How to Request an Employment Verification Letter from HR by Email
Requesting an employment verification letter from your HR department via email is a common and efficient way to obtain proof of your employment history. This letter is often needed for loan applications, rental agreements, or new job offers. The key is to write a clear and concise email that includes all necessary information for HR to process your request quickly. Be sure to proofread your email carefully before sending it.
Steps to Requesting Your Verification Letter
1. Find the Right Contact: Determine the appropriate person in your HR department to send the request to. This might be a general HR email address or a specific HR representative. 2. Craft a Clear Subject Line: Use a subject line that clearly states your request, such as “Employment Verification Letter Request – [Your Name]”. 3. Be Specific: In your email, clearly state that you need an employment verification letter and specify the purpose for the letter (e.g., loan application, rental application, new job offer). 4. Provide Necessary Information: Include your full name, employee ID (if applicable), dates of employment, and any specific information required by the requesting party (e.g., salary details).
Essential Elements for Your Email Request
Keep your email professional and polite. Clearly state the reason you need the letter. For example, mention if it’s for a loan, apartment application, or a new job. Include a deadline if there is one, so HR knows the urgency. Also, specify how you want to receive the letter—whether via email, mail, or if you’ll pick it up in person. Attaching any required forms from the requesting party can also speed up the process.
Sample Employment Verification Letter Request Emails
(Replace bracketed information with your own details.)
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Subject: Employment Verification Letter Request – [Your Name]
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification letter. I need this letter for [State purpose, e.g., a loan application]. My employment dates at [Company Name] are from [Start Date] to [End Date], if applicable. My employee ID is [Employee ID, if applicable].
Please let me know if you require any further information. Thank you for your time and assistance.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address] -
Subject: Request for Employment Verification – [Your Name]
Email Body:
Dear [HR Contact Name],
I hope this email finds you well. I am requesting an employment verification letter for [State purpose, e.g., an apartment application]. Could you please confirm my employment at [Company Name] from [Start Date] to [End Date], if applicable?
Please send the letter to [Specify delivery method and address/email].
Thank you very much for your help.
Best regards,
[Your Name] -
Subject: Employment Verification Request – Urgently Needed
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification letter urgently. I need this letter for [State purpose, e.g., a new job offer] and require it by [Date].
My employee details are: Name: [Your Name], Employment Dates: [Start Date] to [End Date], if applicable, Employee ID: [Employee ID, if applicable].
Please let me know if you can fulfill this request by the deadline. Thank you!
Sincerely,
[Your Name] -
Subject: Verification of Employment Request – [Your Name]
Email Body:
Dear [HR Contact Name],
I am writing to request a verification of my employment at [Company Name]. I need this to present to [State Purpose, e.g., a potential creditor].
Please include confirmation of my position, dates of employment, and salary if possible. Please let me know if you need my explicit consent for salary disclosure.
Thank you for your assistance,
[Your Name] -
Subject: Employment Verification Request – [Your Name] – [Employee ID]
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification letter for [Purpose – e.g., Mortgage application]. My employee ID is [Employee ID] and my dates of employment were from [Start Date] to [End Date], if applicable.
I have attached the form provided by [Requesting Party] that needs to be completed.
Thank you for your assistance.
Regards,
[Your Name] -
Subject: Formal Request: Employment Verification Letter
Email Body:
Dear [HR Contact Name],
I am formally requesting an official employment verification letter. This is required for [Purpose – e.g., Credit Card application]. Please include my full name, dates of employment ( [Start Date] to [End Date], if applicable), and job title.
Please confirm if you require any further information from my side.
Best,
[Your Name] -
Subject: Inquiry: Employment Verification Letter – [Your Name]
Email Body:
Dear [HR Contact Name],
I am inquiring about obtaining an employment verification letter. I need this document to [State purpose, e.g., open a bank account]. My start date with the company was [Start Date] and my last day, if applicable, was [End Date].
Please advise on the necessary steps to acquire this letter.
Thank you,
[Your Name] -
Subject: Requesting Employment Verification (Letter)
Email Body:
Hello [HR Contact Name],
I hope you are well.
I am reaching out today to request a letter verifying my employment with [Company Name]. I need this for [Reason – e.g., Loan Application].
Could you please let me know the process for getting this?
Thank you very much,
[Your Name] -
Subject: Employment Verification Letter – [Your Name]
Email Body:
Dear [HR Contact Name],
I need an employment verification letter to confirm the employment status, and salary. It’s required for [Reason – e.g. purchasing a house].
I worked in [company name] since [Start Date] and still working. My position is [Your position].
Thanks a lot,
[Your Name] -
Subject: Employment Verification Letter Needed
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification letter to provide to [Company name] for work visa purpose.
I worked in [company name] since [Start Date] and still working. My position is [Your position]. and my annual salary is [amount].
Thanks a lot,
[Your Name] -
Subject: Letter of Verification Needed
Email Body:
Dear [HR Contact Name],
I am writing to request a Letter of Verification to provide to [Apartment name] for Rental application.
I worked in [company name] since [Start Date] and still working. My position is [Your position]. and my monthly salary is [amount].
Thanks a lot,
[Your Name] -
Subject: Employment Verification needed!
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification to provide to [Bank name] for Credit card application.
I worked in [company name] since [Start Date] and still working. My position is [Your position]. and my monthly salary is [amount].
Thanks a lot,
[Your Name] -
Subject: Request for Employment Verification Letter
Email Body:
Dear [HR Contact Name],
I am writing to request an employment verification letter to provide to [New Company] for New job application.
I worked in [company name] since [Start Date] and still working. My position is [Your position].
Thanks a lot,
[Your Name]
Conclusion
Sending a well-crafted email to your HR department is a simple and effective way to request an employment verification letter. By including all the necessary information and following the tips outlined above, you can ensure a smooth and timely process. Remember to be polite, professional, and patient, and you’ll receive your verification letter without any unnecessary delays.
