Do you need to write or request an employment verification letter? Employees may need these letters for landlords or financial institutions if they are trying to rent or purchase a home. They're also sometimes necessary for insurance reasons or to confirm that an individual worked at a company during the dates given on a resume or job application.

The good news is that employment verification letters are usually fairly simple documents, and therefore easy to write or to obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.

How to Request an Employment Verification Letter

If you are requesting an employment verification letter from a current or former employer, it's important to ask for the letter in a professional way. First, check in with your Human Resources (HR) department. The company may have a policy regarding the release of information, and you may need to give permission for your employment history to be released to a third party. Often, your HR contact will compose the letter for you or provide you with a template to give to your manager.

You can also ask your manager or supervisor directly. Offer a template or sample letter as a guide.

Be sure to provide them with all the information they need to write the letter, including who to address the letter to and exactly what details need to be included.

What Is Included in an Employment Verification Letter?

If you need to write an employment verification letter for someone, it’s important to make sure that your letter provides the correct information and adheres to an appropriate format. You won’t help the recipient by drafting a less-than-professional note.

Follow business letter format. Use standard business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to include a salutation at the beginning and a handwritten signature at the end.

Use standard business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to include a salutation at the beginning and a handwritten signature at the end. Keep it concise. Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks – for example, do not provide an evaluation of the employee’s work.

Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks – for example, do not provide an evaluation of the employee’s work. Include all requested information. Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific job title), and the amount of time they have been employed. Check with your employee if any additional information needs to be shared. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include these extra details unless requested.

Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific job title), and the amount of time they have been employed. Check with your employee if any additional information needs to be shared. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include these extra details unless requested. Provide your contact information. At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email.

At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email. Edit and proofread before you send. This letter is likely very important to your employee or former employee – their housing, future employment, or insurance may depend on it. Take the time to make this letter as professional as possible. Read through the letter for any errors.

How to Use Letter Examples

It is a good idea to review letter examples before writing an employment verification letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document (such as dates of employment).

You should tailor a letter to fit the particular employee you are writing the letter for, and the information he or she asks you to include.

While examples, templates, and guidelines are a great starting point in your letter, you should always be flexible.

Employment Verification Template

Name

Job Title

Company Name

Address

City, State Zip Code Date Name of Person Requesting Verification

Job Title

Company Name

Address

City, State Zip Code Dear Mr./Ms. Last Name, This letter is to verify that (employee name) has been employed at (company name) since (start date). If you require any additional information regarding (employee name), please feel free to contact me at (your phone number). Sincerely, (Handwritten Signature) Your Name Expand

Employment Verification for Current Employee

Shawna Easton

Director of Accounting

GMC Associates

17 Chestnut Street, Ste. 200

Portland, ME 04101 September 1, 2019 John Dolan

Senior Vice President

Dolan Industries, Inc.

43 Oak Street, 2nd Floor

Portland, ME 04101 Dear Mr. Dolan, This letter is to verify that Seneca Williams has been employed at GMC Associates for the past three years in our Accounting Department. She began work on August 1, 2017. If you require any additional information, please feel free to contact me at 555-111-1212. Sincerely, (Handwritten Signature) Shawna Easton

Director of Accounting

GMC Associates Expand

Employment Verification for Past Employee

Janice Montgomery

Human Resources Manager

Martin & Martin Incorporated

100 Main Street, Ste. 100

Spokane, WA 99201 July 1, 2019 Julia Sanchez Manager

Archer Studios

34 Otis Drive, Ste. 500

Spokane, WA 99201 Dear Ms. Sanchez, This letter is to verify that Bob Smith was employed at Martin & Martin Incorporated from January 3, 2016 to March 1, 2019. If you require any additional information regarding Bob, please feel free to contact me at 555-765-4321. Sincerely, (Handwritten Signature) Janice Montgomery Expand