Employment Verification Letter for Immigration (Samples)

An employment verification letter for immigration is a formal document written to verify the employment status and income of an employee who is undergoing the immigration process.

The correspondence is addressed to immigration authorities, often the United States Citizenship and Immigration Services (USCIS), and written by the employer or the company’s human resources representative. 

People may request this letter when they are applying for work permits, permanent residency, sponsoring someone for a visa, or other immigration benefits such as waivers. It is submitted in conjunction with Form I-864.

To ensure that the letter is written in the correct format, it is advised to use templates and reference samples of such letters. Alternatively, the document is referred to as a verification of employment letter for immigration. It must be factual and accurate, as it is deemed legal evidence of the applicant’s employment and income status.

This article provides a guide on how to write a verification letter for employment and what information to include in one that is meant for immigration applications. It also educates employers and HR representatives on the use and legal considerations of such a letter. Also, it has samples for reference purposes.  

Which Immigration Processes Require an Employment Verification Letter?

The verification letter for employment can be requested for multiple immigration processes, especially where occupation or work history is a primary consideration. It serves as evidence that a visa applicant has a valid job and that their financial status qualifies them for the specific immigration program. The process may ask for additional and specific information such as salary amount, employment duration, designation, etc., so it is important to adhere to any specifications included in the request by authorities. 

Examples of immigration processes that may require a verification letter for employment include:

Work visa

Authorities may need to verify applicants’ employment as they apply for H-1B and L-1A/L-1B visas to work in the U.S. These two categories need the verification letter for different reasons because they both have different work experience requirements. In some cases, H-1B visas require proof of experience in the respective role; therefore, employment must be verified. L-1A/L-1B visas do not require previous experience in the specific role but may require a minimum of one year of professional experience otherwise.

Employment-based green card

This category of green cards allows foreigners to migrate to the U.S. based on employment. This option requires the applicant to have relevant work experience. Letters for this application should be detailed and highlight the job responsibilities, formal job titles, and tenure dates to ascertain that the applicant is qualified to work in the U.S. and in the respective role. 

This green card option allows U.S. citizens and permanent residents to sponsor their relatives. Supporting documents, such as proof of employment, must be submitted to confirm the financial ability to sponsor the applicant. Other supporting documents required include a completed Form I-864, an affidavit of support, pay stubs, and Forms W-2 or 1099. Each sponsor must submit their own affidavit and verification documents for joint sponsors. 

B-1 temporary business visa

B-1 visas are issued to visitors who do not intend to work or receive payments from the U.S. government during their visit.

A letter verifying their employment is needed before they are awarded the visa. Such a letter must state the reason for the visit and activities to be undertaken in the U.S. and clarify that the visitor will not be working or receiving payment from U.S. sources during the visit.  

B-2 tourist visa 

Since the USCIS must verify that the tourist will return to their home country, they require applicants to complete Form DS-160, which includes a verification letter for employment. The letter should showcase two key details – the tourist has a job awaiting them upon return, and their financial status allows them to support their travel and accommodation costs during their visit to the US.

Other immigration processes that may require submitting a verification letter for employment include applying for an extended stay while in the US. Also, the letter is needed for a permanent residency application to verify that an applicant has a valid employment and income source to support themselves while living in the US. It is also requested when immigrants in the US want to adjust their immigration status. Lastly, the letter may also be requested when applying for a green card. 

How to Write an Employment Verification Letter

Before writing a verification letter for an employee, you need to understand how to structure it and what information to include. This is because it is a formal correspondence and must clearly and objectively convey the relevant information. 

Below is a guide on how to write a professional letter, along with examples for each section of the document:

Sender information

Start by including your complete information. Details to be included in this section are your name, physical address, valid phone number, and email address. This information should be accurate and exactly as mentioned in the official records.

Date of the letter

Like traditional formal documentation, the letter must be dated. This should be the exact date you are writing the letter. The date must be written in an appropriate format.

Information about the addressee

Next, it must be clear to whom the letter is being sent. It is addressed to the appropriate immigration authority. The specific agency or department may vary depending on the country and its immigration system. This section contains the addressee’s name and postal address. 

A sample of such information is given below:

The subject of the letter

The subject is meant to let the readers understand the purpose of the letter, which is to verify employment in brief. Additionally, it must align with the immigration process in question. A good subject line informs the recipient of the specific reason for the letter and uses captivating words to ensure it can be identified from other correspondences.

Employee details

Then, introduce the employee whose employment is being verified in the letter by providing identification information and job-specific details. These may include the employee’s name, job title, department, and employment start and end dates.

Below is a sample of how to write this section:

Employment confirmation statement

Also, you should include a statement that clearly shows the immigration letter is meant to verify that the applicant is an employee of the specific company. The inclusion of this statement is taken as an official testimony of the validity of the employee’s claims to have had valid employment.

For example, such a statement would be written as follows:

Employment status

Next, you need to indicate whether the applicant works part-time, full-time, temporarily, under contract, or at another type of work frequency. This information can be crucial in determining the stability of the employee’s employment status and finances. You can indicate the employee’s average hours per week, which determines their income.

Salary

Afterward, you must indicate the employee’s annual wages in this section of the verification letter for employment written for immigration purposes. These may include the annual salary or hourly wage, compensation, benefits, health insurance, and paid vacation time. This information is needed to determine their financial capability. The authorities may need to be certain that the immigrant can afford basic needs such as housing, food, air conditioning, utilities, and healthcare.

A sample of the section is given below:

Job duties

Next, this section of the letter must mention the job duties assigned to the employee. While this does not have to be a detailed job description, it can outline several key responsibilities to give the authorities an overview of the employee’s role in the company.

Hours worked

The proof of employment document must then discuss additional details regarding the applicant’s job. You can mention the employee’s work schedule, the number of hours worked each week, and overtime or on-call requirements.

Mention qualifications and skills

A summary of noteworthy skills and qualifications can be included in the letter. This is because the exceptional qualifications and skills of the employee also make them eligible for the respective immigration process. These special skills, such as those in prestigious specializations and occupations, may sometimes be prioritized. 

The skills and qualifications can be listed as follows: 

Signatures

Your signature is the last component of the letter. However, you must have authorization to write on behalf of the company. Placing your signature on the letter declares that you agree with its contents. Details that can be included here are your signature, name, job title, and contact information. 

Sample Employment Verification Letter for Immigration

Analysis

The letters are structured to effectively communicate requests for visa sponsorship and employment verification for an individual’s work visa application. The first letter details an organization’s intent to hire a distinguished professional for a specialized role, emphasizing the individual’s exceptional skills and the alignment with the company’s innovative projects. It provides specifics about the job offer, including position, salary, benefits, and the organization’s commitment to sponsoring the individual’s work visa, underscoring the importance of their expertise to the company’s success and innovation goals.

The second letter serves as employment verification, confirming the individual’s significant role and contributions within the company. It outlines the individual’s position, salary, and pivotal achievements, highlighting their instrumental role in leading successful projects and their impact on the company’s efficiency and industry standing. This letter supports the work visa application by affirming the individual’s ongoing employment and the company’s support for their international project work, indicating the mutual benefits of their work abroad.

Both letters provide clear, concise information and emphasize the organization’s support for the visa applications, demonstrating the individuals’ critical roles and contributions. Direct contact information is included to facilitate further inquiries, showcasing a professional approach to assisting employees in navigating visa processes. These examples illustrate how to craft formal sponsorship and verification communications to support work visa applications effectively.

Free Templates

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Legal Considerations for Writing an Employment Verification Letter for Immigration

Immigration is a legal process; therefore, any document, such as a letter verifying an applicant’s employment status, submitted in support of or to facilitate the process is considered legal. You are required to be aware of the legalities surrounding the document. 

The following considerations should be observed when writing and submitting such a letter:

Accurate representation of facts

Information provided in the verification letter for employment written for immigration purposes must be truthful and accurate. Employers and applicants can be persecuted if they misrepresent facts or make false statements. The applicant may also be barred from entering the U.S. as a result.  

Compliance with immigration laws

The verification letter for employment written for immigration purposes must adhere to any guidelines provided by the USCIS about formatting and information to be included. It must also be submitted in a format that the appropriate authorities have approved.

Protection of employee details

You are expected to uphold any data privacy laws to which the employee is entitled. You must ensure that the verification letter for employment does not disclose the employee’s sensitive and confidential information, such as immigration status, bank account numbers, medical records, etc., that can be used against them.

Consistency with company policies

Since the letter is an official document of the company, it must adhere to applicable company policies and procedures. Such policies may include documentation and filing requirements.

Conclusion

A verification letter is a legal document validating an employee’s employment status when applying for any immigration process. It is your responsibility to write an accurate document. Essential information should include your details, the applicant’s details, employment status, salary, and signature.
To ensure the necessary information is provided, you can refer to online templates and sample letters. Such guides offer insight into what information to include and the proper format and structure to use. Once crafted, the letter should be sent on time to ensure that the employee can use it as a supporting document for his application.

About This Article

Authored by:

Zhaniece Hill

Human Resources Specialist | Masters of Business, MBA, BAS Operations Management and Supervision

Zhaniece Hill, an accomplished author, and writer, possesses an extensive 9-year journey as a seasoned Human Resources professional. With a Master's degree in Business Administration, Hill's profound insights into human capital management have been shaped by a diverse background spanning public and private sectors. Expertise in talent acquisition, onboarding, employee engagement, and benefits define Hill's remarkable HR acumen. With an unyielding focus on results, Hill's legacy is characterized by innovative HR solutions that elevate employee satisfaction, retention, and overall business performance. Continuously seeking fresh challenges, Zhaniece Hill utilizes her expertise to create a lasting impact in the realm of HR.