An employee verification letter, also known as a proof of employment letter, is a document that confirms an individual’s employment history with a company. It’s often requested by employees for various reasons, such as securing loans, renting an apartment, or applying for immigration purposes. The letter typically includes details like the employee’s job title, dates of employment, and salary information. Providing accurate and timely verification is crucial for maintaining a professional relationship with current and former employees.
Crafting an effective employee verification letter requires careful attention to detail. Accuracy is paramount; any discrepancies can lead to complications for the employee. It’s also essential to adhere to company policies regarding the release of employee information and to comply with privacy regulations. A well-written letter should be concise, professional, and contain all the necessary information requested by the requesting party or authorized by the employee.
Before sending an employee verification letter, always get consent from the employee. This ensures compliance with privacy laws and company policy. Ensure that the information is current. Double check all the details like the employee’s job title, start and end dates, and current salary. Verify all the detail before sending an official letter.
Below are 24 sample employee verification letters for various situations. You can adjust these to suit your needs. Remember to always maintain professionalism and ensure accuracy in your statements.
Employee Verification Letter Samples
Sample 1: Basic Employment Verification
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 2: Verification with Salary Information
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment and Salary Verification for [Employee Name]
To Whom It May Concern:
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. Their current annual salary is [Salary].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 3: Verification for Former Employee
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for Former Employee [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] was formerly employed at [Company Name] as a [Job Title] from [Start Date] to [End Date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 4: Verification with Performance Summary (Optional – Requires Employee Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment and Performance Verification for [Employee Name]
To Whom It May Concern:
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. Their current annual salary is [Salary]. During their employment, [Employee Name] consistently demonstrated [positive qualities or accomplishments, e.g., strong teamwork skills, initiative, and a commitment to meeting deadlines]. Please note this information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 5: Verification for Apartment Rental
[Date]
[Recipient Name/Apartment Manager]
[Recipient Address]
Subject: Employment Verification for Apartment Application of [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is [Salary]. This information is provided to assist with their apartment application.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 6: Verification for Loan Application
[Date]
[Recipient Name/Lender]
[Recipient Address]
Subject: Employment Verification for Loan Application of [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] has been employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is [Salary]. This information is provided to support their loan application.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 7: Verification with Contact Information
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. For any further verification, please contact me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 8: Verification with a Fixed Term Contract
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title] under a fixed-term contract, which began on [Start Date] and is scheduled to end on [End Date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 9: Simple Former Employee Verification
[Date]
To Whom It May Concern:
This confirms that [Employee Name] was employed by [Company Name] from [Start Date] to [End Date].
Sincerely,
[Your Name]
[Your Title]
Sample 10: Verification with Last Known Salary (Former Employee)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment and Salary Verification for [Employee Name]
To Whom It May Concern:
This letter is to verify that [Employee Name] was formerly employed at [Company Name] as a [Job Title] from [Start Date] to [End Date]. Their last known annual salary was [Salary].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 11: Verification with Reason for Leaving (Requires Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] was employed by [Company Name] as a [Job Title] from [Start Date] to [End Date]. Their reason for leaving was [Reason for Leaving]. This information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 12: Verification for Immigration Purposes
[Date]
[Recipient Name/Immigration Authority]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Immigration Purposes
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. Their current annual salary is [Salary]. This information is provided in support of their immigration application.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 13: Verification with Average Hours Worked
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. They work an average of [Number] hours per week.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 14: Verification Including Bonus Information (Requires Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment and Compensation Verification for [Employee Name]
To Whom It May Concern:
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title]. They began their employment on [Start Date]. Their current annual salary is [Salary]. They also received a bonus of [Bonus Amount] in the last year. This information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 15: Verification for Government Assistance Programs
[Date]
[Recipient Name/Government Agency]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Government Assistance Program
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their gross monthly income is [Monthly Income]. This information is provided in support of their application for [Name of Government Assistance Program].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 16: Verification of Full-Time Employment
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title] and is considered a full-time employee. They began their employment on [Start Date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 17: Verification with Sick Leave and Vacation Accrual (Requires Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification and Benefits Information for [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is [Salary]. They currently accrue [Number] days of sick leave and [Number] days of vacation per year. This information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 18: Verification for Professional Licensing
[Date]
[Recipient Name/Licensing Board]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Professional Licensing
To Whom It May Concern:
This letter confirms that [Employee Name] has been employed by [Company Name] as a [Job Title] since [Start Date]. Their responsibilities include [Brief Description of Responsibilities Relevant to the License]. This information is provided to support their application for [Name of License].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 19: Verification of Part-Time Employment
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title] and is considered a part-time employee. They began their employment on [Start Date] and work approximately [Number] hours per week.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 20: Verification With Direct Supervisor Contact Info (Requires Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] is currently employed by [Company Name] as a [Job Title] since [Start Date]. Their current salary is [Salary]. For further verification, you may contact their direct supervisor, [Supervisor Name], at [Supervisor Phone Number] or [Supervisor Email]. This information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 21: Verification for Military Spouses/Relocation
[Date]
[Recipient Name/Landlord or Lender]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Military Relocation
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their annual salary is [Salary]. We understand they may be relocating due to their spouse’s military service.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 22: Verification with Projected Future Salary Increase (Requires Consent)
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment and Compensation Verification for [Employee Name]
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is [Salary]. They are projected to receive a salary increase to [Projected Salary] on [Date of Increase]. This information is provided with the express consent of [Employee Name].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 23: Verification of Telecommuting/Remote Work Arrangement
[Date]
[Recipient Name/Company]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Remote Work
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. They are a remote employee and work from a location outside of the company office.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Sample 24: Verification For Adoption Agency
[Date]
[Recipient Name/Adoption Agency]
[Recipient Address]
Subject: Employment Verification for [Employee Name] – Adoption Process
To Whom It May Concern:
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is [Salary]. This information is provided to support their adoption process.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
In conclusion, providing accurate and timely employee verification letters is essential for maintaining good employee relations and complying with legal requirements. These templates offer a starting point for creating professional and informative verification letters. Always remember to obtain employee consent before disclosing sensitive information and tailor each letter to the specific needs of the request.
