How to write an employment verification letter – with sample – Ladders

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Some people need an employment verification letter from their employer. Usually, someone requests this type of letter because they are applying for a mortgage loan, signing a new lease, applying for a foster child, or something else that requires proof that they have a job. In some instances, a person may request an employment verification letter from their previous employer; this would likely be in the case of obtaining a new job.

You may receive one of these requests for verification and, if so, it’s helpful to know the proper etiquette for writing one.

The purpose of an employment verification letter is pretty straightforward — to let the recipient know the person in question did work for you. An employment verification letter will provide limited information about the subject’s employment. Certain types of institutions may request a letter of employment verification, such as:

The institution requesting the information may need to ensure the subject has a job for various reasons. If a mortgage or other loan company requests it, they want to ensure the subject has the means to pay back the loan. If a prospective employer requests an employment verification letter, it is to make sure there are no work history gaps. A government agency might request an employment verification letter if a person is applying to be a foster parent; the department handling that needs to ensure the person has the financial means to take care of a child.

Finally, an employee might request an employment verification letter because they want to have it on hand if needed to show any entity that might request it. This will speed up the process for them. However, in some cases, an institution might want the company to send the letter directly. 

An employment verification letter is not the same as a reference letter, which means you won’t be writing about the employee’s skills, abilities, and qualities — you’ll just need to provide the basic facts of their employment. Here is a review of what you’ll need to present in the letter:

When writing an employment verification letter, you’ll use a standard business letter format. By following the guidelines listed below, you will be on the right path to creating the ideal employment verification letter. The guidelines consist of the following:

Now that you have the main idea about how to get the format right, it’s time to take a look at what to do within the margins. The information contained within the letter should be direct and brief.

In the first few sentences, identify yourself, your company, and your purpose for writing. Next, provide the reader with the employee’s full name and date of employment. If they are no longer working with you, be sure to give a starting and ending date. If they are still working for you, you’ll only need to provide the starting date and indicate they are a current employee.

Provide any other requested information, such as hours the person works a week, hourly wage or an annual salary, and when the person is paid. If no one has requested this information, then you don’t need to provide it. Some employment verification letters only need to know that the person is or was employed by you. So, don’t volunteer extra information.

You can end the letter by offering to be of further help if needed. Provide your number or an email address — whichever you prefer.

When you’re done, be sure to look over the letter for any errors, correct them, and then sign the letter.

Rhonda Lester
Director of Digital Marketing
GMC Associates
10 Applewood Street, Ste. 100
Portland, ME 04101

January 28, 2022

Jake Donnelly
Senior Vice President
Donnelly Industries, Inc.
49 Maple Street, 1st Floor
Portland, ME 04101

Dear Mr. Donnelly,

I am the Director of Marketing, Rhonda Lester, at GMC Associates. I’m writing this letter to verify that Sheri Williams has worked at GMC Associates from June 10, 2015, until the present day, in our Accounting Department.

If you require any additional information or wish to speak to me, feel free to reach out to me at 222-111-1212.

Sincerely,

(Handwritten Signature)

Rhonda Lester

What if you’re the person in need of an employment verification letter? What is the appropriate way to go about requesting one? For starters, you need to notify your employer in advance to let them know that someone will be contacting them for verification. Let them know what information you wish to release. Some companies may have a policy about releasing personal information and will make you sign a waiver. This would allow them to provide your information to other companies. If the company has a separate Human Resources department, they are typically the department you would contact and discuss this with.

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