A Verification Letter for Employment, also referred to as a proof of income or letter of employment, is a letter that shows that an employee worked in a certain organization.
It is usually written by the employee’s current or previous employer.
It is also known by the following names:
- Work verification letter
- Income verification letter
- Proof of employment letter
- Salary verification letter
Employment Verification Letter Examples
What an Employment Verification Request Letter Includes
Several things must be included in it.
Including:
- The employer’s address
- The name of the organization
- The address of the organization requesting this letter
- Your name and job title
- Employment duration (Start and end date)
Other critical information (optional) that may also be included in the letter includes:
- Your job salary
- Date of birth
- Social security number
Reasons the Verification Letter Can be Requested
There are several reasons why you may need to request this letter from your employer.
These include:
Pursuing new employment
It is common for most employers to request that new applicants submit an application to confirm their employment information and qualifications listed on their resume to ascertain if they are the ideal candidate for a given position.
Some employers may request that you submit the letter during your application, while others may request that you submit the form during the onboarding period. Therefore, it is essential to request that your previous employer write it for you whenever you are applying for a new job.
Applying for a mortgage or loan
Financial institutions such as banks, credit SACCOs, and insurance companies usually require applicants applying for a home mortgage or loan to provide such a letter to determine the amount of loan to qualify for and whether they will be able to repay the amount awarded.
Applying to rent a property
Property owners usually require new applicants to have it before renting or leasing their property. This ensures that the applicant’s earnings are enough to enable them to make rent payments and still sustain themselves.
Seeking a reduction in loan payments
Many times, people find themselves applying for loans without anticipating any changes in their earnings. It can help you negotiate new loan repayment structures with your lenders if your earnings are affected due to demotions, relocations, health-related issues, etc.
A loan reduction will allow you to make smaller loan repayments to the lender over a longer than initially set period. To negotiate for a loan reduction, you may be required to present a document showing your current income together with other documents, such as hospital bills, if you are requesting a loan reduction due to health-related issues.
Participating in legal proceedings
The court may require that you provide this letter if you are participating in legal proceedings where the outcomes are tied to your financial disposition, such as child custody or the right to adopt. It will help the court determine whether you will take care of the child’s needs by reviewing your current income.
Visa offices/processes
When applying for a visa or renewing a visa, the visa offices may require that you submit this letter to verify your ongoing employment and confirm your eligibility to enter or remain in a country. For instance, if you are working for a regional office branch and you are relocated to the main headquarters located in another country, you may need to present it to the Visa offices to show that you are currently an employee of that company and are relocating to the new offices to continue with your employment.
How to Request an Employment Verification Letter
It is a critical letter that can make or break your chances of obtaining a loan, getting hired by an organization, or negotiating a load reduction. As such, it is vital to maintain the highest level of professionalism when requesting this letter from either your current or previous employer.
To ensure that you get it right, make sure to follow the steps mentioned below:
Know whom to ask for
Your current situation will determine who you should ask. For instance, if you are currently unemployed and are applying for a job opening in a new organization, you may need to request that your previous employer write you a letter. On the contrary, if you are applying to rent a property or for a loan or mortgage, you will need to request it from your current employer.
Contact them through email
Using a professional email is a great way to capture your employer’s attention. Whether you are requesting your previous or current employer, consider sending them a professionally written email, as this will significantly increase your chances of getting a timely response.
Explain your reason for requesting the letter
Ensure that you explain why you are requesting the letter, give them a due date to show its urgency, and thank them in advance for their cooperation. You can also set a date for when you will follow up with them, meet them in person, via Skype, or call them over the phone regarding the verification letter.
Provide a letter template to them for use
Although employers usually get requests for these letters and may already have a template for that purpose, it is essential to send them an outline of what they should include in it. This will save them time searching for the template or coming up with one from scratch and researching what to include.
Give the necessary details to submit the letter
State in the email where and how the employer will be submitting the letter. Depending on what you are applying for, you may be required to submit it in person; the employer may be required to mail or fax it to the organization or send it in an email format. Make sure to state how they are supposed to send it to avoid inconvenience.
Send them a thank you note/gift
Courtesy demands that you thank your employer after they have sent the verification letter. You can choose to gift them a gift card, a thank you note or email, flowers, or a small gift to show your appreciation. Maintaining a good relationship with your employers is crucial, as you may never know when you may need them for your next task.
Sample and Template: Employment Verification Request Letter
Here is a sample and a template that you can use when requesting a verification letter from your employer:
Template
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Employer’s Name or HR Department]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Employer’s Name or HR Department],
Subject: Request for Employment Verification Letter
I hope this message finds you well. I am writing to formally request an employment verification letter detailing my employment status with [Company Name]. This document is required for [briefly state the reason for the request, such as applying for a mortgage, renting a property, visa application, etc.].
For your convenience, I have outlined the specific information that needs to be included in the letter:
- Employment Start Date: The date when my employment commenced with [Company Name].
- Position Title: My current or most recent job title.
- Employment Status: Whether I am employed full-time, part-time, or on a contractual basis.
- Salary Information: My current salary or wage rate, including any bonuses or allowances, if applicable and if permissible to disclose for the intended purpose.
- Work Schedule: A brief description of my typical work schedule, indicating full-time or part-time hours, if relevant.
If possible, I kindly request that the letter be provided on company letterhead and include the following:
- The date of issuance.
- A signature from an authorized company representative, such as a manager from the HR department or my direct supervisor.
- Contact information for verification purposes.
I understand that the preparation of such documents requires time and effort, and I greatly appreciate your assistance in this matter. If you require any further information or documentation from my side to facilitate this request, please do not hesitate to contact me.
For your convenience, I would appreciate receiving the employment verification letter by [desired date of receipt], if possible, to meet my application deadline. The letter can be sent to my email address listed above or mailed to my address if a hard copy is necessary.
Thank you very much for your attention to this request and for your ongoing support. I look forward to your prompt response.
Warm regards,
[Your Signature (if sending a hard copy)]
[Your Typed Name]
Sample
Dear Human Resources Department,
I hope this message finds you well. I am writing to kindly request an employment verification letter due to my recent application for a home loan. The lender has requested documentation that verifies my employment status, job title, and income at Innovatech Solutions Inc.
For your convenience, I have listed the specific information needed below:
- Confirmation of my employment status (full-time/part-time) at Innovatech Solutions Inc.
- My job title as Senior Software Developer.
- The dates of my employment, from my start date in June 2018 to the present.
- Details of my annual salary, including any bonuses or additional compensation received in the last fiscal year.
If possible, I would greatly appreciate it if the employment verification letter could be prepared on official company letterhead and include the signature of an authorized individual, such as our department manager or someone from the HR department. This formal verification will greatly assist in the smooth processing of my loan application.
I understand the importance of maintaining confidentiality and respecting the procedures your department follows in releasing such information. If there are any forms or additional steps I need to complete to facilitate this request, please let me know.
I am hoping to submit the required documents to my lender by March 15, 20XX, and would be grateful if the employment verification letter could be provided by then. However, I understand if more time is needed due to company protocols.
Thank you very much for your assistance and understanding. Should you need to reach me for further information or clarification, I am available at (555) 987-6543 or via email at elena.torres@email.com.
Warm regards,
Elena Torres
Senior Software Developer
Employee ID: ET987654
Innovatech Solutions, Inc.
Analysis
Elena Torres’s request for an employment verification letter is a model of clear and respectful communication. She concisely outlines her need for the letter due to a home loan application, specifying the exact information required—employment status, job title, dates of employment, and details of her salary. This precision helps the Human Resources Department understand and fulfill her request efficiently. Suggesting the letter be prepared on official company letterhead with an authorized signature underscores her awareness of the document’s significance in her loan application process.
Her acknowledgment of the company’s confidentiality policies and readiness to comply with any additional procedures demonstrate her respect for internal protocols, facilitating a positive response from HR. By providing her contact information and a reasonable deadline, while showing understanding for potential delays, Elena balances the urgency of her request with empathy for the HR department’s workload and processes.
Overall, Elena’s letter is effective because it combines clarity, respect for company procedures, and a polite tone, making it likely to elicit a prompt and helpful response from her employer.
Key Takeaways
- Use a standard business format while drafting the verification letter. This will make the letter appear more professional and easier to read. Thereby increasing your chances of a timely response.
- Give the employer enough time to respond to your request. Although this will largely depend on the urgency of the verification letter, make sure to give them enough time to respond.
- It is essential to maintain a good relationship with your employers. You may never know when you will need them next.
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