Why Request an Employment Verification Letter?
An employment verification letter, also known as a proof of employment letter, serves as official confirmation of your work history with a specific employer. It’s often required for various purposes, including obtaining loans, renting an apartment, applying for visas, or even securing new employment. This letter provides essential details about your employment, such as your job title, dates of employment, and sometimes, salary information. Understanding the process of requesting one is crucial for managing your professional documentation.
Key Information to Include in Your Request
When requesting an employment verification letter, be clear and concise in your communication. Specify the exact information you require from the letter. Do you need salary information included? Does the requesting party have a specific form that needs to be completed? Provide your full name, employee ID (if applicable), and the dates of your employment. Clearly state the reason for your request and to whom the letter should be addressed, if known. A polite and professional tone will ensure a smooth and efficient process.
Who to Contact for Your Request
Typically, the best point of contact for requesting an employment verification letter is the Human Resources (HR) department of your current or former employer. If your company doesn’t have a dedicated HR department, you can reach out to your direct supervisor or the payroll department. Ensure you know your company’s internal procedures for these requests, as some companies may have specific forms or online portals you need to use. Be prepared to provide any necessary authorization for them to release your employment information.
Follow Up and Delivery
After submitting your request, allow a reasonable amount of time for processing. A week to ten business days is a typical timeframe, but this can vary depending on the size and policies of the organization. If you haven’t received the letter within the expected timeframe, politely follow up with the HR department or your contact person. Clarify how you prefer to receive the letter – whether by email, mail, or in person. Maintaining clear communication will help ensure you receive the verification letter promptly.
Sample Request Letters for Employment Verification
Sample Letter 1: Basic Request
To Whom It May Concern,
I am writing to request an employment verification letter for my employment at [Company Name]. I was employed from [Start Date] to [End Date] as a [Job Title].
I need this letter for [Reason for Request]. Please include my dates of employment and job title.
Thank you for your time and assistance.
Sincerely,
[Your Name]
[Your Contact Information]
Sample Letter 2: Request with Salary Information
To Whom It May Concern,
I am writing to request an employment verification letter for my employment at [Company Name]. I was employed from [Start Date] to [End Date] as a [Job Title].
I need this letter for [Reason for Request – e.g., mortgage application]. Please include my dates of employment, job title, and current/final salary.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Contact Information]
Sample Letter 3: Request with Specific Recipient
[HR Contact Name/Title],
I am writing to request an employment verification letter for my employment at [Company Name]. I was employed from [Start Date] to [End Date] as a [Job Title].
This letter is required by [Recipient – e.g., Acme Bank] for [Reason for Request – e.g., loan application]. Please address the letter to:
[Recipient Name]
[Recipient Address]
Please include my dates of employment, job title, and salary.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Contact Information]
Sample Letter 4: Formal Request
[Date]
[HR Contact Name/Title]
[Company Name]
[Company Address]
Subject: Request for Employment Verification Letter
Dear [HR Contact Name],
I am writing to formally request an employment verification letter for my employment with [Company Name], where I worked as a [Job Title] from [Start Date] to [End Date].
This letter is required for [Reason for Request]. Please include confirmation of my employment dates, job title, and current salary (if applicable).
Please send the letter to me at: [Your Address], or email it to [Your Email Address].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Employee ID (if applicable)]
[Your Contact Number]
Sample Letter 5: Request for a Former Employee
To Whom It May Concern,
I am writing to request an employment verification letter for my past employment at [Company Name]. I was employed from [Start Date] to [End Date] as a [Job Title]. My employee ID was [Employee ID, if known].
I need this letter to verify my employment history for [Reason for Request – e.g., background check]. Please include my dates of employment and job title.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Contact Information]
Sample Letter 6: Requesting a Specific Format/Form
[HR Contact Name/Title],
I am writing to request an employment verification letter. I was employed at [Company Name] from [Start Date] to [End Date] as a [Job Title].
I have attached a form from [Requesting Organization Name] that needs to be completed to verify my employment. If you are unable to complete this form, please provide a standard employment verification letter including my dates of employment, job title, and salary.
Please return the completed form or letter to [Your Email Address] or [Your Mailing Address].
Thank you for your help.
Sincerely,
[Your Name]
[Your Contact Information]
Conclusion
Requesting an employment verification letter is a straightforward process when approached with clarity and professionalism. By following these guidelines and utilizing the provided sample letters, you can efficiently obtain the documentation you need for various important life events. Remember to be patient, polite, and persistent in your communication with your employer to ensure a successful outcome.
