A proof of income letter, also known as an employment verification letter or income verification letter, is a crucial document that verifies an individual’s earnings. It’s often required for various financial applications, such as securing a loan, renting an apartment, or applying for government assistance programs. This letter provides assurance to the requesting party that the individual has a stable and verifiable source of income.
Below, you’ll find 21 sample letters designed to cover various employment scenarios, from salaried positions to freelance work and self-employment. Each sample is formatted to be easily adaptable to your specific needs. Remember to always review and adjust the details to accurately reflect the individual’s income and employment status. The effectiveness of your proof of income letter hinges on its clarity, accuracy, and professionalism.
21 Proof of Income Letter Samples
Note: Replace bracketed information (e.g., [Employee Name], [Date]) with accurate details.
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Sample 1: Standard Employment Verification
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 2: Hourly Employee Verification
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. They are currently working as a [Job Title] at an hourly rate of $[Hourly Rate]. They typically work [Number] hours per week.
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 3: Verification with Bonus Information
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. They are also eligible for an annual bonus, which last year was approximately $[Bonus Amount].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 4: Self-Employment Verification (Accountant)
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Income Verification for [Self-Employed Name]
Dear [Recipient Name],
This letter is to confirm that I, [Accountant Name], have reviewed the financial records of [Self-Employed Name] for the period of [Start Date] to [End Date]. Based on these records, [Self-Employed Name]’s approximate annual income is $[Annual Income].
Sincerely,
[Accountant Name]
[Accountant Title/CPA] -
Sample 5: Verification for Freelancer (Client Letter)
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Income Verification for [Freelancer Name]
Dear [Recipient Name],
This letter is to confirm that [Freelancer Name] has been providing freelance services to [Company Name] since [Start Date]. Over the past [Number] months/years, we have paid [Freelancer Name] approximately $[Amount Paid]. We anticipate continuing to utilize their services.
Sincerely,
[Client Name]
[Client Title] -
Sample 6: Verification for Contract Worker
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] is working for [Company Name] as a contract worker since [Start Date]. The contract value is $[Contract Value] and ends on [End Date]. They are paid at [Payment Schedule].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 7: Verification with Expected Salary Increase
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] is currently employed by [Company Name] as a [Job Title] since [Start Date]. Their current annual salary is $[Salary]. They are scheduled to receive a salary increase to $[New Salary] effective [Date of Increase].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 8: Verification with Overtime Information
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter verifies that [Employee Name] has been employed at [Company Name] since [Start Date] as a [Job Title]. Their hourly rate is $[Hourly Rate]. While their standard work week is [Number] hours, they frequently work overtime. Their average overtime earnings over the past [Number] months has been approximately $[Overtime Amount].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 9: Verification for Part-Time Employee
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] is employed part-time by [Company Name] since [Start Date] as a [Job Title]. They work approximately [Number] hours per week at an hourly rate of $[Hourly Rate].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 10: Verification for Commission-Based Employee
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] is employed by [Company Name] since [Start Date] as a [Job Title]. Their compensation is primarily commission-based. Their average monthly commission income over the past [Number] months has been approximately $[Commission Amount].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 11: Verification for Employee with Stock Options
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. They also have stock options as part of their compensation package. Please contact the HR department for detailed information regarding the stock options.
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 12: Verification for Employee with Housing Allowance
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. In addition, they receive a monthly housing allowance of $[Allowance Amount].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 13: Verification with End Date (Upcoming End of Employment)
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. Their last day of employment is scheduled for [End Date].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 14: Verification Request from Former Employee (Third Party)
[Date]
[Company Name] HR Department
[Company Address]Subject: Request for Employment Verification – [Employee Name]
Dear HR Department,
I am writing to request verification of employment for [Employee Name], who was employed at [Company Name] from [Start Date] to [End Date]. We require verification of their employment dates and annual salary at the time of their departure. Please send the verification to [Your Name], [Your Address].
Sincerely,
[Your Name]
[Your Title/Company – if applicable] -
Sample 15: Verification for Employee on Leave (e.g., Maternity Leave)
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. They are currently on [Type of Leave] and are expected to return on [Return Date].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 16: Verification including Start Salary and Current Salary
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title]. Their starting salary was $[Start Salary], and their current annual salary is $[Current Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 17: Simplified Verification for Small Business
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter confirms that [Employee Name] works at [Company Name] as a [Job Title]. Their annual salary is $[Salary]. They have been with us since [Start Date].
Sincerely,
[Your Name]
[Your Title/Owner] -
Sample 18: Verification Used for Rental Application
[Date]
[Landlord Name]
[Landlord Address]Subject: Employment Verification for Rental Application – [Employee Name]
Dear [Landlord Name],
This letter is provided to verify the employment and income of [Employee Name], a prospective tenant. [Employee Name] has been employed at [Company Name] since [Start Date] as a [Job Title]. Their annual salary is $[Salary]. Please feel free to contact me if you require any further information.
Sincerely,
[HR Representative Name]
[HR Representative Title]
[Company Phone Number] -
Sample 19: Verification with Year-to-Date Earnings
[Date]
[Recipient Name/Company]
[Recipient Address]Subject: Employment Verification for [Employee Name]
Dear [Recipient Name],
This letter is to confirm that [Employee Name] has been employed at [Company Name] since [Start Date]. Their current position is [Job Title], and their annual salary is $[Salary]. Their year-to-date earnings are currently $[Year-to-Date Earnings].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 20: Verification for Government Assistance Program
[Date]
[Government Agency Name]
[Agency Address]Subject: Employment Verification for [Employee Name] – [Application Number/Case Number]
Dear [Recipient Name],
This letter is provided for verification purposes in connection with [Employee Name]’s application for [Government Assistance Program Name]. [Employee Name] has been employed at [Company Name] since [Start Date] as a [Job Title]. Their annual salary is $[Salary].
Sincerely,
[HR Representative Name]
[HR Representative Title] -
Sample 21: Generic Verification Request Form (for HR to Complete)
To Be Completed by HR Department:Employee Name: ____________________________
Employee ID: ____________________________
Dates of Employment: From ______________ to ______________
Job Title: ____________________________
Annual Salary/Hourly Rate: $____________________________
Signature: ____________________________
Date: ____________________________
Company Stamp (Optional):
Conclusion: Using Proof of Income Letter Samples Effectively
These 21 proof of income letter samples provide a solid foundation for verifying earnings in various scenarios. Remember to tailor each sample to the specific situation, ensuring accuracy and professionalism. Always double-check all information before submitting the letter. Using these templates responsibly will help individuals and employers navigate financial and administrative processes smoothly.
