An employer verification letter, also known as a proof of employment letter or employment confirmation letter, is a crucial document. It confirms an individual’s employment history with a company. These letters are frequently required for loan applications, apartment rentals, immigration processes, and other situations where proof of income and job stability is needed. A well-written verification letter can significantly impact the applicant’s success.
This guide provides 18 different employer verification letter samples tailored to various situations. Each sample highlights key information that should be included, such as the employee’s start date, current position, salary, and sometimes a brief performance summary. Understanding the specific requirements of the requesting party is essential to ensure the letter meets their needs. Modifying these samples to reflect the specific employee and company situation is highly recommended.
When writing an employer verification letter, accuracy and professionalism are paramount. Always verify the information with company records before including it in the letter. Maintain a formal tone and avoid including any subjective opinions or personal information not directly related to the employment verification. Using company letterhead and having the letter signed by an authorized representative (HR or a supervisor) adds credibility.
The samples below showcase different scenarios and levels of detail. Choose the sample that best aligns with the requester’s needs and customize it accordingly. Remember to adapt the letter to the specific purpose it will serve, such as confirming employment for a mortgage application, a visa request, or a background check. Careful attention to detail will ensure the letter fulfills its intended purpose effectively.
18 Employer Verification Letter Samples
Note: Replace bracketed information ([…]) with the appropriate details.
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Sample 1: Basic Employment Verification
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title] since [Start Date].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 2: Employment Verification with Salary
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 3: Employment Verification for Mortgage Application
[Date]
[Lender Name]
[Lender Address]
Dear [Lender Name],
This letter confirms that [Employee Name] is employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is $[Salary], paid [frequency – e.g., bi-weekly]. We anticipate continued employment.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 4: Verification Letter for Rental Application
[Date]
[Landlord Name]
[Landlord Address]
Dear [Landlord Name],
I am writing to confirm that [Employee Name] has been employed at [Company Name] as a [Job Title] since [Start Date]. Their current salary is $[Salary] annually, paid [frequency – e.g., monthly].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 5: Employment Verification – Hourly Employee
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter serves to verify that [Employee Name] is employed by [Company Name] as a [Job Title]. They have been with the company since [Start Date] and their current hourly rate is $[Hourly Rate].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 6: Employment Verification with Bonus Information
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter confirms that [Employee Name] is an employee of [Company Name], holding the position of [Job Title] since [Start Date]. Their current annual salary is $[Salary], with an average annual bonus of $[Bonus Amount], contingent on performance.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 7: Verification of Past Employment
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter confirms that [Employee Name] was previously employed by [Company Name] as a [Job Title] from [Start Date] to [End Date].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 8: Verification Letter with Performance Statement (General)
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter is to verify that [Employee Name] is currently employed at [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is $[Salary]. [Employee Name] is a valued member of our team and consistently meets performance expectations.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 9: Verification Letter for Visa Application
[Date]
[Consulate/Embassy Name]
[Consulate/Embassy Address]
Dear Sir/Madam,
This letter is to confirm that [Employee Name] is currently employed at [Company Name] as a [Job Title] since [Start Date]. Their annual salary is $[Salary]. We support their application for a visa.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 10: Verification Letter with Contact Information
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter verifies that [Employee Name] has been employed by [Company Name] as a [Job Title] since [Start Date]. Their annual salary is $[Salary]. Please contact me at [Phone Number] or [Email Address] if you require further information.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 11: Verification Letter for Government Assistance Program
[Date]
[Agency Name]
[Agency Address]
Dear Sir/Madam,
This letter confirms that [Employee Name] is currently employed at [Company Name] as a [Job Title] since [Start Date]. Their current rate of pay is $[Salary], paid [frequency – e.g., weekly].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 12: Verification Letter Specifying Full-Time Employment
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter serves as verification that [Employee Name] is a full-time employee of [Company Name], working as a [Job Title] since [Start Date]. Their current annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 13: Verification Letter for Part-Time Employment
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter verifies that [Employee Name] is a part-time employee of [Company Name], working as a [Job Title] since [Start Date]. Their current hourly rate is $[Hourly Rate] and they work approximately [Number] hours per week.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 14: Detailed Employment Verification – Duties and Responsibilities
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter confirms that [Employee Name] is currently employed by [Company Name] as a [Job Title] since [Start Date]. Their annual salary is $[Salary]. Their primary duties include: [List of Responsibilities].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 15: Employment Verification – Promotion History
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter verifies that [Employee Name] is currently employed by [Company Name]. They were initially hired as a [Original Job Title] on [Start Date] and were subsequently promoted to [Current Job Title] on [Promotion Date]. Their current annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 16: Verification Letter Requesting Confidentiality
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter serves as employment verification for [Employee Name], who has been employed with [Company Name] as a [Job Title] since [Start Date]. Their annual salary is $[Salary]. We kindly request that this information be kept confidential.
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 17: Verification Letter with Department Information
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
This letter verifies that [Employee Name] is currently employed by [Company Name] in the [Department Name] department as a [Job Title] since [Start Date]. Their current annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title]
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Sample 18: Employment Verification for Loan – Including Future Prospects
[Date]
[Lender Name]
[Lender Address]
Dear [Lender Name],
This letter confirms the employment of [Employee Name] with [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is $[Salary]. They are a valuable asset to our team, and we anticipate continued employment and growth within the company. Please feel free to contact me with any further questions.
Sincerely,
[HR Representative Name]
[HR Representative Title]
In conclusion, crafting an effective employer verification letter requires careful attention to detail and accuracy. Utilizing these samples as a starting point, tailoring them to the specific request and employee situation, and maintaining a professional tone will ensure the letter serves its intended purpose successfully. Remember to always verify information and seek clarification when needed to avoid errors. By following these guidelines, you can create verification letters that are both informative and reliable.
