What Is an Employment Verification Letter?
An employment verification letter proves a worker’s job status and pay. As an employer, you write and issue this letter after an employee asks for it. It will contain key details, such as the worker’s job title, salary, and start and end dates.
Fill out our employment verification letter template to show your professionalism. Give employees the proof they need to reach their goals, financial or otherwise. Employers who grant employee requests create happier, more stable workforces.
Why Do Employees Need Employment Verification?
Employees request employment verification letters from their employers in the following situations:
- when completing a rental application for a new lease
- when applying for a mortgage or another type of loan
- when attempting to fulfill immigration requirements
- when completing a work permit application
- when going through the visa process
- when filling out a job application for a new job
When employees show they have a stable income, application processors may be more likely to accept them. While an employee can use pay stubs to prove their salary, written work verification provides further evidence.
How to Write an Employment Verification Letter
An employment letter can be short and sweet, sharing only an employee’s work status and salary.
Keep it concise and limit it only to what the employee requests. Follow these steps to create a basic employment verification letter.
1. Receive Request From Employee
An employee usually requests a letter for employment verification. They may email, call, or talk to you in person about their needs.
If desired, consider asking the employee (the requesting party) to fill out a release of liability waiver. This document protects you from liability related to disclosing the requested details.
In some cases, a third party initiates the employment verification request. If this happens, the third party must get the employee’s consent through a wage verification form. Only write the job verification letter if you have the employee’s explicit consent.
2. Refer to Your Employment Records
Search your records for proof of an employee’s employment and salary. Common examples of evidence include bank statements, employment contracts, and W-2 forms.
Refer to these documents as you complete the employee employment verification letter. Don’t provide copies unless the employee requests them. This will protect the employee’s sensitive information.
3. Fill Out the Letter for Employment Verification
Once you have evidence to refer to, start writing the employment confirmation letter. State the letter’s purpose, either to provide salary verification or work verification. Include details such as the employee’s:
- full name
- job title
- job description
- company name
- employment location
- salary
- frequency of payment
- bonuses
Only include the information that the employee requests—omit everything else. Verify that all information is correct to the best of your knowledge. Be sure to keep your statements factual, avoiding judgments about the worker’s conduct. A letter of recommendation is better for giving feedback on an employee’s performance.
4. Standardize the Employment Verification Request Process
Employment verifications can be tricky. Third parties have varying needs, and employees often seek detailed letters for future jobs.
Streamline requests by using our employment letter template. Pair it with a standardized process to make these requests easier for everyone.
Prepare instructions to give employees when they request employment or salary verification. Explain what details they need to provide so you can write a thorough letter. Then, set realistic deadlines, including how much notice the employee must give you.
A documented approach benefits employees and employers by ensuring consistency. It can also reduce administrative time and prevent human errors.
What to Know About Employment Verification
Writing an employment verification form comes with responsibilities. Familiarize yourself with information relating to your duties and protections below:
- Consent: Get your employee’s consent before revealing employment status and salary details.
- Response obligations: You should respond to employment verification requests if they come from employees or non-government bodies. You must respond if a government agency makes the request.
- Provision of information: You must only provide truthful, verifiable information in good faith.
Employer Protections for Employment Verification
State laws may protect you when responding to employment verification (VOE) requests. Some offer broad protection, while others only cover certain details, like facts but not opinions. Always check your state’s rules before you respond.
