40+ Employment Verification Letter Samples [FREE Templates]

An Employment Verification Letter is a document that an employee requests from a current or previous employer.

It is used by government agencies, mortgage lenders, or prospective landlords to confirm that the employee has worked at the specified company.  The letter gives details such as the current employer, employees’ full name, the job position in the organization, the starting date of their employment at that organization, and payment details and employment status.

An employment verification letter can be used by an individual when seeking an employment opportunity in another organization, by landlords when letting property to an individual, or by financing departments, as they verify if the individual will be able to pay their loans.  

Free Templates & Samples

Whether you are verifying employment for a current or former employee, our templates provide a standardized format to ensure accurate and professional documentation. By utilizing these pre-built templates, you can easily customize the letter to include relevant information such as job titles, dates of employment, and salary details. Best of all, these templates are available for free download, allowing you to access and utilize these resources without any cost. Simplify the process of verifying employment with our professionally designed templates and provide a reliable source of information to assist in various employment-related matters.

Free Employment Verification Letter Template 01

Editable Employment Verification Letter Template 02- word format

Printable Employment Verification Letter Template 03

Employment Verification Letter Template in Word 04

Employment Verification Letter Template in PDF 05

Free Sample Employment Verification Letter 06

Editable Employment Verification Letter Example 07

Printable Employment Verification Letter Sample 08

Employment Verification Letter Template for Word 09

Free Fillable Employment Verification Letter PDF 10

    Employment Verification Letter vs. Reference Letter

    Employment verification letters have a great similarity with reference letters. However, their main purpose is to prove that the individual is an employee of a given organization, and it is only written by the employer or human resource manager. Alternatively, a reference letter is a document that is written to recommend an individual to a job opportunity by stating their capabilities and values, which are in line with the requirements and can be written by either co-workers or friends.

    Employment Verification vs. Background Check

    Background check varies with employment verification in that it focuses on a wider range of an individual’s life, such as criminal history, previous addresses, previous employers, or schools attended. However, its main aim is to acquire the history of an individual while an employer writes employment verification to confirm that an individual is or was an employee at that specific organization.

    Employment Verification vs. SSN Verification

    Social security number verification is important and confidential information that cannot be disclosed without the consent of the employee. If the employee agrees for their social security number to be added to the employment verification letter, then write it.

    How to Respond to the Request?

    An effective response provides all the necessary information needed in the employment verification letter to avoid unnecessary calls for clarifications and revisions. Writing an employment verification letter may be tasking given that there are specific considerations you may be expected to adhere to including the following:

    Know your company’s policy

    As an employer, once you receive an employment verification letter request, it is essential to confirm if the company policy allows you to write such a letter. Some verification letters are sent in as a template for you as an employer to fill in the required details. Therefore, it is important to follow your organizations’ policy and understand if you are supposed to use your letter or just complete details on a template letter.

    Stick to facts, don’t give opinions

    When writing a verification letter, ensure that you stick to facts about the employee which are documented, and in the case of a conflict you have records that support the details provided. This is an important aspect as it helps protect the organization and the employer from possible legal trouble caused by the use of undocumented information or opinions.

    Don’t send documentation

    An employment verification letter can be requested both by the employee and another company. Thus, documents such as employees’ records or employment contract letters, or any other personal record should not be provided to any other party. This causes infringement of personal rights and may lead to the suing of the organization or employer.

    employment verification letter Free template 01

    Editable sample employment verification letter 02

    Printable template for employment verification letter 03- word file

    Employment verification letter template in Word 04

    PDF employment verification letter sample 05

    Editable employment verification letter template 06

    Printable employment verification letter sample 07

    Free employment verification letter in Word 08

    PDF employment verification letter template 09

    Editable employment verification letter example 10

    Printable employment verification letter format 11

    Free employment verification letter sample 12

    Free employment verification letter sample 13

    Printable employment verification letter example 14

      How to Write an Employment Verification Letter

      An employment verification cover letter should contain the following details:

      Employers’ personal information

      Employers’ personal information in a verification letter is crucial as it helps in showing the authenticity of the employer as well as their physical location. The details required under employers’ personal information include:


      The employers’ full name should be written at the top of the verification letter. It should be the name of the organization providing the employment verification letter.

      Street address

      The street address should be the current location of the business or the organization. This information is important as it helps in showing that the employment verification letter is authentic.


      Provide the name of the city where the business is located.


      The state where the organization is located is essential as different states have different procedures and policies for writing an employment verification letter.


      The zip code of the organization should be indicated in order to distinguish the organization from any other which may have a similar name.

      Employee’s information

      Employees’ personal information is essential in an employment verification letter and it includes the date of joining the organization, type of employment, salary details, payment frequency, and hours worked per week.  Below is a discussion of these details.

      Name and date of joining the company

      Write the full name of the employee and the date that they joined the company. This information should be in line with the companies’ documents to avoid contradictions.

      Type of employment

      Specify the type of employment the employee is doing and also give details about their position and some details on the job description. Give a specification if the employee works on a full time or part-time basis

      Information about salary and bonuses(If asked)

      Salary information is a critical aspect that should not be written on an employment verification letter due to privacy issues. If the employee requests salary and bonus details to be indicated, it is necessary to add the information to the verification letter.

      Payment frequency

      Various payment frequencies are used, such as monthly payments, bi-monthly payments, and weekly or daily payments. Ensure you indicate on the employment verification letter the payment frequency used for this specific employee.

      Hours worked per week

      On the employment verification letter, indicate the hours the employee worked in a week and ensure the details match those on the records.


      On the employee verification letter, indicate the wage or the constant amount of payment the employee receives before adding bonuses or other rewards.

      Employment status

      On the verification letter, indicate if the employee is still working at your organization or if he/she is no longer part of the organization.

      Employer’s signature

      Add your signature at the end of the employment verification letter, printed name, and a description of their business title to validate the document.

      Employment Verification Letter Samples

      Sample 1:

      Below is a sample of a letter that will guide you on how to write a good employment verification letter.

      Victor smith

      Head of Supervisors

      ABC Distributors

      156th street,

      Brooklyn, NY 60143

      March 21, 2021

      Alice Dray

      Vice President

      ABC Distributors,

      23 Silver Lane, 1st Floor

      Central, NY 24173

      To whom it may concern,

      This is to verify that Victor Smith is an employee at ABC distributors, where he has been operating as head of supervisors for four years. His term of employment is full-time, working 8 hours a day, and he was employed on July 1, 2017. Victor receives monthly payments, and he received a bonus worth $3000 weekly for attaining all set targets.

      In the case that you need additional details or clarifications, do not hesitate to contact me at 222-111-2211



      Alice Dray

      Vice President

      ABC Distributors.

      Sample Employment Verification Letter (Current Employer):

      Breda Coursair
      Head of HR
      Anycompany and Associates, LLC
      1234 Park St
      Anytown, IL 12345
      Dear Mr. Catalon,
      This letter is to verify that Clarissa Williams has been employed at Anycompany and Associates, LLC for the past ten years in our Finances Department. She began work on August 1, 2008.
      If you require any additional information, please feel free to contact me at 555-555-5555 or e-mail me at breda.coursair@email.com.
      (Insert Your Handwritten Signature)
      Breda Coursair
      Head of HR
      Anycompany and Associates, LLC

      Sample Employment Verification Letter (Previous Employer)

      Breda Coursair
      Head of HR
      Anycompany and Associates, LLC
      1234 Park St
      Anytown, IL 12345
      Dear Mr. Catalon,
      This letter is to verify that Benjamin Morales was previously employed at Anycompany and Associates, LLC from August 1, 2008 to November 29, 2015.
      If you require any additional information, please feel free to contact me at 555-555-5555 or e-mail me at breda.coursair@email.com.
      (Insert Your Handwritten Signature)
      Breda Coursair
      Head of HR

      Anycompany and Associates, LLC

      How to Format an Employment Verification Letter

      If you’ve ever written a formal business letter of any kind, whether it is a letter of interest or a letter of recommendation, you’ve written in the same format that you will need to write an employment verification letter. Employment verification letters should be written utilizing the formal business format. This will include:

      • A heading that includes your contact information.
      • The date you are writing the letter.
      • The contact information of the person to whom you are writing (if known)
      • A formal greeting (If you do not know who you are writing to.)
      • A brief overview of the information that has been requested (Most importantly, the dates that the employee worked for you or the company you represent.)
      • Your signature (If you are printing the letter, make sure that you sign it manually rather than just leaving just the typed signature!)

      Keep these letters concise! It is likely that the person that requested the letter has many to go through. Provide the essential information and finalize it. Make sure that you have included all information that was requested and be professional! You’ll find you have completed this letter in no time!

      Sample Employment Verification Letter Formats

      Free employment verification letter format template 01

      Editable employment verification letter format template 02

      Printable employment verification letter format template 03

      Downloadable employment verification letter format template 04

      Employment verification letter format template in Word 05

      Employment verification letter format template in PDF 06

      Free editable employment verification letter format template 07

      Printable employment verification letter format template in Word 08

      Downloadable employment verification letter format template in PDF 09

      Editable employment verification letter format template in Word 10

      Free printable employment verification letter format template 11

      PDF employment verification letter format template 12

      Word employment verification letter format template 13

      Free employment verification letter format template in PDF 14

        What Should I Leave Out?

        It might seem like an odd question, but this is understandable. What should you leave out when writing this letter? The simple answer is this: any information that was not requested. If the prospective employer or institution has not asked for the person’s attendance or their salary, don’t include that in the letter. While that is a bit nerve-wracking, here is a list of things that you should always leave out of an employment verification letter.

        Your opinion. You do not need to comment on the employee’s work ethic or how you personally feel about them. You just need to let this person know that your employee works for your company.

        The person’s salary or pay. Unless requested, do not include the salary of the person. Normally, they have to provide proof of income, or check stubs, to anyone who needs their financial information. You are not responsible for this.

        Personal information. If you include the personal information of your employee, you could actually be violating the law. The party that is requesting the letter will have all of the personal information that they need, so it is not up to you to include any of this.

        If you leave these things out, your letter will be stronger and written in a more professional manner. Remember that the person’s impression of the letter is important.

        Dos and Don’ts

        When writing an employment verification letter, it is advisable to focus on being as accurate as possible while providing specific details only requested in the form. You may want to avoid writing extra information that may be unnecessary to the recipient. Here are some Dos and Don’ts of writing an employment verification letter.


        • Follow Business Letter Format: Ensure that your letter follows the correct format starting with the employee’s address, your address as the employer, body paragraph, signature, and closing with your name.
        • Be Concise: Ensure that you give information that is brief but all the necessary information is available, and ensure that the letter has a formal tone.
        • Include All Requested Information: Ensure that you have added all the additional requested information by the employee, such as payment details so that your letter can be satisfactory.
        • Provide Your Contact Information: At the end of the employment verification letter, provide your contact information. This information is crucial as one can use the contact to request more details or clarifications concerning the letter.
        • Edit and Proofread Before You Send: After completing the employment verification letter, ensure that you edit and proofread to avoid grammatical errors or mistakes that can alter the content’s meaning.


        • Financial Information: If the employee has not requested financial details, do not include details such as monthly income and bonuses on an employment verification letter as they are considered personal information.
        • Marital Status: On the employment verification letter, do not disclose an employee’s marital status, either married, divorced, or single.
        • Personal Information: Avoid adding other personal details on an employment verification letter, such as the health conditions of the employee.
        • Your Recommendation: When writing an employment verification letter, do not give your recommendations based on your views as this is an employment verification letter, not a job recommendation letter.  

        Frequently Asked Questions

        Can a previous employer deny an Employment Verification Letter?

        Organizations are not mandated by any law to provide an employment verification letter, and thus an employer can fail to write a verification letter for a former employee. Despite this, most organizations respond to employees’ requests to provide them with employment verification letters.

        When must an employer respond to an Employment Verification Letter?

        When a request comes from a federal or federal government agency, an organization must respond and provide an employment verification letter.

        What is included in an Employment Verification Letter?

        An effective employment verification letter should include the employer’s name, the employers’ address, the employee’s name, the employees’ full address, the date they were employed at the organization, their work durations, and the position they held in the organization. A signature of the employer and contact information is also added at the end of the letter.

        How to write an Employment Verification Letter for an employee who has never worked for you?

        As an employer, you cannot write an employment verification letter for an employee who has never worked for you. This is because employment verification letters are based on facts and documented information, and the lack of this can lead to a suit in a court of law. At times an employee might send a request to the wrong address, and it is good for an employer to respond with information such as “I do not have any record of this employee in my organization.”

        About This Article

        Ryan Powell
        Authored by:
        Professional Business Management, Quality Assurance, Human Resources, Supplier Management
        With over 15 years in professional business management and an additional 4 years in e-commerce, Ryan Powell has distinguished himself as a strategic leader, steering sites to generate revenues exceeding $100 million. His approach emphasizes proactive problem-solving and profit optimization. Personal attributes such as strong organization, time management, and team collaboration bolster his professional portfolio. Ryan's experience spans leadership roles from Supervisor to General Manager, with notable contributions in Tier 1 Aerospace sectors, partnering with industry leaders like Boeing and Raytheon. He's adept at quality assurance, aligning with AS/ISO 9001 standards, lean methodology, financial management, including P&L oversight, and human resource strategies that prioritize employee retention. Ryan's comprehensive skill set positions him as an invaluable asset to growth-focused organizations.

        Was this helpful?

        Great! Tell us more about your experience

        Not Up to Par? Help Us Fix It!

        Keep Reading

        Thank You for Your Feedback!

        Your Voice, Our Progress. Your feedback matters a lot to us.