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Employment verification letter
An employment verification letter confirms that a person works, or worked, at a company. Landlords, lenders, and immigration offices often ask for one to check that an applicant has steady income. Here is what an employment verification letter is, who signs it, what to include, and a simple template you can fill in.
What an employment verification letter is
An employment verification letter is a short, formal letter from an employer that confirms someone works there. It is also called a proof of employment letter or an employment confirmation letter. The letter states the basic facts of the person's job, such as their title, their start date, and often their salary, so a third party can trust that the applicant has the income and stability they claim.
People need these letters for everyday reasons: renting an apartment, applying for a mortgage or a loan, leasing a car, applying for a visa, or setting up certain accounts. The organization asking for the letter wants an independent source, the employer, to back up what the applicant has told them.
Who requests it and who signs it
The employee usually requests the letter, but the third party, such as a landlord or a bank, is the one who needs it. On the employer side, the letter is normally written and signed by someone with authority to confirm the details, most often a manager, a supervisor, or a member of the human resources or payroll team. The signer should have access to the employee's records so the facts are correct, and they should be authorized to release that information.
What to include in an employment verification letter
A good letter is short and sticks to the facts the requester asked for. Common contents include the following.
- Company letterhead with the business name, address, and contact details.
- The date the letter is written.
- The recipient, such as the landlord, lender, or "To whom it may concern" if the requester is not named.
- The employee's full name and job title.
- Employment status, whether full time, part time, or contract, and whether the person is currently employed.
- Start date, and end date if the person no longer works there.
- Salary or wage, if the employee has agreed to share it and the requester needs it.
- The signer's name, title, and signature, plus a phone number or email so the requester can follow up.
What to leave out
Keep the letter to the facts requested. Employers usually avoid opinions about performance, reasons for leaving, or private details the requester did not ask for. In many places an employer should only share salary or other sensitive details with the employee's permission, so it is good practice to confirm what the employee wants included before sending it.
A simple employment verification letter template
Fill in the blanks with the real details, on company letterhead.
[Date]
To Whom It May Concern,
This letter confirms that [Employee Full Name] is employed at [Company Name] as a [Job Title]. [He or She or They] has been employed with us on a [full-time or part-time] basis since [Start Date] and [is currently employed / was employed until End Date].
[Optional: Their current annual salary is [amount], or their hourly wage is [amount].]
If you need any further information, please contact me at [Phone Number] or [Email Address].
Sincerely,
[Signer Name]
[Signer Title]
[Company Name]
How to request one as an employee
- Ask the right person. Contact your manager, human resources, or payroll, whoever handles employment records at your workplace.
- Explain who needs it and why. Say it is for a landlord, a lender, or a visa, so they include the right details.
- Tell them what to include. Confirm whether the requester needs your salary, your start date, or just your status, so the letter matches the request.
- Give them the recipient's details. Provide the name and address of the person or organization the letter should be addressed to, if known.
- Allow a little time. Larger employers may have a standard process or a set turnaround, so ask a few days before your deadline.
How to write one as an employer
- Confirm the employee's request and what they want shared, especially salary.
- Use company letterhead so the letter looks official and includes your contact details.
- State only the facts asked for, such as title, status, start date, and salary if agreed.
- Add your name, title, and a way to reach you for follow-up.
- Sign and date it, then give it to the employee or send it to the requester as instructed.
US and Canada notes
The format of an employment verification letter is much the same in the US and Canada, but privacy rules on what an employer can share differ. In both countries it is common practice, and often required, to have the employee's consent before releasing salary or other personal details to a third party. Some larger employers use an outside service or a standard form to handle verification requests. When a visa or immigration application asks for the letter, follow the exact wording and details that the immigration office requests, since they sometimes want specific information.
What if you cannot get a letter quickly
Sometimes an employer is slow, or a person is self-employed and has no manager to write a letter. There are accepted alternatives that show the same thing, which is steady income and employment. Recent pay stubs show your wages and your employer's name. Tax documents from the previous year show your annual income. Bank statements can show regular deposits from an employer. For the self-employed, an accountant's letter, tax returns, and business records often stand in for an employer letter. If you are between jobs but have an offer, an offer letter stating your title, start date, and salary can serve a similar purpose for a landlord or lender. Ask the requester which of these they will accept, since many are flexible when a formal letter is not available in time.
Where verification letters are used
It helps to know why each requester wants the letter, because it tells you what to emphasize.
- Renting a home. A landlord wants to see that your income comfortably covers the rent, so they focus on salary and employment status.
- A mortgage or loan. A lender wants stable, verifiable income and length of employment, since these affect how much you can borrow.
- Leasing a vehicle. Similar to a loan, the dealer or finance company confirms you can meet the payments.
- A visa or immigration application. The office often wants specific wording, so follow their instructions exactly and include any details they list.
- New accounts or services. Some providers ask for proof of employment before approving an account, usually just needing your status and employer.
Fill out and sign a verification letter online
Whether you are the employee preparing a draft for your manager or the employer sending the final letter, you can complete and sign it without printing. Open a verification letter template as a PDF and fill it in on screen with our fill a PDF tool, typing the name, title, dates, and salary into the right spots. Add the signer's signature with the sign a PDF tool, which lets you draw, type, or upload a signature. The letter is processed in your browser, so the salary and personal details stay on your own device.
For related workplace paperwork, the form templates library includes offer letters, reference letters, and resignation letters you can fill the same way. To keep a reusable template on hand for the next request, create a free account and save your letter so you only change the details each time.
Before you send it
- The employee has agreed to what the letter shares, especially salary.
- The facts, dates, and title match the employment records.
- The letter is on company letterhead with a contact for follow-up.
- It is signed and dated by someone authorized to confirm the details.
- For a visa or loan, the letter includes exactly what the requester asked for.
An employment verification letter is a small document that carries a lot of weight, since it is often the proof that clears the way for a lease, a loan, or a visa. Keep it factual, get it signed by the right person, and it will do its job.
Frequently asked questions
Who writes and signs an employment verification letter?
The employer writes it, usually a manager, supervisor, or someone in human resources or payroll with access to the employee's records and the authority to confirm the details. The employee normally requests it, and a third party such as a landlord or lender is the one who needs it.
What should an employment verification letter include?
It typically includes the company letterhead and date, the employee's name and job title, their employment status and start date, salary if agreed, and the signer's name, title, signature, and contact details. Keep it to the facts the requester asked for.
Does the letter have to include my salary?
Only if the requester needs it and you agree to share it. Employers should generally have the employee's consent before releasing salary to a third party. If the landlord or lender does not require salary, the letter can confirm your title, status, and start date instead.
How do I ask my employer for a verification letter?
Contact your manager, human resources, or payroll, explain who needs it and why, tell them what details to include, and give them the recipient's name and address if you have it. Ask a few days before your deadline, since larger employers may have a set process.
Can a former employer provide a verification letter?
Yes. A letter for a past job confirms the same facts, including your title, your start date, and your end date, and states that you were employed until you left. It should still be signed by someone authorized to confirm the records.
Can I fill out and sign a verification letter online?
Yes. You can open a verification letter template as a PDF, type in the name, title, dates, and any salary with a fill tool, and add the signer's signature with a signing tool. The file stays on your device, which keeps the salary and personal details private.