confirm an individual’s educational history and to verify their degrees, majors, and graduation dates. It is often requested by potential employers during the hiring process or by government agencies when an individual is applying for certain benefits or programs. The process typically involves the individual’s educational institution providing a letter or form confirming the individual’s educational history.

4. Verification of professional licenses: 

This type of verification is used to confirm that an individual has the necessary licenses and certifications to perform a certain job or occupation. It is often requested by potential employers during the hiring process or by government agencies when an individual is applying for certain benefits or programs. The process typically involves the individual providing proof of their professional licenses or certifications, such as copies of their licenses or certifications.

5. Verification of income: 

This type of verification is used to confirm an individual’s income and to verify their salary or wages. It is often requested by lenders when an individual is applying for a loan or by landlords when an individual is applying for a rental property. The process typically involves the individual’s employer providing a letter or form confirming the individual’s income or the individual providing proof of their income, such as pay stubs or tax returns.

Overall, the types of verification of employment can vary based on the specific situation and the information that is needed to be verified. However, employers, lenders, landlords, and government agencies should always ensure that they are requesting the correct type of verification and that they are following all legal requirements, including obtaining consent from the individual whose employment is being verified.

How to Get an Employment Verification Letter?

Employment verification letters are a crucial part of many job applications and loan applications, as they provide evidence of a person’s employment status and salary. They are typically requested by potential employers, landlords, and financial institutions as a way to confirm a person’s employment history and income.

Here are the steps to follow when obtaining an employment verification letter:

Contact your employer’s human resources department

The first step in obtaining an employment verification letter is to contact your employer’s human resources department. This can be done by email, phone, or in-person. You will need to provide your employer with your full name, job title, and the name of the person or organization requesting the letter.

Request the letter in writing

It is important to request the letter in writing, as this will provide a clear record of your request and ensure that the letter is delivered to the correct person or organization. In your letter, include your name, job title, and the name of the person or organization requesting the letter. You should also include the specific information that is needed in the letter, such as your start and end dates of employment, salary, and any other relevant details.

Provide any necessary consent forms

In some cases, your employer may require you to provide consent forms before they can release information about your employment. These forms typically authorize your employer to release specific information about your employment to the person or organization requesting the letter. Make sure to read the forms carefully and provide all the necessary information.

Wait for the letter to be prepared

Once your employer has received your request and any necessary consent forms, they will begin preparing the employment verification letter. The letter may take a few days or a few weeks to be prepared, depending on the size and complexity of the organization. Be sure to follow up with your employer if you do not receive the letter in a timely manner.

Review the letter for accuracy

When you receive the letter, take the time to review it for accuracy. Make sure that the information contained in the letter is correct and matches your own records. If there are any errors or omissions, contact your employer immediately and request that they correct them.

Provide the letter to the requesting party

Once the letter is accurate and complete, provide it to the person or organization that requested it. Make sure to keep a copy of the letter for your own records.

Tips for Obtaining An Employment Verification Letter:

• Be proactive: Don’t wait until the last minute to request a letter. It’s best to request it well in advance, as it may take some time for your employer to prepare the letter.
• Be specific: Provide clear and detailed instructions about what information should be included in the letter. This will help ensure that the letter contains the necessary information for the requesting party.
• Be professional: Use professional language and tone when requesting the letter, and make sure to provide all necessary information and consent forms.
• Follow up: If you do not receive the letter within a reasonable time frame, follow up with your employer to ensure that the request was received and is being processed.

Verify the letter’s accuracy: Before submitting the letter to the requesting party, verify that the information contained in the letter is accurate and matches your own records.

In summary, an employment verification letter is a document that confirms an individual’s current or past employment with a specific company. The letter typically includes information such as the individual’s job title, dates of employment, and whether they are currently employed or have left the company. It may also include information about the individual’s salary or compensation. To get an employment verification letter, the best way is to ask the current employer for one, contact the company directly, or use a third-party verification service. It is important to be specific about the information you need included in the letter, understand the employer’s or company’s policies, and follow their process and guidelines.

What Should be Included in the Verification Letter?

When writing a verification letter, there are certain key elements that should be included to ensure that the letter is effective and meets the needs of the person or organization requesting it.

• Identification of the person or organization requesting the letter: The letter should clearly state the name and contact information of the person or organization who is requesting the verification. This information should be accurate and up-to-date to ensure that the letter can be easily identified and linked to the correct individual or organization.

• Identification of the person or organization providing the letter: The letter should also include the name and contact information of the person or organization that is providing the verification. This should include the full name of the individual or organization, their position or title, and contact information such as a phone number or email address.

• Statement of verification: The letter should clearly state the purpose of the verification and what information is being confirmed. This could include information such as employment status, educational qualifications, or immigration status. The letter should be specific and not include any ambiguous or unclear language.

• Evidence of verification: The letter should include any supporting evidence that confirms the information being verified. This could include a copy of a degree, a certificate of employment, or a copy of a passport. The evidence should be clearly labeled and easy to understand.

• Dates of verification: The letter should include the start and end dates of the verification period. This information is important to provide context and ensure that the verification remains relevant.

• Signature and date: The letter should include a signature and date from the person or organization providing the verification. This acts as proof that the letter is legitimate and has been officially confirmed.

• Contact information for further verification: The letter should also include contact information for the person or organization providing the verification in case there are any questions or concerns that need to be addressed.

Employment Verification Request Email Template:

Template 1: Request for Employment Verification for Current Employee

Subject: Request for Employment Verification for [Employee Name]

Dear [Employer’s Name],

I am writing to request your assistance in verifying the employment of [Employee Name], who is currently employed at [Company Name] as [Employee’s Position]. The information we need is to be used for [Purpose of Verification (e.g. loan application, background check, etc.)].

The following information would be greatly appreciated:

• Employee’s employment status (full-time, part-time, etc.)
• Employee’s hire date
• Employee’s current position and job responsibilities
• Employee’s salary and compensation package
• Employee’s length of service with the company

Please note that the verification letter should be on company letterhead and should be signed by an authorized representative of the company.

Thank you for your time and assistance in this matter. We would appreciate your prompt response as we have a tight deadline for the [Purpose of Verification].

Please let us know if you need any further information from us to process this request.

Sincerely,

[Your Name]

Template 2: Request for Employment Verification for Former Employee

Subject: Request for Employment Verification for [Employee Name]

Dear [Employer’s Name],

I am writing to request your assistance in verifying the employment of [Employee Name], who was previously employed at [Company Name] as [Employee’s Position]. The information we need is to be used for [Purpose of Verification (e.g. loan application, background check, etc.)].

The following information would be greatly appreciated:

• Employee’s employment status (full-time, part-time, etc.)
• Employee’s hire date
• Employee’s position and job responsibilities
• Employee’s salary and compensation package
• Employee’s length of service with the company
• Employee’s last day of employment
• Reason for separation

Please note that the verification letter should be on company letterhead and should be signed by an authorized representative of the company.

Thank you for your time and assistance in this matter. We would appreciate your prompt response as we have a tight deadline for the [Purpose of Verification].

Please let us know if you need any further information from us to process this request.

Sincerely,

[Your Name]