Employment Verification Letter (40+ Samples & Templates)

This is the moment! You just got approved for your first apartment! Everything is going smoothly! until the landlord asks the dreaded question: Do you have an employment verification letter?  

If you’re young and new to the financial game, you may be scared or frustrated. You may not even know what an employment verification letter is. So, what is an employment verification letter? Why do you need one? And how does this affect you?

What is an Employment Verification Letter?

Before we go any further, let’s cover the basics: What is an employment verification letter?

An employment verification letter is a formal business letter that is necessary for employers to write for a multitude of reasons. Many landlords and financial institutions require you to have an employment verification letter before they will allow you to successfully rent or buy a home. Sometimes, you may even have to provide this to an insurance company when you’ve filed for workers’ compensation. Some employers may even require you to provide an employment verification letter to prove that you have the experience that you claim you have!

Whatever reason you may need one, or may need to write one, these are becoming more and more common to be requested from companies. They’re nothing to be worried about, but they should require your full effort, none-the-less.

How Do I 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 or 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

Employment Verification Letter Format

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    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 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.

    Use Sample Letters or Examples

    Before writing your employment verification letter, it may be helpful to look at examples of other verification letters. Looking at examples will help you with your formatting and, also, help you to see what information you should be including. Examples can save you an immense amount of time in the writing process.

    It is important to note that you should make sure that you tailor your letter to fit the employee that you are writing for. While utilizing a template will save you time and energy, it may leave out information that was requested by the third party. Examples are great guidelines for you letters but remember that they are just guidelines and not the rule.

    Sample Employment Verification Letter (Current Employer):

    Breda Coursair
    Head of HR
    Anycompany and Associates, LLC
    1234 Park St
    Anytown, IL 12345
    breda.coursair@email.com
     
    01/25/2018
     
    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.
     
    Sincerely,
     
    (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
    breda.coursair@email.com
     
    01/25/2018
     
    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.
     
    Sincerely,
     
    (Insert Your Handwritten Signature)
     
    Breda Coursair
    Head of HR

    Anycompany and Associates, LLC

    Employment Verification Letter Samples

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      Employment Verification Letter Templates (Word Format)


      Employment Verification Letter (Previous Employer)

      Proof of Employment Letter Templates

      Proof of Employment Letter Template

      employment verification template word

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      job verification letter sample

      Proof of Employment Letter Template 05

      Proof of Employment Letter Template 06

      Proof of Employment Letter Template 07

      Proof of Employment Letter Template 08

      Proof of Employment Letter Template 09

      Proof of Employment Letter Template 10

        Last Minute Tips?

        Before we move on to the important examples, here are some last minute tips to make sure that you are successful in your writing process:

        • Make sure to proofread and edit your letter before you send it. You are representing not only your employee, but, also, yourself.
        • Be concise. These letters should not exceed a page.
        • Check to make sure that you have included all of the requested information. If you leave out any information, you are more likely to have write another letter or have to receive a longer phone call.
        • Be yourself, but stay professional. Make sure that your voice shines through in your writing.