Sample Verification of Employment Letters

What Are Verification of Employment Letters?

Verification of employment letters or employment verification letters highlight an employee’s old and current work experience with a particular business. Also called proof of employment, this professional document contains the employee’s employment period, work status, salary details, and other specific requirements needed by the third party to verify, as well as what your company allows to disclose. And this letter normally concerns human resources when employees request employment verification, especially if these workers plan on working for another organization or apply for personal life decisions such as insurance and loans.

Studies have shown that 50% of the population contains at least a few exaggerated and misleading content in their resumes.

Also, Corra Group reported that around 95% of applicants falsified certain statements on their resumes.

Why Employees Request for a Verification of Employment Letter

It is no surprise for managers and the human resources department to receive request letters from employees who need proof of employment from time to time. But what possible reasons could there be in asking for employment verification? In this section, understand the importance of an employment verification letter to whom it may concern.

Employment Application: The customary reason for asking for an employment verification letter is for job application purposes. Examples include the verification of previous employment letter, verification of current employment letter, and verification of part-time employment letter. That typically happens when an employee quits from your organization and moves to another company, which then leads to why the employment verification is essential. So HR must input the proper details in the written or printed letter so the next employer would find the employee’s verified data to be credible.Loan Application: The second common function of a verification of employment letter is for personal life decisions. But it can be divided into many categories and one notable example is for loan application purposes. Whether an employee’s goal is to get an auto loan, home mortgage, or any type of loan, lenders naturally want to know how stable the borrowers’ incomes are. Since loans often require month-to-month payments, lenders need to make sure that the borrower has a stable income before the loan gets approved.Rental Application: Similar to loan applications, most rental applications need a verification of employment letter to check if the renter can really commit to the weekly, biweekly, monthly, or quarterly rental fees. In fact, home or apartment rental payments vary since there can be a lot of associated costs from the rental deposit, rental payment, laundry cost, maintenance cost, etc.Insurance Application: You should know by now that checking how stable your income is matters a lot to most organizations during applications, including an insurance application. Companies evaluate if it is feasible for you to handle the insurance costs or else termination ensues. Hence, impressive insurance receipts take over if you are responsible financially and professionally.Visa Application: Besides judging only from your income, there are instances where you are also evaluated in terms of how ready you are for immigration. This is clearly expressed in a visa application where you are more likely to be approved when you have a stellar job performance and honest work experience. For those who need to apply for a  job in a new country, employers trust you more with impressive job background.Membership Application: Any organization that requests for your professional standing and job history to become an official member also concerns an employment verification letter. So expect to ace your membership application when the necessary info that supports your employment is stated thoroughly in a verification form or letter. However, employees should be transparent in telling their current or previous manager about the nature of the business they want to be a member of and why verification is needed for it. That way, lesser questions will be asked.

What to Include in a Standard Verification of Employment Letter

You already know that there are wide-ranging circumstances as to why people may ask for verification of employment letters. But before you dive into making the letter itself, it is crucial to familiarize what details are actually inside the letter. Although reasons behind making verification of employment letters differ, any verification letter of employment sample consists of the following basic parts:

Company Details: A fair introduction to the verification of employment letter is to clarify the name of the company the employee belongs to. Or, it could be the name of the previous business if the letter is specifically a previous employment verification letter. Other company details to tackle are the company address and contact list details.Employer Details: Speaking of contact list details, make sure the letter addresses who the employer is. This part is critical because not having the name of the employer or even the employer’s signature could lessen the letter’s credibility. Also, don’t forget to add the employer branding and address in the verification of employment letter.Details of the Company Requesting Verification: Indeed, an employee requests the verification of employment letter. But that’s because the employee was asked by another company that needs verification for it. Hence, name the company and address of the organization requesting the verification in the first place.Employee Name: Of course, the employee of concern should be clearly identified in the letter, or the employment verification could refer to any other employee. Just like most employee forms, write the employee’s complete legal name, age, and other personal details needed.Employment Dates: Besides the employee’s personal information, head back to the professional details starting with the employment dates. Refer to official business records in confirming the employment period of an employee. Seeing the starting date and current or final date leaves an impression on any employer.Job Title: Be specific in stating the employee job title. For example, you can’t just say someone is an accountant. An accountant of what? For what company? And what level of accountancy does that employee have? Thus, specific titles are a must.Job Description: To further explain the job title, the job description follows. This part should briefly explain the employee’s tasks and roles in the company. And same with before, be direct to the point with the details. And ensure that the job description is really what the employee did or the letter’s data could just be a whole sham.Salary History: For those companies that really dig deep into an employee’s income or salary stability, a clear salary history should suffice in proving how stable an employee is financially. Some organizations even ask for other sources of income in case the monthly income is quite low.Reason for Termination: If applicable, note the reason for termination. You need not include the whole termination letter in the verification of employment but just a brief background of why an employee left or got terminated. But if the worker of concern is still operating with the company currently, then this part is not included.

How to Make a Gratifying Verification of Employment Letter

It could get overwhelming and intimidating to start an employment verification letter of your own without any reference upon doing it. But after learning what the letter means, why it is important, and what to include in the document, you’ll have an idea of how to create verification of employment letters. So in this segment, here are the steps you need to follow in crafting a complete verification of employment letter:

Step 1: Use an Editable Verification of Employment Letter Template

Did you think you’ll need to make a verification of employment letter from scratch? That’s not the case here on because we’ll make your experience a lot easier by ensuring you can choose, edit, and download a free employment verification letter sample. And if you need more than just employment verification letters, we have a bunch of templates up for grabs including an authorization letter, resignation letter, cover letter, and so much more.

Step 2: Insert the Standard Elements to Include in the Letter

Can you remember the discussion of what to include in a basic employment verification letter? Make sure you add them individually to your letter. From the company details down to the reason for termination, ensure that you got the essentials covered in writing a detailed letter. However, review the current policies of your organization regarding what data are allowed to disclose or not disclose. Trouble would come after if sensitive or private details will be shared with a third party so avoid that mistake.

Step 3: Observe a Formal Letter Format

Considering that employers and major entities would seek a verification of employment letter, it only makes sense to follow the standard formal letter format in crafting the document. That means you mind the sender and receiver details, salutation, introduction, body, conclusion, complimentary close, and signature. And since sample verification of employment letters are customizable, you’re free to make your letters as organized or presentable as possible.

Step 4: Write in a Business-Appropriate Tone

Bear in mind that the overall document is still a business letter. That means you don’t write in a personal manner but rather with a professional tone. But that doesn’t mean you sound too robotic or generic in a letter because it’s formal. It’s still a cordial message all along. Just make sure to refrain from opinions or any message that leads to misleading interpretations while writing.

Step 5: Fact-Checking Is an Absolute Must

What is a verification of employment letter without actual verification? So while writing, expect to refer to an employment contract or any document needed to write about the employee’s information. The manager or HR’s credibility will be on the line upon writing so you can’t just go wrong with the details. Also, make sure to refer to updated information because those could add faulty statements in the letter.

Step 6: Provide Supporting Details if Necessary

If there are instances where more evidence is asked by an entity, then supporting documents are helpful to solidify your letter’s statements. But, only add supporting files that are relevant to what’s been talked about in the employment verification letter. Great examples worth supporting are some claims that are almost too good to be true. So at least prove how true those claims are by incorporating evidence or attachments to the letter.


How common are fake resumes?

Fake resumes can be everywhere because according to a survey, 95% of applicants claimed to have falsified specific data on their resumes. And that statistical data alone proves why desperate times require desperate measures—the need for a verification of employment letter.

What are the advantages of an employment verification letter?

A verification of employment letter composes of wide-ranging benefits. One example is how it fully verifies your employment details as these documents are prepared by HR or managers; thus, they come from reliable sources. Also, the letter addresses what details are allowed or not allowed to be disclosed. Another advantage is the development of a positive employee-employer relationship. The fact that the employer grants an employee’s request for verification is a noble move. And most importantly, the data presented in the letter convinces employers or any organization that the items enlisted are true.

Should HR verify employment details?

Yes. In fact, the Department of General Services has a policy statement that the central source for submitting employment verification letters is the office of human resources.

Take advantage of your document development efforts by making verification of employment letters efficiently and effectively. Even though it is time-consuming to dig the truth and avoid unpleasant results caused by a lying employee, it only makes sense to seek verification at all costs and prevent risks no matter what. And since you already learned the standard 411 of how to come up with a compelling employment verification letter, as wholly discussed earlier, start creating your own letter with editable templates now!