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Employment Verification Letter Samples and Templates

What Is an Employment Verification Letter?

How to request an employment verification letter.

• What Is Included in the Letter

How to Use Letter Examples

Employment verification template.

• Verification for Current Employee
• Verification for Past Employee

Colleen Tighe / The Balance

Do you need to write or request an employment verification letter? There are several reasons why you may need verification of your employment status. 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 they're easy to write or obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.

An employment verification letter is written by a current or past employer to confirm that an employee or former employee worked at an organization. The request may come from the employee, government agencies, prospective landlords, mortgage lenders, academic institutions, prospective employers, or collection agencies.

The request may include verification of dates of employment, salary, and whether the employee is expected to continue employment or is eligible to be rehired. If the employee has been terminated, the requestor may ask for the reason for termination.

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 with your human resources 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.

Be sure to provide your manager or HR with all the information they need to write the letter, including whom 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 your letter provides the correct information and adheres to an appropriate format.

• 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.
• 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.
• 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.
• 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.
• 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 before you send it.

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 they ask you to include.

Name Job Title Company Name Address City, State Zip Code

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).

(Handwritten Signature)

Employment Verification for Current Employee

Shawna Easton Director of Accounting GMC Associates 17 Chestnut Street, Ste. 200 Portland, ME 04101

April 18, 2024

John Dolan Senior Vice President Dolan Industries, Inc. 43 Oak Street, 2 nd  Floor Portland, ME 04101

Dear Mr. Dolan,

This letter is to verify that Seneca Williams has been employed at GMC Associates for the past five years in our Accounting Department. She began work on April 1, 2019.

If you require any additional information, please feel free to contact me at 555-111-1212.

Shawna Easton Director of Accounting GMC Associates

Employment Verification for Past Employee

Janice Montgomery Human Resources Manager Martin & Martin Incorporated 100 Main Street, Ste. 100 Spokane, WA 99201

April 20, 2024

Julia Sanchez Manager Archer Studios 34 Otis Drive, Ste. 500 Spokane, WA 99201

Dear Ms. Sanchez,

This letter is to verify that Robert Smith was employed at Martin & Martin, Incorporated from January 3, 2018 to March 1, 2023.

If you require any additional information regarding Robert Smith, please feel free to contact me at 555-765-4321.

Janice Montgomery

Key Takeaways

• Many organizations have guidelines about what should be included in employment verification letters. They may even specify that all letters must go through HR.
• When writing a verification letter, use business letter format. This will ensure that your letter is appropriate and professional, as well as easy to read.
• Whether you’re requesting a letter or writing one for an employee, find out what information to include, e.g., dates of employment and job title.

SHRM. " When Must an Employer Respond To a Verification Of Employment Request? "

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Legal Templates

Home Business Verification Forms Employment (Income)

Employment (Income) Verification Letter

Use our employment verification letter to prove an individual’s salary and employment status.

Updated May 28, 2024 Written by Ioana Gagiuc | Reviewed by Susan Chai, Esq.

An employment verification letter confirms an individual’s current or past employment status and details. It validates income or employment history for loan applications, lease agreements, immigration purposes, and other use cases.

Employment Verification vs. Salary Verification

The main objective of an employment verification letter is to verify employment status rather than providing specific salary information, whereas a salary verification letter specifically confirms an individual’s income or salary with a company.

What Is an Employment Verification Letter?

How to verify employment, how to request an employment verification letter, how to write an employment verification letter, employment verification letter sample, frequently asked questions.

An employment verification letter (or proof of income letter) verifies a previous or current employee’s salary, employment history, and job responsibilities.

A verification letter is also a common third-party prerequisite to confirm that an individual has the income to make monthly payments for a significant expenditure — whether for a lease, mortgage, or loan.

Verifying parties typically submit this document in business letter format with their name, job title and contact information, current date, and the employee’s income or job status. It does not only verify employment but also may include additional details such as eligibility for rehire or the reason for termination in cases where applicable.

Who Needs an Employment Verification Letter?

The following people, businesses, and organizations may ask for employment verification letters to learn more about an individual’s work experience and salary details:

• Purpose of the Letter: To confirm an individual will be responsible and make timely rent payments.
• Purpose of the Letter: To assess applicants’ income stability and ability to repay the loan when they apply for loans, mortgages, or other financial products.
• Purpose of the Letter: To confirm the employment details the candidate provides. They may reference the information provided on the employee’s I-9 Form to confirm their employment eligibility and status.
• Purpose of the Letter: To determine their eligibility when they apply for specific positions.

An employment letter may also be necessary for immigration, work permits, or visa processes to assess an individual’s employment status and income.

Information to Avoid

• Employers must exercise honesty and discretion when providing information about former employees. They should stick to factual, employment-related details like dates and job titles, avoiding delving into termination reasons.
• Compliance with federal, state, and local laws regarding disclosure is essential, especially considering sensitive issues like child custody cases, where the letter’s content could be used as evidence.

Step 1 – Receive the Individual’s Employment Verification Letter

If you haven’t yet received an individual’s income verification letter, you can request that they send it to you. Examine the document for potential issues, such as discrepancies in basic information or inconsistencies with the individual’s provided details.

Step 2 – Look Up the Organization

Check the status of the business entity to confirm it’s real. Every state has a searchable business directory tool that you can use to conduct your research. Ensure the author of the individual’s letter matches the information on the Secretary of State’s website.

Step 3 – Contact the Employer

Get in touch with the employer via email or phone to confirm they composed and signed the letter. If you’re contacting them by phone, do so during traditional business hours for the best chance of a response. If the person you want to speak with isn’t available, ask their secretary or assistant to set up a virtual meeting time.

Step 4 – Request Pay Stubs

Ask for two of their most recent pay stubs. If they can’t provide this information, you may instead ask for proof of income like:

• Bank statements
• Tax returns ( Form 1040 )
• Wage and tax statements ( W-2 Form )
• Social Security proof of income/benefits verification
• Proof of workers’ compensation

Step 5 – Obtain the Previous Two Years’ Tax Returns

In many cases, self-employed individuals receive payments in cash. In such situations, it is advisable to obtain at least the tax returns from the past two years. Every individual in the U.S. must fulfill their tax responsibilities to the federal government, so if they earn any form of income, they will have filed a tax return.

• For Individuals: Request IRS Form W-2.
• For Self-Employed Individuals: Request IRS Form 1040. Additionally, ask for IRS Form 4506-T , which allows the federal government to authenticate the self-employed individual’s income from the previous year. Processing is free and typically takes around one business day.

Step 6 – Run a Credit Report

Use a background check authorization form to collect the person’s information. Then, run a credit report through one of the three major credit reporting agencies: Transunion, Experian, and Equifax.

Here’s how to ask for an employment verification letter depending on whether you’re a former employee or an external party:

If You’re the Employee

• Consult your supervisor or manager. This is often the most straightforward method for requesting the letter. However, ensure to offer complete details and context for clarity.
• Contact the human resources department. Certain organizations have established formal procedures requiring engagement with the HR department.
• Complete a request form. Fill out the request form your HR department provides you. Supply specific information you’d like them to include in the letter, such as your employment dates and status (full-time versus part-time).
• Note the recipient. Indicate if you want them to send the letter to the requestor or give it to you so you can supply it to the appropriate party.
• Follow up. If you haven’t received word that they’ve written and delivered your letter within a reasonable timeframe, check on the status of your letter.

Employment Verification Request Example

Hi [Insert name],

I am applying for a lease, and the landlord has requested proof of my employment. They’ve asked that you verify my dates of employment, job title, and salary.

Their address is: [Insert address]

They also accept verification via fax at [insert number]. Please let me know if there’s anything else you need.

[Position and Company]

If You’re an External Party

• Seek authorization from the individual. You must obtain explicit permission from the employee before you pursue the process of getting an income verification letter.
• Contact the employer. Find the designated contact for employment verification requests at the individual’s company.
• Specify the information you want. Be specific about the information you want, such as their income and employment length.
• Indicate the delivery method. Clarify how you’d like to receive the letter, whether via certified mail, fax, or in person.

Here are the steps to follow when writing an employment verification form:

Step 1 – Provide the Employer’s Details

Write down the employer’s details. Include the name (or company) of the current or past employer verifying the employment and the address.

Step 2 – Enter the Requesting Party’s Details

Provide the name and address of the party requesting the employment verification, such as a bank or a landlord. If the requester is unknown, leave this blank.

Write the name of the contact person for the party requesting verification. If the requester is unknown, use “To Whom It May Concern” to address the letter.

Step 3 – Fill in Verification Details

Enter the name of the verified person. Also, provide their employment details, like their employer’s name, job title, employment start date, and company’s address.

Include supporting documents within this letter to verify the employee’s salary and bonus, if any. Remember that there are state and local laws regarding salary disclosure, and some require employee authorization.

Step 4 – Provide the Employer’s Contact Information

Write the employer’s contact details, including their phone number and email address. Before sending, ensure to carefully edit and proofread the letter.

Step 5 – Get Notary Acknowledgement (Optional)

While this letter doesn’t require notarization, it can add to its legitimacy. If you’d like, have a notary witness the employer’s signature for authenticity.

Download an employment verification letter template in PDF or Word format below:

How much proof of income do I need to provide?

It depends. Some lenders may want to see you earn a specific amount to ensure you meet your monthly payments. They may also want to see income verification for a specific period, such as the last two months.

Can I use a bank statement alone as proof of income?

You can use bank statements as supplementary documents, but landlords and lending financial institutions may often request pay stubs as primary proof of income.

What if I don’t have any traditional proof of income?

If you’re applying for a loan, you can have a cosigner sign for you. This person pledges to pay back the loan if you default, so you won’t necessarily need to provide proof of income.

Suppose you’re applying to rent an apartment or home. In this case, you may need to present nontraditional proof of income, such as bank statements, a letter from your current employer, an invoice/contract of the work you’ve completed recently, or a profit/loss statement.

How long should I keep copies of my proof of income documents?

It depends on the exact document. According to the IRS , you should keep tax returns and related documents for two years from when you paid your obligations or three years from when you filed the original return (whichever is later).

Retain your paystubs until you receive your W-2 for that year. Retain bank statements for at least one year unless you need them for important matters (like home purchases or taxes). In this case, keep them for at least three years.

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Home › Templates › 7 Verification of Employment Letter Templates

7 Verification of Employment Letter Templates

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Are you interested in finding out what verification of employment letters looks like? Then you are in the right place.

Verification letters are simple documents required by multiple places to ensure that you are working at a company.

What is an Employment Verification Letter?

A current or past employer writes an employment verification letter to confirm that a former employee or current employee worked at the organization. 

The request may come from a prospective employer, an employee, government agencies, prospective landlords, mortgage lenders, or agencies.

The request includes verification of dates of salary, employment, and whether the employee is expected to continue employment or is eligible to be rehired. If the employee is fired or terminated, the requestor may ask for the reason for termination.

What is in an Employment Verification Form?

Ensure the employment verification letter provides the correct information and adheres to an appropriate format.

An employment verification letter will have the company’s official letterhead or stationery, including the company logo. 

It will include the following information:

• Employer current address
• Address and name of the company requesting verification
• Employee name
• Employment dates
• Employee job title
• Employee job description
• Employee current salary
• Reason for termination

Follow Business Letter Format

Use a common business letter format when writing the letter. Firstly, include your contact information at the top, then the date, and eventually, the recipient’s contact information. Include a salutation at the beginning and end the letter with a sign.

Keep it Concise

Employment verification letters must not be too lengthy. Don’t add any information beyond what the employee asks. For example, do not provide a thorough evaluation of the employee’s work.

Include All Requested Information 

Most employment verification letters include:

• The person’s name.
• Their department in the company (occasionally their job title).
• The number of times they have changed jobs.

Check with your employee if there is any additional information that needs to be added. For example, some letters include the salary, how frequently they are paid (bi-weekly, monthly, etc.), and how many total hours a week they work. However, don’t add these extra details unless requested.

Provide your Contact Details

At the end of the letter, be open to answering any further questions. Provide contact information for the recipient, such as your phone number or email.

Proofread and Edit

This letter is very important to your employee or former employee—their housing, future employment, or insurance will depend on it. Therefore, take plenty of time to make this letter serious and professional. Read carefully for any errors before you send it.

Here are some employment verification forms to get you started.

Basic Employment Verification Letter Sample

Date: August 1, 20XX

This letter is to certify income and employment for [insert pronoun] has been employed at [company] and holds the title of He/She has been an employee with [company] since. The company is at [insert pronoun] current salary is $ paid yearly/monthly/weekly/bi-weekly /hourly.

The following supporting document(s) are proof of income: (Check all that apply)

•  Wage and tax statement (W-2)
•  Tax return (1040)
•  Social security proof of income letter
•  Workers compensation letter
• Bank statements

All of the information provided is correct to the best of my knowledge.

If you have any questions regarding the information provided, please don’t hesitate to contact me at [phone number] or (email).

Sample Employment Verification Letter Template for Past Employee

XX Main Street

Dallas, TX 75201

August 1, 20XX

444 First Ave.

Dallas, TX 75001

Dear Mr. Gonzalez, 

This letter is to confirm that ABC was employed as a Senior User Experience Researcher at XX Inc. from May 3, 20XX, to September 25, 20XX. 

If you have any queries or need any additional information, please feel free to contact us at 216-333-0101 or [email protected] .

Human Resources Manager

Employment Letter Template for Current Employee

Dallas, TX, 75201

XYZ Loan Company, LLC

222 Second Ave.

Chicago, 75022

To Whom It May Concern,  

Please accept this letter as verification of XYZ’s employment with XX Inc. 

Employee Name: ABC

Employment Dates: May 2, 20XX – Present

Current Job Title: Senior User Experience Researcher

Current Salary: $140,000

If you have any questions or need any additional information, please feel free to contact us at 216-333-0101 or [email protected] .

Richard Ramirez

Employment Verification Letter Template with Job Description

XX Company (On Company letterhead)

425 Main Street

Pleasant Hill, CA 94523

Date (Month/day/year)

Commission on Teacher Credentialing

1900 Capitol Avenue

Sacramento, CA 94244-2700

To Whom It May Concern,

This letter is to confirm the employment of XYZ, who worked for XX Company as an Automotive Mechanic from March 17, 1995, until November 23, 2000. John was a full-time employee.

As an Automotive Mechanic, his duties were as follows:

• General automotive repair
• Diagnose defective engines
• Replace defective parts
• Tune-up engines
• Replace brakes

Please get in touch with me at (000) 111-2222 if you have any questions.

ABC (Name of Supervisor)

The owner (Position/Title)

Employment Verification Letter Template for Visa Process

United States Embassy

Non-Immigrant Visa Unit

Re: Employment Verification for [Beneficiary]

Dear Sir/Madam,

This letter serves as an employment confirmation letter that [Beneficiary] remains currently employed with us on a full-time basis, under the terms of his/her approved visa petition. Accordingly, the duties and responsibilities of the job remain as described in our original letter accompanying the approved visa petition.

We look forward to the rapid re-admission of [Beneficiary] to the United States to resume employment with our company and respectfully request that you kindly extend all due courtesies.

Please feel free to contact us if your office requires any further information. You may also contact our immigration counsel, XX LLP, at (215) 935-4659.

[Company representative’s name] ,

Request Employment Verification Sample Letter from Employer

Company Name or Letterhead

City, State, Zip

Dear Ms. XX,

We are considering YY for a supervisory position with our company. While we have confirmed the standard information concerning his work history and employment status at your company with the Personnel Department, we would appreciate it if you can write an employment verification and address the following areas concerning his job performance:

• What was the nature of Mr. YY’s position?
• Can Mr. YY’s past job be described as high pressure?
• Did Mr. YY’s job require him to work on several projects simultaneously?
• Do you think Mr. YY can delegate assignments effectively?
• What do you consider to be Mr. YY’s strengths?
• In what areas do you consider Mr. YY in need of further instruction?
• Would you re-employ Mr. YY?

I appreciate you taking the time on behalf of our interviewing committee.

Yours truly,

Employment Verification Template for a Landlord

Many landlords request tenants for an employment letter. This will include the following details:

• Employee hiring date
• Employee classification (part-time, full-time, temporary, contract)
• Annual compensation

This letter serves as proof that XX has been working full-time with XYZ Company for six months as a .

XX is trustworthy, hardworking, and competitive. He/She doesn’t have any existing loans or unpaid bills within our company.

I hope this increases his/her credibility as a possible tenant at your apartment rental.

The company is at his/her current salary is $ paid yearly/monthly/weekly/bi-weekly/hourly.

Human Resources Department

Why Employees Need an Employment Verification Letter

Employees need this letter for any one of these reasons:

• They are applying for an auto loan or home mortgage, and the lender wants to ensure that the employee has a steady job and enough money to cover monthly payments before approving the loan.
• They are applying to rent a house, and the property management company wants to confirm they can afford the deposit, rent payment, maintenance, and any other associated costs.
• They are requesting a deferral or loan payment reduction, and the bank wants to see some proof of real-time income before deciding whether to endorse their request or not.
• They are seeking an opportunity with another employer, and the company wants to affirm the employment as part of the background checking process.

While the employee may not necessarily have to tell why they are asking for an employment verification letter, it is essential that they tell which pieces of information the other party requires and their contact details (e.g., address, the preferred method of delivery).

How to Request an Employment Verification Letter

Are you wondering how to request an employment verification letter from your company? 

Check with your Human Resources department. The company will have a policy regarding the release of information, and you will need to give permission for your employment history to shift to a third party. 

Your HR contact will either provide you with a template to give to your manager or compose the letter for you. You can also ask your supervisor or manager directly.

Creating an Employment Verification Request Process

Once you draft an employment verification letter template, fulfilling these submissions will be much swifter and easier. However, because it may take time to assemble an employee’s information and provide the verification document to the other party, it is vital that employees (and ex-employees) issue their request as soon as possible.

Making your requirements clear will ensure a streamlined employment verification process for everyone concerned. To help simplify the process, consider conveying your expectations through the employee directory or anywhere else you share your HR processes.

Here is a representative employment verification method you can use.

Submit all employment verification requests at least a few business days through the portal, mail, etc. in advance, and incorporate the following information:

• The name and address of the organization asking for the information
• Delivery instructions and information (for example, fax number, mailing address, email address)
• What data does the requesting party need (for example, salary, employment dates, job title)
• The basis for the request (optional)

Keep in mind that it takes a standard of five business days for documents to arrive via mail. When registering an employment verification letter for current or former employees, it is essential to proceed with a uniform process, stay conscious of state laws regarding what details you are allowed to reveal and provide accurate information in a formal, concise manner.

Since employment verification letters frequently help employees secure mortgages, loans, flats, new jobs, and more, it is important to get your written communication straight. Moreover, a professional letter can echo well on your business as a whole.

When you are writing a proof of employment letter, consider the audience as well as the employee you are writing it for. Use a professional business tone when dealing with experts and businesses.

Learning to write a good business letter is a requirement for managers and executives in every industry. Solid communication is what helps you stand out from the crowd. 

As an employer or manager, ensure to use the employment verification letter to explain your role and what you do and provide an honest explanation of the employee’s duties. 

When requested, verify the employee’s first date of work with you, hours, and income. Like all critical business forms, publish the final product on professional letterhead. Remember to provide your job title, phone number, and other contact information, so the letter recipient will know how to connect with you for any other questions they have.

Hence, take your time, read some of the sample employment verification letters at the bottom of this page, and start brainstorming. It’s a great idea to download employment verification templates to keep on hand when the occasion arises. 

Lastly, it is essential to follow a consistent tone and process when writing an employment verification letter for current or former employees. Stay aware of the local and public state laws regarding what information you are allowed to reveal and provide the information in a formal manner.

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Employment verification letter: How-to guide

Employment verification letters stand as pillars of credibility in the professional world, validating an individual's employment status, income, and other pertinent details. The employment verification letter holds substantial importance, whether it's for securing a new job, applying for a rental property, obtaining a visa, or navigating legal matters.

If you work in a company’s human resources department, you might also receive verification requests from your current or former employees for various reasons.

• The current or past employee requesting a verification letter may need it to submit as proof of employment when joining a new company.
• A current employer provides an employment verification letter as a supporting document in banks for loan purposes. Sometimes certain financial institutions also ask an employee to submit an employment letter or employment confirmation letter as additional proof of employment.
• HR departments also get employment verification requests to process documents for visa purposes. 

This comprehensive article aims to delve into the intricacies of employment verification letters, covering everything from their definition to types and various uses.

What is an employment verification letter?

At its core, an employment verification letter, or employment verification form, is a formal document issued by a current or past employer to confirm an individual's employment status and history. It serves as proof of employment and is often required by external parties such as prospective employers, financial institutions, government agencies, or landlords.

An employment verification letter assures the recipient that the individual in question is indeed associated with the company in the stated capacity. It acts as a means of authentication, lending credibility to the individual's claims regarding their employment.

When do you need an employment verification letter?

People request an employment verification letter for different reasons. Sometimes it might be to secure future employment, sometimes to show income eligibility, or even as support documents for various government proceedings. Let’s explore the various use cases where you require a letter for verification of employment.

To apply for a job

Prospective employers often request verification of an applicant's employment history to ensure accuracy in the provided information and evaluate their suitability for the position.

For rental applications

Property management companies or landlords may require proof of employment to assess a tenant's financial stability and ability to meet rental obligations.

For visa purposes

Government agencies processing visa applications may require employment verification to determine an individual's eligibility for entry into a country and other immigration purposes. For example, an individual applying for a work visa may need to submit an employment verification letter from their employer to support their application. People who are applying for a tourist visa may also be required to show their employment details to assure the authorities that they have a permanent job and that their visit is only for leisure and not for seeking employment in the visiting country.

To apply for a loan or mortgage

Banks and financial institutions typically request employment verification to assess an individual's financial stability and ability to repay loans or mortgages. These financial houses request employment verification to evaluate an individual's creditworthiness before approving loans or mortgages.

In legal proceedings

Employment verification letters may be required to support legal cases related to employment disputes, worker's compensation claims, or other legal matters. For instance, an employee involved in a legal dispute with their employer may request an employment verification letter to substantiate their claims regarding their job title, duties, and tenure.

What essential details should be included in a verification of employment letter?

When drafting an employment verification letter, it's crucial to include the following components:

Employer information

Employment verification letters should contain the company’s name, address, and contact information to prove the employee’s credibility.

Employee information

Provide details such as the employee's name, position or job title, and duration of employment in the letter. It will make the employment verification process faster and easier.

Employment details

Include the dates of employment, job responsibilities, and the employee's job status, i.e., whether the individual is a current employee of the company or whether they have resigned. If the employee has resigned, then giving the reason for resignation can also be included.

Salary information

Address the employee's compensation details, including salary, hourly wage, or other relevant financial information. For example, if the letter is submitted as part of a loan application or for rental purposes, including salary details helps. 

However, the  employment verification letter should not include sensitive information such as performance evaluations, bonus plans, or company-provided stock options to maintain confidentiality.

Important things to note while drafting an employment verification letter

Drafting a comprehensive and effective employment verification letter requires attention to detail and adherence to professional standards. Here are some key requirements to consider while writing the letter:

Company letterhead

Ensure the employment verification letter is drafted on the company's official letterhead to enhance authenticity and credibility.

Introduction

Begin the employment verification letter with a formal tone, and outline the purpose of the request. You must also provide the recipient’s contact information, including their name and address in this part.

Address the recipient appropriately, using phrases such as “To whom it may concern” for general requests. If the name of the person is provided, address them as “Dear Mr. or Ms.”

Opening paragraph

In the opening paragraph, clearly state the purpose of the letter and provide a brief overview of the employee's status within the organization.

Body paragraphs

Provide detailed information about the employee's job title, dates of employment, and any other relevant details.

Closing paragraph

Here, you need to reiterate the employer's willingness to verify the employee's information upon request and offer assistance if needed.

Closing salutation

Conclude the letter with a professional closing, such as “Sincerely” or “Best regards.”

In this part, you need to include the employer's signature and contact information to validate the letter's authenticity and provide a point of contact for further inquiries. You can further authorize the letter by stamping the company’s seal on the signature.

Tips for writing an effective employment verification letter

When it comes to the verification of employment, crafting a comprehensive and accurate employment verification letter is crucial. Whether you are a current or former employer responding to a request, it's essential to ensure that your letter meets the necessary standards and provides all the required information. Below are some tips to help you create a robust employment verification letter that effectively serves its purpose:

Understand the purpose

Before diving into the letter, grasp the purpose of the employment verification. Is it for a future employer, a government agency, or a financial institution? Tailoring the content to meet the specific needs of the requester enhances the effectiveness of the letter.

Use a standard business letter format

Employment verification letters should follow a business letter format. This includes a formal salutation, clear body paragraphs, and a professional closing. Using the company's official letterhead can also add credibility to the document.

Include all necessary details

Ensure that the employment verification letter includes all the essential details requested by the party making the inquiry. This typically includes the employee's name, present/current job title, start date, end date (if applicable), and employment status.

Be clear and concise

Avoid ambiguity and keep the letter concise while providing all necessary information. Use clear and straightforward language to convey the details effectively.

Maintain confidentiality

Respect the individual's privacy and confidentiality by only disclosing information that is necessary and relevant for the employment verification request process. Avoid including sensitive details such as social security numbers unless explicitly required.

Proofread thoroughly

Before finalizing the employment verification letter, thoroughly proofread it to eliminate any spelling or grammatical errors. A polished and error-free document enhances professionalism and credibility.

Verify information

Before sending out the letter, double-check all the information provided for accuracy. Inaccurate or incomplete information could lead to misunderstandings or delays in the verification process.

Use an employment verification letter template

Use an employment verification letter template as a guide to draft verification letters easily. An employment verification template helps the employer address multiple employment verification requests faster. With a template, the employer doesn’t need to draft the letter from scratch, making it easier to streamline the process. LegalZoom provides a simple and straightforward employment verification template that can be used from anywhere on any device. To get your document for free, answer the guided questionnaire, fill out the form, and download it.

Frequently asked questions

What's an employment verification letter.

Whether an individual is applying for a job with a company or trying to rent an apartment, it is important to check the background and employment history of the requesting party. This is to verify that the party is telling the truth and worked where they say they did. 

If you’re a property management company or owner of a rental unit, you’ll need an employment verification letter to make sure that the prospective tenant is eligible to cover monthly payments for your property. In the case of mortgage lenders or third-party money lenders, having proof of income speeds up the verification process for requesting parties to secure loans.

A professional letter helps in verifying current or former employees' following details:

• Name and address of the employee
• Employment dates or start date of the employment
• Eligibility to pay back mortgage and rent
• Verify employment history

LegalZoom’s employment verification letter makes it easy to craft an official note to a former employer so they can verify—or deny—specific details.

What information is needed to complete the verification of employment?

To complete a verification letter for employment, keep the below details handy:

• Whose employment do you want to verify : Keep the employee information ready for whom the verification letter is prepared
• Who you're sending the letter to : Have the requestor or recipient’s contact information ready

How do I write a verification letter for employment?

A verification letter for employment serves as an official confirmation of an individual's job history, including details such as job title, dates of employment, and sometimes salary information. Potential employers, landlords, financial institutions, or government agencies often request it to verify the authenticity of a person's employment claims. This letter helps establish credibility and reliability, ensuring that accurate information is provided for various purposes, such as loan applications, rental agreements, or background checks.

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• Human Resources
• Tools and Samples

Employment Verification Letter

An employment verification letter, also called a letter of employment or proof of employment letter, is used to confirm a person's employment dates, salary, and job title. Similar letters are also used by lenders and other entities.

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Download a Sample Employment Verification Letter:

Download a free printable employment verification letter template in Word format.

Employment Verification Letter Sample:

[List their contact information and the date]

[Insert applicant name] has applied for employment with [insert company name], and [he/she] listed your company as part of their employment history. We respectfully request your assistance verifying some of the details that were provided on [insert applicant name]’s resume.

• What dates did [insert applicant name] work for your company?
• What [is/was] their job title?
• What [is/was] their annual salary?
• Would you rehire [insert applicant name]?
• Did [insert applicant name] adhere to company policies?
• Is there any other information you can provide about [insert applicant name]'s job performance?
• If [he/she] is currently employed by your company, has [he/she] turned in a resignation letter?

Thank you in advance for a prompt response! Please feel free to contact me if you have any questions.

[List your name, title, and contact information]

Addition to the employment verification sample.

Some companies won’t release information without a signed consent form from their current or former employee. You can add this to the employment verification letter template.

Under the first paragraph and before the list of employment verification questions in the employment letter sample, simply insert the following sentence:

"[Insert handwritten name] hereby gives permission for this information to be shared."

Include a spot for the applicant to sign and date the form underneath this statement. It’s best to have them hand write their own name as well.

If you will be emailing copies of the employment verification form to their current or previous employers, you’ll only need them to fill out one form. Getting this paperwork signed by each candidate should be part of the in-person application and interview process.

How to Respond to a Letter:

Knowing how to get the information you need from other employers is just as important as knowing how to answer a request for a letter of employment verification.

Responding to an Employment Verification Request Letter.

Know your company's policy..

Do they allow you to fill out a form that’s been faxed or mailed over, or do you need to respond with your own form? Are you allowed to reply at all? Are there certain things you’re not allowed to say?

Know before you answer.

Stick to facts, don't give opinions.

If you’re able to fill out the form you receive, give information that is verifiable. No opinions should be provided on the form.

This may seem unfair if you’ve chosen to ask for opinions on your employment verification letter template. However, it’s imperative that you don’t get yourself or your company into any legal trouble with your answers.

Don't send documentation.

No matter what, never provide another company with documentation, such as a copy of the employee’s personnel records or termination letter . Doing this could easily lead to a lawsuit.

Employment verification for H1B employees.

If your company has employed someone with an H1B visa, it may be required to provide employment verification to the federal government. See our employment verification template for an H1B employee below.

Employment Verification Template for the H1B employee:

[Insert applicable government contact information and date]

This letter certifies that [insert name] is employed at [insert company name] and holds the position of [insert position]. His/her current gross salary is [insert salary] USD per year/month/week. He/she is a [insert full or part]-time employee.

If you have any additional questions, please feel free to call our human resources department at [insert number].

[Signature]

[Insert name and contact information]

How do I request an employment verification request letter?

• Get written consent from the prospective employee.
• Use a business letter format.
• Be upfront but polite. State the purpose of the letter and indicate the applicant's consent.
• Specify what you need to know by asking questions about the applicant's time at their current/former employer.
• End the letter by providing your name and contact details.

How can I get employment verification?

The best way to get employment verification is to write an employment verification letter to confirm a person's employment dates, salary, and job title.

Can a previous employer deny an employment verification letter?

Legally, no business has to reply to a request for employment verification unless it comes from a state or federal government agency. This makes it trickier to get the information you need, but not impossible.

Although it’s truly in everyone’s best interests to comply with employment letter verification requests, you may run into a company that refuses to provide them.

When must an employer respond to a verification of employment?

An employer must only reply to a request for employment verification if it comes from a state or federal government agency.

How do you call to verify employment?

Being polite and aware of what companies can legally divulge is a big part of getting a human resources department to provide employment verification for a current or previous employee.

What is included in an employment verification letter?

The law is clear that everything divulged in employment verification letters must be truthful. As a result, many businesses protect themselves by only listing easily verifiable details, such as the person’s annual salary and dates of employment.

You can ask further questions about the applicant’s job performance and whether or not they were fired, but don’t expect to get an answer that provides any details.

What do you say when verifying employment?

A popular question to ask when verifying employment is “Would you hire this person again?" A common answer is “if qualified.” You’ll notice this doesn’t actually say yes or no. And they may be unqualified if they were fired, if they were a bad employee if they lied on their resume, and if they turned in an extremely negative resignation letter, etc.

In other words, this is a non-answer many human resources departments use that helps prevent legal issues.

Do you have any tips for getting responses to an employment verification letter?

You could reach out to local businesses in the same industry to get more in-depth answers and to create a cooperative environment.

You’d need to be willing to fill out every employment verification form that crosses your desk, but it may be worth it—knowing that you’ll receive the same courtesy in return.

Where can I find more letters for HR?

• Layoff letter.
• Rejection letter.
• Job offer letter.
• Letter of recommendation.
• Employee termination letter.
• New employee welcome letter.
• Thank you letter to employees.
• Letters of appreciation to employees.

Related Articles:

Best background check services, employee termination letter, common cover letter mistakes, letters of appreciation to employees, employment verification.

Employment Verification Letter: Free Template Inside

An employment verification letter is one of the documents you need when you are looking for a job. Learn how to write one with our template as your guide. 8 min read updated on February 01, 2023

When looking to hire a new employee, it’s important to verify the individual's eligibility. One way to do this is by requesting an employment verification letter from the potential employee's previous employers. Fortunately, we've created a free template that can make this process much easier for you. Keep reading for more information on verification letters.

What is an Employment Verification Letter?

What exactly is an employment verification letter, and for what purposes are they used?

Verification of employment letter, otherwise known as a “voe letter”, is a letter confirming someone’s current or former employment status with an employer. Employees sometimes need these letters for future employment, a mortgage or credit application, or a rental application. 

Employers need to be careful in the drafting of these letters to avoid any potential liability. Employees will also need to understand the rules surrounding these letters to ensure they get a letter that will serve their purposes.

On a related note, employment contracts are important to get right the first time. Make sure to use our  Employment Contract Template for help with writing one.

Why is an Employment Verification Letter Necessary?

Employment verification letters are used for a number of purposes. A prospective future employer may want one to make sure the information provided by a job applicant about their prior employment is accurate. Some departing employees request them in order to supply them with job applications. 

Verification letters for current employment are also often required by mortgage lenders, finance companies (for car loans, for example), and landlords to verify an ongoing source of income. These letters are sometimes also needed for insurance reasons, or by government agencies in wage garnishment situations.

What Should be Included in an Employment Verification Letter

In general, an employment verification letter will include the following:

• Employment Status
• Dates of Employment

Occasionally the request for the letter will ask for more information, for example, employment history, the address in the employee’s file, salary growth and/or an assessment of job performance. Issuers of employment verification need to be very careful in responding to such requests because of the liability risks associated with certain information disclosures.

It’s important to also understand  new hire paperwork . 

Making A Request for an Employment Verification Letter

Request from the employee.

When an employee requests an employment verification letter, it’s important to handle the process professionally. If the company has an HR department, that is where the request should be directed. If you are a current employee, check with your HR department about the process. Often, they will prepare the letter, or provide you with a form or template for your manager to use. If you don’t have an HR department at your company, speak with your manager about the request. 

If they don’t have a template or form, it is a good idea to offer to prepare one for them to minimize the burden of preparing the letter. This will also help to ensure that the information you hope to have included in the letter is included—but be mindful that there are some things your manager may not be permitted to include in the letter for liability reasons. For example, don’t ask them to state that you were the best employee ever or that your salary should be doubled. Keep your request reasonable and professional.

Request from A Prospective Employer or Other Third Party

If you are making a request to verify a person’s employment for credit or other non-employment reasons, keep the request brief and professional. Typically, all that should be requested is a name, title, salary, and dates of employment.

Request from a Prospective New Employer

If you are seeking to verify the employment of someone you are  considering hiring , you may want to go further with your request. Verification of past employment is an essential part of applicant screening, and many prospective employers prefer to  verify employment letter s rather than over the phone. It’s important to ensure that prospective employees have given you accurate information. Human resources professionals will tell you that many people inflate their background and salaries in seeking new employment. 

While there are other sources of employee references, like reference letters they supply or include on their LinkedIn profiles, there are risks to relying on these alone. Reference letters can be faked, and recently there have been situations of applicants falsifying LinkedIn references by having friends create them or even making up fake profiles to create them themselves. 

More concerning, online businesses have cropped up where you can actually buy fake LinkedIn references to have posted to your profile. This has become enough of a problem that recruiters have developed strategies for  how to detect a fake LinkedIn recommendation .

There is nothing wrong with verifying that the information an applicant has provided you is truthful, and so, it is acceptable to ask about performance, reasons for leaving, normal working hours, skills you are concerned the prospective employee may have exaggerated, etc., to see if anything was misrepresented. 

Not all former employers will answer all the questions on your form, but it cannot hurt to have them there. However, be careful not to stray into impermissible inquiries like questions about the employee’s health status. It’s a good idea to prepare a standard form you will use for all employment verification requests and then have a lawyer review it to make sure there are no red flags.

Be sure to include dates of employment in your verification request. False dates of employment are a red flag that may point to an issue your applicant is trying to hide. Request the specific hire and departure dates from former employers and compare them carefully to the applicant’s submission.

Providing an Employment Verification Letter

Employment verification letters should be written professionally and with care, like any other formal business correspondence.

Manager Writing the Letter

If you are asked for a verification letter from a current employee, remember that there may be important issues on the line for them, such as a mortgage, a loan for a child’s college, a new apartment, and so on. This may be a chore for you, but it is important and probably stressful for the employee and needs to be taken seriously.

If you are writing a verification letter for a departing or former employee, the issues are equally serious as you do not want to include anything in the letter that could become evidence in a court case—whether from the employee for wrongful dismissal or damaging their future employment prospects or from a new employer who claims you “oversold” the applicant.

If your company has an HR department, check with them on the process for verification letters. They may want to prepare the letter out of the HR department or may have a form they want you to use, or may want to review your final letter before it is provided to whoever made the request.

Tips for Managers Writing the Employment Verification Letter

If you write the verification letter yourself, make sure it is as professional as any other piece of business correspondence you might issue. This may be the first time you are being asked for this type of letter, and you may wonder, what is a letter of employment in terms of what to include? Here are some basic tips:

• If the request relates to a current employee and they have not mentioned it to you, check with them first to ensure they authorize the disclosure
• If the request relates to a former employee, check with HR or your exit file to ensure that there is a release of information on file. If not, check with HR or your attorney about how much information, if any, you should release. If the request includes the employee’s signature, check it against their signature in your files.
• Use official letterhead or business letter format
• Type the letter, do not supply a handwritten note
• Include your contact information
• Include the recipient’s contact information if you have it
• Include a formal business salutation
• Keep the letter brief
• Do not include information over and above what the request asked for
• Include a final sentence indicating that you are available if the recipient has any further questions
• Review the letter for errors or typos before signing
• Include a handwritten signature

Check out, also, our guide on how to write a   layoff letter .

Employee Writing the Letter

If you are writing an employment verification letter to be signed by your manager or HR department, follow these guidelines.

Tips for Employees Writing the Employment Verification Letter

• Check first to be sure they are OK with you writing the letter. If they prefer that HR or the manager draft the letter, don’t insist on writing it yourself. Many companies have policies on this issue
• Use company letterhead if you are a current employee of the company verifying employment
• Include full contact information for the manager who will sign the letter
• Write in the first person as though you were the person signing the letter
• Keep the tone professional
• Don’t exaggerate your income or duties

If you are a former employee seeking a verification letter, chances are the former employer will want to prepare the letter rather than having you write it. If you are asked to draft a letter on behalf of a former employer, follow the guidelines above but provide your draft to the former employer on plain white paper and ask them to transfer it to company letterhead and include appropriate contact information.

Check out our guide on when and  how to use a verbal contract .

Employment Verification Letter Template

Employment verification letter.

To Whom it May Concern:

This letter is to verify that __________ has worked for our company since __________.

They are presently a __________ in our __________ department. Their current salary is __________ a year with generous __________ benefits.

If you have any questions regarding their employment situation, please feel free to contact us at the number listed below.

(Employer Name)

(Phone Number)

(Email Address)

State of __________

Country of __________

Subscribed and sworn to before me on this __________ day of __________ in the year 2__________ by __________.

(Name of document signer)

____________________

Notary Public

Type or Printed Name ____________________

My Commission Expires ____________________

Things That Should Never Be Included in the Verification Letter or Request

Now that you know the answer to the question ‘What is an employment letter?’, you will need to know what shouldn’t be included in one. There are a number of impermissible disclosures that should not be included in any verification letter. 

In order to avoid any potential issues with  state or federal fair employment and privacy laws , steer clear of ever mentioning race, religion, ethnicity, sexual orientation, disability, or health status in a verification letter. Gender usually will come up in the letter through the use of the proper name of the person the letter is about, as well as pronouns, but beyond that should not be commented on.

Avoid over-disclosing information you may have about the employee’s personal life, for example, any future plans to have a family or obligations they have related to their kids. In general, stick to the facts and to what was specifically requested, and have HR or a lawyer review any disclosures you feel uncomfortable about before you make them.

If you need help with a   verification letter , use our   template or  post your legal needs on UpCounsel’s marketplace. UpCounsel accepts only the top 5 percent of lawyers on its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.

If you are in need of an employment verification letter for any reason, our free template will help make the process quick and easy. All you have to do is fill in the relevant information and send it off to the designated party. While we always recommend speaking with an attorney if you have any questions about the verification letter process or what is included in the letter, our template should provide a good starting point.

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Crafting the Perfect Letter of Employment: A Comprehensive Guide

• Written by: Rinaily Bonifacio
• Last updated: 13 March 2024

In this comprehensive guide, we will explore the intricacies of the letter of employment, exploring its purpose and best practices for writing one and providing a wide range of templates to ensure accuracy and professionalism.

Table of contents

What is an employment verification letter?

Best practices & templates to use, how to write an employment verification letter, proof of income for self-employed individuals, employment verification letter templates, use the company's official letterhead, consider allowing the employee to review it, include a handwritten signature, how to write an effective letter of employment , frequently asked questions.

An employment verification letter, commonly called a letter of employment, is a written document provided by an employer to verify the critical details of an individual's career.

This formal letter serves as official proof of employment. It includes crucial information such as the employee's job title, employment dates, salary details, and sometimes even performance evaluations or other relevant data.

Useful read: Mastering Employee Evaluations: Key Performance Review Questions

This letter aims to authenticate an individual's employment status and provide reassurance to external parties who require such verification.

Various entities and organizations often request employment verification letters for many reasons. Government agencies may require these letters to validate an individual or employer's information or eligibility for certain benefits or programs.

Prospective landlords may request them as part of the rental application process to ensure the tenant's financial stability. Financial institutions and mortgage lenders may need employment verification letters to assess an individual's creditworthiness or when applying for loans.

Additionally, employment verification letters may be necessary for immigration purposes or when seeking new employment opportunities.

The importance of an employment verification letter cannot be overstated, as it serves as a crucial document in verifying an individual's employment details and validating their status.

It provides a reliable and official account of an individual's employment history, confirming their job title, duration of employment, and sometimes salary information.

When creating an employment verification letter, it is essential to follow best practices to ensure its effectiveness and reliability.

Here, we will discuss some guidelines to consider when crafting a letter of employment and provide a diverse range of templates to suit different scenarios and requirements.

Follow business letter format

Maintaining a professional tone and adhering to the standard business letter format is crucial when drafting an employment verification letter.

This includes using a formal tone, employing proper salutations and closings, and ensuring accurate formatting throughout the letter. By following these guidelines, you can enhance the professionalism and credibility of the document.

Clearly state the details to be included

Clarity is critical when requesting specific information to be included in the employment verification letter.

Clearly state the required details, such as job title, employment dates, salary information, and other relevant data. This will assist the current or past employer in providing accurate and comprehensive information in the letter.

Accommodate employee requests

Consider accommodating any additional information or specific requests made by the employee. This may include highlighting notable achievements, major projects undertaken, or any other relevant details the current employee feels would add value to the letter.

You can create a more personalized and impactful employment letter by incorporating these requested elements.

Include your contact information

It is essential to include your contact information within the letter of employment. This should encompass your name, title, phone number, and email address. Providing this information facilitates communication and enables the recipient to ask for further clarification.

Details of the organization requesting the information

When drafting an employment verification letter, including the details of the organization or individual requesting the information is crucial.

This section should encompass their company address, name, contact information, and any specific requirements they have. Including these details ensures that the letter reaches the intended recipient and provides context for the verification process.

Crafting an effective employment verification letter involves a series of key steps. Let's explore the process and guidelines for creating a well-structured and comprehensive verifying employment letter.

Give contact details and sign off

Begin the letter by providing your contact information, including your name, position, and organization. This allows the recipient to contact you for further inquiries or clarifications. Sign off the letter with a professional closing and include your handwritten signature for added authenticity and personalization.

Enter the requesting party details

Include the contact information of the party requesting the letter of employment. This ensures the letter reaches the appropriate recipient and facilitates seamless communication throughout the verification process.

Employer details

This section clearly states the employer's details, including the company name, address, and other pertinent information. This helps establish the letter's credibility and provides essential context for the recipient.

Incorporate details requested by the employ ee

If the employee has specific details they want to include in the letter, try to incorporate them.

These details may encompass job responsibilities, notable achievements, relevant projects, or any other information that adds value and reflects positively on the staff's work experience.

Proofread your letter and correct any errors

Before finalizing the letter, thoroughly review its content to ensure the accuracy and correctness of facts. Pay close attention to spelling, grammar, and any discrepancies in the information provided.

By diligently proofreading, you can maintain the professionalism and integrity of the letter.

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For self-employed individuals, providing proof of income is crucial in certain situations. Alongside the employment verification letter, additional documents such as tax statements, financial records, or other supporting evidence may be required to validate the individual's income.

Including these details adds credibility and reinforces the accuracy of the verification process.

To assist you in creating an employment verification letter that aligns with different requirements and circumstances, we have curated a selection of 12 templates.

Each employment template also caters to specific needs, from standard employment verification requests to templates designed for employed individuals, automotive mechanics, and more.

Utilizing these templates saves time and effort while ensuring the accuracy and professionalism of your letter of employment.

When preparing an employment verification letter, the company's official letterhead enhances its professional appearance. The company's official letterhead reinforces the authenticity and legitimacy of the document, leaving a positive impression on the recipient.

Sometimes, allowing the employee to review the employment letter before sending it to external parties may be appropriate.

This practice ensures that the information provided is accurate and aligns with the employee's understanding of their employment details.

It fosters transparency and avoids any potential misunderstandings or conflicts.

In the digital age, a handwritten signature can add a personal touch and authenticity to the employment verification letter. Include a scanned or digital version of your signature to give the document a human element and reinforce its legitimacy.

Writing an effective employment letter requires careful attention to detail and proper organization. Here is a step-by-step guide to help you write such a letter:

Use the appropriate format Start by formatting the letter as a formal business letter. Include your official letterhead containing the company name, address, city, state, and zip code. Place the date at the top of the letter.

Include the recipient's contact information. Below the date, include contact information, including their name, job title, and organization or company name. Also, provide their address, city, state, and zip code.

Begin with a professional salutation. Address the recipient using a formal greeting, such as "Dear Mr./Ms./Dr. [Last Name]," followed by a colon.

Introduce the purpose of the letter. Start the body of the letter by clearly stating that it is an employment verification letter and mentioning the employment status (current or former employee) and job title. Provide the requested information and other details, such as dates and work history.

Include specific details about the individual's employment, such as their start date, end date (if applicable), and salary. If the letter is for a prospective employer, mention that the individual has applied for a job and provide a brief overview of their qualifications and suitability for the position.

Confirm the authenticity of the letter State that the letter is being written on behalf of the company or organization, and provide the company's name, address, and other relevant contact details. Mention that the information provided in the letter is accurate and can be verified upon request.

Include contact information for further inquiries. Provide the name and contact details of a person within the company who can be contacted for other questions or verification purposes. This contact person should be familiar with the employee's work and able to provide additional information if needed.

End the letter professionally. Conclude the letter with a polite closing, such as "Sincerely" or "Best regards," followed by your typed name. Leave space for a handwritten signature above your typed name.

Encourage the recipient to contact you for more information. Include a sentence inviting the recipient to reach out if they require further information or have additional questions. This demonstrates your willingness to assist and ensures a smooth verification process.

Proofread and finalize. Proofread the letter for any grammatical or typographical errors. Ensure that all the requested information and relevant details are accurately included. Make any necessary edits before finalizing the letter.

In conclusion, employment letters are essential in verifying an individual's employment details and confirming their employment status.

By adhering to the best practices outlined in this guide and utilizing the provided templates, you can create professional and reliable letters that fulfil the requirements of various stakeholders.

What is the purpose of a letter of employment?

A letter of employment, also known as an employment verification letter, is to verify an individual's employment status and provide proof of their job title, employment dates, and sometimes salary details.

It is often requested by external entities such as:

• Government agencies
• Financial institutions
• Or prospective employers.

How can employers ensure the accuracy of a letter of employment?

Employers should verify the accuracy of the employment details before including them in the letter. Double-check dates, job titles, and other pertinent information.

Maintaining proper record-keeping systems to access accurate and up-to-date employment information is recommended. They can also see an employment verification letter template.

Are there any legal obligations for employers when providing a letter of employment?

The legal obligations regarding letters of employment may vary based on local employment laws and regulations.

Employers should ensure compliance with applicable laws, including privacy and data protection requirements, when providing employment verification letters.

Consulting legal counsel or HR professionals can provide guidance specific to the jurisdiction.

Useful Read:  Navigating HR Consulting: A Comprehensive Guide

How should a letter of employment be formatted?

A letter of employment should follow the standard business letter format. It should include the date, the recipient's contact information, a formal salutation, body paragraphs providing the necessary information, a professional closing, and your contact information. Maintain a professional and concise tone throughout the letter.

Written by:

Rinaily Bonifacio

Rinaily is a renowned expert in the field of human resources with years of industry experience. With a passion for writing high-quality HR content, Rinaily brings a unique perspective to the challenges and opportunities of the modern workplace. As an experienced HR professional and content writer, She has contributed to leading publications in the field of HR.

Please note that the information on our website is intended for general informational purposes and not as binding advice. The information on our website cannot be considered a substitute for legal and binding advice for any specific situation. While we strive to provide up-to-date and accurate information, we do not guarantee the accuracy, completeness and timeliness of the information on our website for any purpose. We are not liable for any damage or loss arising from the use of the information on our website.

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• Proof of Employment Letters

40 Proof of Employment Letters [Employment Verification Letters]

Whether you’re looking to hire someone new or you’re trying to figure out the best way to provide someone with an employment verification letter, you’ve come to the right place.

In this article, we’ll delve into the importance of an employment verification letter and provide valuable tips for creating one, whether for yourself or for someone else.

Table of Contents

• 1 Employment Verification Letters
• 2 What is an employment verification letter?
• 3 Employment Verification Forms
• 4 Why are employment verification letters important?
• 5 5 Common Types of Employment Verification Letters
• 6 How to Create an Employment Verification Letter Template
• 7 Job Verification Letters
• 8 How long is an employment verification letter good for?
• 9 Tips for Writing the Best Employment Verification Letter
• 10 Conclusion

Employment Verification Letters

What is an employment verification letter?

An employment verification letter is a document that proves an individual worked or is working with a particular corporation.

This letter is usually given to a candidate’s past or present employer and outlines when the individual worked for or with the company.

This letter is also evidence of job and professional experience. It plays a crucial role in increasing the likelihood that the applicant will land a job or be approved for a loan, a lease, or, in some cases, citizenship.

That said, employers who know nothing about the applicant beyond what is contained in the resume can also benefit from this document.

An employment verification letter comes with the company’s official letterhead . It also includes a company stamp, signature, and job title of the person who wrote the letter.

Employment Verification Forms

Why are employment verification letters important?

An employment verification letter is a professional letter that ensures credibility and reliability. There are a few instances where one would need an employment verification letter, this includes:

• Applying for a job When applying for a new job, some companies require you to be employed in the field you’re applying for or have previous work experience. To provide the company with evidence of your employment history, the human resources department can provide a prospective employer with a sample employment verification letter that states the applicant’s employment history.
• Taking out a mortgage At the beginning of the mortgage application process, banks and other financial institutions will often request a job verification letter. This is because, as a lender, you’ll need to demonstrate that you have a steady source of income in order for them to receive their monthly mortgage payments from you. Most of the time, a paystub suffices to apply for a mortgage, but in some other circumstances, the banks will ask an employee or their company for a letter of employment verification.
• Credit card and loan application Similar to mortgages, banks need to be certain that a loan or credit card application is a good candidate in order to guarantee prompt repayment of the borrowed amount. A customer may request a lower interest rate or postponed payments on a loan, in which case a bank may occasionally request an employment verification letter.
• Requesting a lease With the constant battle of landlords fighting for their tenants to pay rent, having an employment verification letter gives landlords the assurance they need to rent out their property. It demonstrates that the tenant will be able to pay their rent on time and offers a trustworthy image as they share their reliable source of income.
• Obtaining a work visa Depending on the country and specifics of the visa application, an employment verification letter is almost always required. This letter may be from an existing or potential employer demonstrating your present employment status, and your intended position should a valid work visa be granted. The letter can also be used as proof in immigration cases, such as when you’re requesting a visa or green card.
• Obtaining a tourist visa In some circumstances, an employment confirmation letter is also necessary to obtain a tourist visa. It gives the requesting party the assurance that the applicant has strong ties to their home country. The letter should attest to your employment with your company and outline the activities you want to engage in while in the country. You could also mention in the letter that you are only planning a quick trip as well as provide proof of income to show the country that you’re able to afford the trip. This eventually ensures the visitor has a compelling motive to return home rather than illegally settle down abroad.

5 Common Types of Employment Verification Letters

• Sales Employment Verification Letter Template An easy and efficient way to relay employment-related information to any new hire. This type of template is used by business owners and offers unique features to assist in creating an engaging, professional employment verification letter.
• General Employment Verification Letter Template Businesses wanting to recognize and thank the work of their employees should use this template. This template allows companies to emphasize the accomplishments of their present or former employees or announce the start of a new employee’s career.
• IT Employment Verification Letter Template This template can be used for IT workers who want to communicate crucial employment information to new hires, such as pay scales, scheduling, and roles. Because this template outlines an employee’s qualifications, it also assists and streamlines HR’s onboarding procedure.
• Company Employment Verification Letter This business job verification letter template provides a number of distribution options, enabling you to effectively send the letter to new hires through email or printed copies.
• Letter of Tenant Employment Verification Making a good first impression on the landlord or leasing company is crucial when writing a Tenant Employment Verification Letter. This is why creating a polished and professional letter that reflects favorably on you is important.
• Marketing Employment Verification Letter Template For HR professionals wishing to confirm the employment of marketing specialists, having a template for a letter of employment verification in marketing is a great tool. It boasts a contemporary, eye-catching design and assists firms in standing out when conveying crucial employment information to new hires or outside parties.

How to Create an Employment Verification Letter Template

Because employment verification letters must be exceedingly formal and professional, you must stick to the right business letter format.

Here are some tips you can use to successfully complete the perfect employment verification letter:

• Include your full name and address Be sure to mention your name, job status, and address at the beginning of your employment letter template. Having these details in your employment verification forms establishes your identity as a professional business person. This also provides the company you contact for verification with your contact details.
• Include the date Next, make sure to add the date on the employment verification form. This ensures that your employment letters are up to date and you’re not verifying employment from two years ago. You can enter the date using the following options: 02/02/2023 2023/02/02 2nd February 2023 February 2nd, 2023
• Add the receiving person’s details and job title The next step is to address the letter recipient. Most people will list their current or former employees along with their contact information in the references part of their CV. Alternatively, you can search for their name on any social networking site. However, if you cannot find a name, you can just add their title and address, and you should be good to go. It should be formatted in the following order: Name Title Address
• Write your greeting If you know the last name of the recipient, start by writing “Dear Mr/Mrs/Miss [last name]” when addressing the letter to them. In other situations, keep it short and sweet by addressing the recipient as “Dear Sir/Madam” if you aren’t sure of their first or last name. Alternatively, if you’re not sure of who needs to receive the letter, you can say, “To whom it may concern.”
• Mention the Letter’s Subject Make sure the reason you’re writing the letter is clear in the subject line. Your subject would be something like “Request for Verification of Employee” or “Request for Verification of [insert applicant’s name]” since you are writing the letter asking for the verification of an employee’s information.
• Write the body of the letter The body of any formal letter usually has about three paragraphs, which typically include the following details: The reason for you requesting an employment verification letter. For example, if an applicant is applying for a new job, you should include this in the first paragraph by stating that “[name] is applying for [position] at [ company.] This ensures that the person receiving the letter understands that the applicant has mentioned their company as part of their employment history and knows that they’re being asked for an employment verification letter as proof of employment. Explain why you need their help. For starters, you should mention how they can assist in providing you with the necessary information to verify the applicant’s CV. Use some of the following questions to gather any further information you require: What was the employment start date, and how long was the individual employed at your company? (verify employment) What was the individual’s job title/s? (Ask about other employment details) How would you rate the individual’s job performance out of 100? What were their roles and duties? What was the employee’s salary? (request employment income verification) Are you able to share past pay stubs? (income letter) Would you rehire the candidate? (Ask for a supporting document) Did the candidate adhere to corporate policies? Has the individual submitted their resignation letter, or do they still work for the company? Express gratitude. Close the body of the letter by thanking the person you’ve contacted for taking your request into consideration. This is a very straightforward, gracious, and effective way to end a letter.
• Remember to add your signature Close off your letter with a professional and formal “Yours Sincerely, Kind Regards, or Best Wishes.” Add your company signature that contains your contact details in case the receiver needs to contact you immediately. Now that you know how to design an impressive sample employment verification letter, the question you should ask is: Do you have enough information for your sample employment verification letters?

Job Verification Letters

How long is an employment verification letter good for?

An employment verification letter’s validity depends on what you’re using it for. If the information in an employment verification letter is still accurate and current, it is typically regarded as valid.

The recipient may request that the letter be no older than a specified number of months (for example, 30 days to 60 days) if it is used for a specific reason, such as a mortgage, employment application or loan request.

They do this to make sure the information in the letter is up to date and accurately reflects the applicant’s present employment situation.

Any business must have correct and current employee-related paperwork and corporate information. You can automatically insert your personal and business information by incorporating dynamic fields to update it across these pages.

For instance, whenever an individual’s employment status changes, like when they’re promoted, a change in their job title or responsibilities, or a change in their income, they can give an updated employment verification letter.

This helps avoid any potential misunderstandings or conflicts by guaranteeing the information in the letter is correct and current.

Tips for Writing the Best Employment Verification Letter

We’ve compiled a short list of tips that will help you write effective employment verification letters:

• Use a business letter format Use the conventional business letter format we outlined above when drafting your letter. Make sure to include the date, the recipient’s contact information, and your contact information at the top. Start the letter out with a salutation, and sign off by hand to seal it.
• Keep it short and sweet Your employment verification letter template should be brief and to the point. Only ask for information that is relevant to the verification procedure and avoid overstepping professional boundaries. Make sure that the person receiving the letter doesn’t feel obligated to provide you with the information but rather is happy to give it to you. And remember, it’s possible that you won’t receive an answer, especially if you ask for too many specifics.
• Provide the Essential Information The employee’s name, the department they work for, their specific job title, and the duration of their employment are typically included in employment verification letters.
• Always proofread Since this is a fairly official letter, be sure to proofread it at least twice to make sure there are no mistakes. Remember, your professionalism is demonstrated by a flawless employment verification letter template.

Employment verification letters can make or break your job or loan application, given that their goal is to ensure reliability and credibility. This is why it’s important to follow the steps in this guide and create the best employment verification letter template.

More Templates

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Employment Verification Letter Examples for 2024

As an employee or employer, have you ever been asked to provide an Employment Verification Letter? This letter is a document that confirms an employee’s current or previous employment status with a company. The letter usually contains basic information about the employee, their position, and their employment history.

Explanation of Employment Verification Letter

An Employment Verification Letter is proof that an individual is employed by a company, and is often provided to lenders, landlords, or government agencies. The letter typically includes the employee’s name, job title, salary, and length of employment. Additional information may be included if requested, such as the employee’s job responsibilities, employment status (full-time or part-time), and benefits.

Importance of the letter

The importance of an Employment Verification Letter cannot be overstated. It confirms an individual’s income and employment status, which is crucial for organizations or individuals who need to make financial decisions, such as lenders or landlords. Employers may also require an Employment Verification Letter as part of their hiring process, and it can also be used for immigration purposes.

Who needs Employment Verification Letter?

An Employment Verification Letter may be required by various entities, including but not limited to:

• Lenders: Banks, credit unions or other financial institutions require an Employment Verification Letter to verify an individual’s income before approving a loan or mortgage.
• Landlords: Before renting a property or apartment, landlords may request an Employment Verification Letter to confirm an individual’s employment status and income.
• Government agencies: Certain government agencies, such as the Department of Motor Vehicles or the Social Security Administration, may require an Employment Verification Letter for various purposes, such as obtaining a license or benefits.
• Employers: Employers may request an Employment Verification Letter from a previous employer as part of the hiring process or to confirm current employment status.

An Employment Verification Letter serves as a valuable tool for confirming an individual’s employment status and income. It is important to keep accurate records and provide the requested information in a timely manner to ensure that the process goes smoothly. Understanding the purpose and importance of an Employment Verification Letter can help individuals and organizations avoid delays and ensure that they have the necessary documentation to make informed decisions.

Types of Employment Verification Letters

When it comes to verifying someone’s employment status, there are several types of employment verification letters that may be required. Here are three examples of commonly used employment verification letters:

Standard Employment Verification Letter

The most common type of employment verification letter is a standard letter that confirms an individual’s employment status and employment details. This letter is typically used by lenders, landlords, or government agencies that require proof of employment before granting loans, leases or benefits. The letter usually includes the employee’s name, job title, salary, dates of employment, and the company’s contact information. In most cases, the letter is requested by the employee and is provided by their employer.

Letter for Self-Employed

For those who run their own business or work as a freelancer, a letter for self-employed individuals is necessary to verify their income and employment status. This letter serves as proof of their self-employment and should include their business name, type of business, dates of operation, and income earned. In addition, if the self-employed individual has any employees, the letter should also list their job titles and dates of employment. This letter can be requested by the individual themselves or by a third party such as a lender or client.

Letter for Contractors

Lastly, contractors may also require an employment verification letter for various reasons such as applying for a mortgage or leasing an apartment. This type of letter should include the contractor’s name, company name, job title, and dates of employment. Additionally, the letter should confirm that the contractor has completed the contract they were hired for and provide information on the nature of the work contract. This letter is typically requested by the contractor themselves and provided by their client.

Employment verification letters are essential not only for confirming employment details but also as a tool to secure loans, leases or other benefits. Standard employment verification letters, letters for self-employed individuals, and letters for contractors are some of the main types of employment verification letters that may be required. As an employee, freelancer or contractor, make sure to understand what type of letter you need and reach out to your employer or client accordingly. When it comes to verifying employment, an employment verification letter serves as a formal document that outlines an employee’s work history. This type of letter may be required by a new employer or a financial institution as proof of income.

The typical elements of an employment verification letter include information on the intended recipient, as well as the purpose of the letter. It’s important to note that these letters are often confidential, and therefore may be directed only to the requesting party.

In terms of the employee’s work history, the letter should outline the dates of employment, including start and end dates, as well as the employee’s job title and responsibilities. It is also common practice to include the employee’s salary or hourly wage if requested.

Another key element to consider is whether or not the letter will include character references. This may not be standard, but could be requested by the recipient. In this case, it’s important to only include references who have been formally agreed upon by the employee.

Finally, contact details for the HR or hiring manager who is available to answer any additional questions may also be included. This will usually include a name and phone number, as well as email address.

All employment verification letters should be signed and dated by an authorized individual at the company, such as the HR manager or other individual responsible for maintaining employee records. This not only provides a layer of authentication and transparency, but also serves to give the letter a more professional look and feel.

The elements of an employment verification letter are crucial in providing an accurate and formal documentation of an employee’s work history. By including detailed information on the intended recipient, purpose of the letter, dates of employment, job title and responsibilities, salary information, character references, contact details and a signature with date, employers can provide a reference that reflects positively on the company’s professional standards.

How to Request an Employment Verification Letter

When requesting an employment verification letter, there are a few important steps to keep in mind. In this section, we’ll discuss where to request the letter and how to provide the necessary information.

Where to Request the letter

The first step in requesting an employment verification letter is to determine where you need to request it from. In many cases, your employer will be the best place to start. You can speak with your HR department or supervisor to find out if they can provide the letter for you.

If your employer is unable to provide the letter, you may be able to obtain it from a third-party service like The Work Number or a background check provider. It’s important to note that there may be fees associated with obtaining the letter from a third-party service.

How to Provide Necessary Information

Once you know where to request the letter from, you’ll need to provide the necessary information to ensure the letter is accurate and complete. This may include:

• Your full name and contact information
• The name and contact information of the person or organization who is requesting the letter
• The specific information you need included in the letter (e.g. dates of employment, job title, salary)
• Any special formatting or delivery requirements

In some cases, your employer or the third-party service may have a form or template you can use to provide this information. If not, be sure to provide it in a clear and organized manner to avoid any confusion or delays in processing your request.

Requesting an employment verification letter can be a straightforward process as long as you know where to request it and how to provide the necessary information. By following these steps, you can ensure that the letter you receive accurately reflects your employment history and meets the needs of the organization requesting it.

Who can write an Employment Verification Letter

An Employment Verification Letter is a document used to confirm an individual’s employment status or history. Many organizations require this letter for various reasons, including visa applications, loan applications, or rental applications. While this letter might seem like a daunting task to produce, it can be written by anyone who has knowledge of the individual’s employment status, including:

Employers are the most obvious choices to write an Employment Verification Letter, as they are responsible for hiring and keeping track of their employees. They are in the best position to confirm their employment history, the duration of their employment, and their job descriptions. Employers are also in charge of providing details about an employee’s salary, position, and dates of employment.

HR Managers

HR Managers are responsible for hiring, onboarding, and maintaining employees’ files in the organization. They are in charge of handling employment-related activities, including monitoring employee benefits, payroll, and leaves. They can produce an Employment Verification Letter since they have access to employment history, salary information, and job descriptions.

Self-employed persons

Self-employed persons can also write their Employment Verification Letter. They can use this letter to confirm their income, work history, and the nature of the services they provide. They can include details like the duration of their self-employment, their occupation, and their average earnings per month.

Contractors

Contractors write their Employment Verification Letters to verify their work history or the duration of a particular contract with an organization. This letter can confirm the nature of their work, their responsibilities, and the duration of their contract. Contractors can also include details on the status of their contract, the number of hours worked, and their rates.

Lawyers can write an Employment Verification Letter on behalf of their clients. This letter is essential in legal proceedings and can confirm the client’s employment status, the duration of their employment, and their job description. Lawyers can also provide details on legal proceedings that involve their clients and their employment status.

Anyone who has knowledge of an individual’s employment status or history can write an Employment Verification Letter. Employers, HR Managers, Self-employed persons, Contractors, and Lawyers are some of the most common individuals who can produce this letter. It is essential to ensure that the details provided in this letter are accurate and complete since it is critical when making significant life decisions.

Tips for Writing Effective Employment Verification Letters

When writing an Employment Verification Letter, it’s important to keep it concise and to the point. Don’t ramble on and provide unnecessary details that could confuse the reader. Use a formal tone throughout the letter, and avoid using slang or humor.

Make sure to double-check all the facts in the letter before sending it out. Mistakes can lead to confusion and can even be harmful to the person the letter is being written for.

Finally, avoid providing too much information. This should be enough to provide all the necessary information without overwhelming the reader. Remember, the goal of the Employment Verification Letter is simply to verify employment and nothing more.

Employment Verification Letter Examples

Example 1: standard employment verification letter.

A standard employment verification letter is issued by an employer confirming an employee’s current or former job status. This letter may also include the employee’s salary, job title, and length of employment. Here’s an example of a standard employment verification letter:

[Employer’s Letterhead]

To Whom It May Concern:

This letter is to verify that [Employee Name] has been employed with [Employer Name] since [Start Date]. Their current position is [Job Title]. [Employee Name] is currently working full-time and regularly earns a salary of [Salary Amount].

If you require any further information or have additional questions, please do not hesitate to contact us.

[Employer Representative’s Name] [Job Title]

Example 2: Employment Verification Letter for Self-Employed

An employment verification letter for self-employed individuals is sometimes needed for various reasons, such as when applying for loans or mortgages. This letter typically confirms the individual’s self-employment status, their income, and length of self-employment. Here’s an example of an employment verification letter for self-employed individuals:

[Your Business Letterhead]

I am writing to verify the self-employment status of [Self-Employed Name]. [Self-Employed Name] has been self-employed since [Start Date] as a [Type of Work].

Their current income from self-employment is [Income Amount] per year. As a self-employed individual, [Self-Employed Name] does not receive a regular salary or hourly wage. However, they are able to provide evidence of their income through financial records.

If you have any further questions or require any additional information, please do not hesitate to contact me.

[Your Name] [Business Name]

Example 3: Employment Verification Letter for Contractors

Employment verification letters for contractors are typically requested by companies when they need to verify the status of a contractor. The letter confirms the contractor’s work status, the project they are working on, and the duration of the project. Here’s an example of an employment verification letter for contractors:

We are writing to verify that [Contractor Name] is currently working on a project for our company as a contractor. They have been working with us since [Start Date] and are expected to complete the project on [End Date].

[Contractor Name]’s job duties include [Job Duties], and they are performing their work at a high level of quality. We are pleased with their work and are happy to have them on our team.

Common Questions About Employment Verification Letter

Employment verification letters are an essential requirement for many job applications and immigration processes. These letters are used to confirm the current or past employment status of an individual. They are typically written by the employer or the HR department, and contain detailed information about the employee’s work history, job title, salary, and other relevant details.

Here are some common questions and answers about employment verification letters:

What is the purpose of an employment verification letter?

The purpose of an employment verification letter is to confirm an individual’s employment status and provide details about their work history. This is useful for several reasons, such as:

Job applications: Many employers require job applicants to provide an employment verification letter as part of the application process. This allows them to confirm the information provided on the resume or application, such as job title, duties, salary, and dates of employment.

Immigration: Employment verification letters are often required as part of the visa or immigration process. They provide proof of the individual’s employment status and help to verify their eligibility for work permits or permanent residency.

Loans or leases: Some lenders or landlords may ask for an employment verification letter as part of the application process. This helps them to verify the individual’s income and employment status before approving a loan or lease.

What information is included in an employment verification letter?

Employment verification letters typically include the following information:

• Employer name and contact information
• Employee name and job title
• Dates of employment
• Salary or hourly wage
• Type of employment (full-time or part-time)
• Reasons for leaving (if applicable)
• Any other relevant details, such as job duties or special projects

It’s important that the information provided in the employment verification letter is accurate and up-to-date. Any discrepancies or inaccuracies could cause issues for the individual applying for the job, visa, or loan.

Do I need an employment verification letter?

Whether or not you need an employment verification letter will depend on your specific situation. As mentioned earlier, some employers, immigration services, lenders, or landlords may require an employment verification letter as part of their application process. If you’re unsure whether or not you need one, it’s best to check with the relevant organization or agency.

Keep in mind that even if an employment verification letter isn’t required, having one can still be beneficial. It can help to confirm your employment history and provide additional evidence of your skills and experience.

Is there a difference between an employment verification letter and a reference letter?

Yes, there are some key differences between an employment verification letter and a reference letter. An employment verification letter is typically written by the employer or HR department and is used to confirm an individual’s employment history and status. Reference letters, on the other hand, are written by colleagues, supervisors, or other individuals who can provide a personal or professional recommendation for the individual.

Employment Verification Letter Template: How to Use the Template

Employment verification letters are important documents that are used to confirm an employee’s employment status. These letters are often required by banks, landlords, and other organizations as proof of employment. If you are an employer, you may be asked to provide an employment verification letter for one of your employees.

To make the process easier and more efficient, you can use an employment verification letter template. This template provides a standardized format for the letter and ensures that all of the required information is included. Here’s how to use the employment verification letter template:

Step 1: Determine the Purpose of the Letter

Before you start using the template, you need to know why the letter is being requested. Is it for a mortgage application? A rental application? A visa application? Knowing the purpose of the letter will help you tailor the content of the letter and ensure that it meets the specific requirements of the requester.

Step 2: Gather the Required Information

Next, you need to gather all of the information that will be included in the letter. This may include the employee’s name, job title, employment start date, current salary or hourly rate, and any other relevant information. Make sure that you have all of the information at hand before starting to fill out the template.

Step 3: Fill Out the Template

Once you have all of the required information, you can start filling out the template. The template will typically have spaces for you to input the name of the employee, the company name and address, the dates of employment, and any other relevant details. Follow the template closely and make sure that all of the required information is included.

Step 4: Review and Edit the Letter

After filling out the template, it’s important to review the letter and make any necessary edits. Check for spelling and grammar errors, and make sure that the information is accurate and complete. If you need to add or delete information, you can easily modify the template.

Step 5: Print and Sign the Letter

Once you are satisfied with the letter, you can print it out and sign it. Make sure that the letter is printed on company letterhead and that it includes your signature and contact information. The requester may need to contact you for further clarification or verification, so make sure that the letter is clear and professional.

Using an employment verification letter template can make the process of creating an employment verification letter much easier and more efficient. By following the steps outlined above, you can ensure that your letter meets all of the necessary requirements and provides accurate and complete information about the employee’s employment status.

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Latest blog posts, what is a letter of employment your guide on how to write one.

In this article, we aim to help you understand the purpose of a letter of employment. This guide offers tips on how to write one and provides a template for easy use.

A letter of employment verifies an employee’s job title and employment dates, but can include additional requested information (such as salary).

An employee often requests a letter of employment when making major financial decisions, such as renting a flat or applying for a loan.

A letter of employment should be short and to the point.

• 1 What Is a Letter of Employment?
• 2 How To Write a Letter of Employment
• 3 Letter of Employment Guidelines
• 4 Letter of Employment Template
• 5 Tips for Writing a Letter of Employment
• 6 Frequently Asked Questions About Letters of Employment
• 7 How To Write an Effective Letter of Employment 

What Is a Letter of Employment?

A letter of employment — sometimes called an employment verification letter — is written by an employer to verify an employee’s working status. It confirms the employee’s job title, salary, history at the organisation and the organisation’s contact information. 

How To Write a Letter of Employment

A letter of employment is short and to the point. It includes the below information: 

Employer Details  

Include the basic information about your company, such as the organisation’s name, address and contact information.

Details of the Organisation Requesting the Information

Address the organisation requesting the letter by name and include the name of the contact person there. 

Necessary Information of the Employee 

This information includes the employee’s name, job title and dates of employment (starting from induction day ). It may also include salary and other specific information asked by the requester. 

Letter of Employment Guidelines

Follow these best practices to write a letter of employment… 

Stick to a Business Letter Format 

For a formal letter, follow the business letter format, which consists of writing your organisation’s contact information, name and address at the top of the page. 

Next, state the date the letter is written and then the contact information of the recipient. If you have the name of who you’re writing the letter to, address them by name in the opening of the letter. If you don’t have a name, “Dear Sir or Madam” or “To Whom it May Concern” are acceptable alternatives.

Express the Purpose of Your Letter 

State right off that this is a letter of employment, so the reader knows precisely what they’re reading.

Incorporate Details Requested by the Employee

In addition to the standard information in a letter of employment, the employee may need other items addressed. Make sure to ask for these details and that they’re included in your draft. Keep this additional information brief and easy to read.

Give Contact Details and Sign Off

Offer to answer questions the recipient may have, and provide your contact information so they can reach out to you. You can share your work email or phone number. Then, end with your signature.

Proofread Your Letter and Correct Any Errors in Fact

Carefully read over the letter for spelling or grammatical errors. Fact-check the information provided. Be aware of tone when editing, too — it should sound professional and polite. 

Letter of Employment Template

Save this letter of employment template example for future use. 

[Your company name] [Your company address] [Your company phone number, if applicable] [Date] [Company name that you’re contacting] [Address of recipient]

Dear [Person’s name, or nameless greeting], This letter is to verify [insert name of employee’s] employment at [insert name of your company]. [Name of employee] was hired on [insert state hire date] and has been working [full time/part time/other type] as a [insert job title] with us since then [if employment ended, add the end date here]. [Employee’s name] annual salary is [insert salary amount].  [In a new paragraph, include other details the employee mentioned to you.] If you have any questions, you can contact me at [insert your phone number or email address here]. 

[Your printed name] [Your signature] [Your job title] [Your company’s name again]

In search of other letter types? Check out our other HR templates that make day-to-day employee management easier.

Tips for Writing a Letter of Employment

Here are practical tips to consider when writing and revising your letter of employment:

Apply Your Organisation’s Official Letterhead Format

To ensure that your letter looks professional, incorporate your organisation’s official letterhead styling. This often includes your organisation’s logo and contact details. 

Get to the Point

Don’t delay the purpose of the letter when drafting a letter of employment. After the proper formatting and introductions, get right to the information.

End With a Handwritten Signature 

A handwritten signature – instead of a script font – lends authority and authenticity to your letter. Use a PDF reader, a stylus, insert a drawing of your signature or print and scan a signed letter to add your signature.

Let the Employee Review Your Letter 

In most cases, your employee can read their employment verification letter, but double-check with your organisation’s policy beforehand. If they can read it, they can bring any errors in fact to your attention.

Send the Letter Quickly

Time is often of the essence when a letter of employment is requested. Don’t delay drafting and submitting the letter. The template and tips in this guide can help you write a letter of employment quickly. 

Frequently Asked Questions About Letters of Employment

What is a letter of employment used for.

A letter of employment is used to verify that an employee works where they say they work. It’s often reviewed by lenders, landlords and other decision-makers when it comes to significant financial decisions. 

What Is a Good Letter of Employment Template?

A good letter of employment template is short and to the point. It includes the basic information required, plus space to include other requested details. 

How To Write an Effective Letter of Employment 

A good letter of employment is short and provides all the necessary details straight away. For other tips on professional communication, check out Personio’s articles on how to write a professional rejection email , informal communication methods or how to introduce new employees .

Personio makes HR management a breeze. Book your free demo to learn how Personio can help you manage everything in one place.

We would like to inform you that the contents of our website (including any legal contributions) are for non-binding informational purposes only and does not in any way constitute legal advice. The content of this information cannot and is not intended to replace individual and binding legal advice from e.g. a lawyer that addresses your specific situation. In this respect, all information provided is without guarantee of correctness, completeness and up-to-dateness.

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30 Employment Verification Letter Samples [Word, PDF]

An employment verification letter which is also known as a proof of employment letter is a document which provides an employer with confirmation about the current or former employment status of an employee. Outside agencies usually request this proof of employment letter for a specific purpose.

• 1 Employment Verification Letters
• 2 What is an employment verification letter?
• 3 Types and information to include on an employment verification letter
• 4 Proof of Employment Letters
• 5 Tips for writing an employment verification letter
• 6 What not to include in the employment verification letter?
• 7 Job Verification Letters
• 8 Requesting for an employment verification letter

Employment Verification Letters

What is an employment verification letter.

If you need an employment verification letter to give to a potential employer , a government office, a financial institution, or any other agency, you may have to request for it formally. Generally, an employment confirmation letter provides verification of your current or previous employment status.

A letter of employment also contains other relevant information like how long you’ve worked with a company, salary details, and other information depending on your reason for needing the letter. A letter of employment template get printed on the official letterhead of the company and you would need it for the following reasons:

• When applying for an auto loan or a mortgage, the lender or lending institution might want to verify that you currently have a job and you’re earning enough money to make the monthly payments .
• When applying to rent a property , the landlord or the company managing the property might want to verify that you’re earning a steady income to make the rent payments along with the security deposit and other maintenance costs.
• When you’re requesting to reduce or defer loan payments, the lending institution or bank might want you to provide proof of what you’re currently earning through the proof of employment letter. The information on the letter helps the lending institution determine whether to fulfill your request or not.
• When you’re applying for a job at a new company, the hiring manager might want to verify the information written on your resume as part of their company’s background check process.

Types and information to include on an employment verification letter

The information on the employment verification letter you compose or request mainly depends on whether you’re a former or current employee. Therefore, the two main types of letter of employment templates which are:

• For current employees Compose this type of letter of employment when you want to verify that the employee currently works for the company. Print this letter on the company letterhead to ensure that it’s official. You can use this type of letter for: Auto or home loans Lease or rent agreements Applications for credit cards Social services Immigration green card or visa
• For former employees Compose this type of l employment confirmation letter when you want to verify that the employee worked for your company in the past. Print this letter on the company letterhead to ensure that it’s official. You can use this type of letter for: Credit applications Job applications Government benefits

No matter what type of proof of employment letter you write, make sure to include the following information:

• The business name of the company.
• The complete business address of the company.
• The former or current job title of the employee along with a list of his/her responsibilities.
• Employment dates.
• For former employees, eligibility for rehiring.
• Salary details.
• Raises and bonuses.
• The name, signature, and contact details of the person who prepared the letter.

As a general rule of thumb when it comes to a letter of employment template is to customize your letter according to the needs of the requestor. Only provide the information asked for, you don’t need to add any more.

Proof of Employment Letters

Tips for writing an employment verification letter.

At some point while working in a company, you may have to compose a letter of employment for an employee. In such a case, you should be able to compose an effective letter which serves its purpose. To guide you, here are some tips:

• Follow a professional business format When writing an employment verification letter, use the official format to ensure that it’s professional. At the top, type your contact information, the date you’re writing the letter, and the contact information of the recipient. Include a proper salutation at the beginning and affix your signature at the end.
• Keep the letter concise There is never a need to compose a lengthy employment confirmation letter. You don’t have to compose an entire story about the employee nor do you need to add a performance evaluation to the letter. Keep it concise, specific, and to the point.
• Include all of the information requested Most letters contain the basic information about the employee like the full name, job title, department, and the employment dates. Beyond this information, you don’t need to add anything else. That is unless the request includes other relevant information about the employee. In such a case, make sure to include all of the information requested.
• Provide your contact details It’s also important to include your contact details as the person who wrote the letter. Add this information at the end of the letter along with a statement offering to answer any clarifications or questions about the employee in question.
• Proofread and edit your letter before sending This is an important step when writing a proof of employment letter or any other kind of formal business letters . If the document contains too many spelling or grammatical errors, the recipient might not believe in its legitimacy. Therefore, proofreading becomes essential.

What not to include in the employment verification letter?

Employers can keep themselves protected by ensuring that the employee approves of sharing any financial details in the employment confirmation letter. Often, employees would request a letter of employment for a specific purpose and if the request includes financial details, the employer may provide this information. But when it comes to this type of letter, here are some things to be careful of:

• Only provide financial details when part of the request and when the employee approves of sharing these details.
• Never provide protected or illegal-class information like marital status or health conditions.
• Never provide confidential information like not owning a driver’s license or not passing a drug test.
• Never share your own reasons for not wanting to hire (or rehire) the employee such as poor performance at work.

Job Verification Letters

Requesting for an employment verification letter.

There are several reasons why an employee would request an employment verification letter. For instance, employees might need this letter to furnish to a financial institutions or landlords, if they’re trying to buy or rent a property. In some cases, they might require this letter for insurance, credit or job applications.

Whatever the reason maybe for an employee to request this letter, the letter contains information to verify that a person has either worked or is currently working at a company as he/she claims. Just like there are types of letters you can compose, there are also different ways you can request the letter.

It’s important to request this letter in a respectful and professional way. If you’re currently employed, the best way to find out how to request such a letter is to check with the HR department of your company. This department knows exactly how the process works thus, making it a lot easier for you.

Here are some ways you can request for a letter of employment template:

• Employee request When employees request for this letter, they should do so in a professional way. Consult with the HR department as this is generally where you would make such a request. If you’re currently employed with the company and you need the letter for a specific reason, double-check with the HR department about the process. Usually, the HR department prepares the letter for the employee, with a template for the department head to fill in. If your company doesn’t have an HR department, approach your manager directly with your request. If your company doesn’t have a form or template, you may want to prepare the letter and simply ask your head to sign it after checking.
• Third-party request There are cases when an employee would need this letter for non-employment purposes like for credit or loan applications. This is a much easier request to make but still, you should make sure to keep your request professional and brief. Generally, the information required for this request is the basic name, job title, salary details, and employment dates.
• Prospective employer request Finally, this request comes from when you’re applying for a job and you need your former employer to verify the information you submitted through your resume or job application. This is why it’s important to leave your job on a good note. Otherwise, you’ll find it very difficult to request for an employment verification letter. Some employers may require applicants to submit this letter along with their application. This is essential, especially in this modern-day and age where it’s becoming easier to forge documents. If you want to increase your chances of getting hired, this letter can help out in a big way. If the prospective employer can confirm all of the information you’ve written on your resume through the letter, this shows that you’re honest and that you had, indeed, worked in the company as you claimed.

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How to Get Your Employment History

Last Updated: April 19, 2024 Fact Checked

This article was written by Jennifer Mueller, JD . Jennifer Mueller is an in-house legal expert at wikiHow. Jennifer reviews, fact-checks, and evaluates wikiHow's legal content to ensure thoroughness and accuracy. She received her JD from Indiana University Maurer School of Law in 2006. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 317,533 times.

An employer or licensing agency may request your employment history as part of your application for employment or licensing. You also may be expected to provide your employment history when applying for benefits such as Social Security. If you've worked for a number of employers over the years, it may be difficult to remember everywhere you've worked and the exact dates when you worked there – especially if you've worked in short-term, temporary or seasonal positions. If you're drawing a blank on certain years in your employment history, you can use several methods to fill in the gaps in your memory.

How to Get Your Work History

Fill out the Social Security Request Earnings form, and pay the required fee. Mail your form to a Social Security office and get your employment history within 120 days. Alternatively, send form 4506 to the IRS to see employers listed on your tax returns.

Using Social Security Records

• You can download the form online at https://www.ssa.gov/forms/ssa-7050.pdf . Once you've downloaded the form, you can fill it out on the computer and print it out, or you can print out a blank form and fill it out by hand.
• If you prefer, you also can ask for a paper form in person at your nearest Social Security office.

• The itemized statement of earnings includes the names and addresses for all employers you had during the years you specify. [2] X Trustworthy Source US Social Security Administration Independent U.S. government agency that administers Social Security and related information Go to source
• If you fill out the form by hand, you should only use a pen with blue or black ink.

• If you simply need the report for your own records, there's no need to get a certified statement. Typically you would only need a certified statement if you were specifically asked for one.
• You can pay the fee using credit card, check, or money order. If you choose to use a credit card, you should enter your credit card information in the credit card section on the last page of the request form.

Using IRS Records

• If you've kept copies of your tax returns, you can pull them up to find names and address of employers and fill in gaps in your employment history.
• If you use online tax preparation services, you can often review old tax returns by logging onto your account. Typically you'd only be able to view returns you prepared using that service, but if you can remember which services you used for which years, you may be able to get copies of all the tax returns you need free of charge.

• If you fill it out by hand, make sure you only write in pen using blue or black ink.
• To complete the form, you will have to enter your name as it appeared on your tax return, along with your Social Security number. If you filed jointly, you also must include the name and Social Security number of your joint filer.
• You will need to enter your current address, plus the address on your previous return if it was different.
• Enter the year or range of years for which you want copies of your tax returns. [6] X Trustworthy Source Internal Revenue Service U.S. government agency in charge of managing the Federal Tax Code Go to source

• You may pay the fee using either a check or money order made payable to the United States Treasury.
• For example, if you've requested five years of tax returns, you must pay the IRS $250 to get those copies.

• If you lived in two different states that show two different addresses, send your form to the address based on the state where you lived when you filed the most recent return.

Using Your Credit Reports

• The information on your report may be spotty or outdated, but it might help jog your memory.

• Although the information on your credit report may not be as thorough as the information you could get from Social Security or from the IRS, it has the benefit of being free.
• If you're looking for a job or contemplating a change in careers, it's probably a good idea to review your credit report anyway, as potential employers may pull it up when they are evaluating you for a job.

• If your report contains any employment information that bothers you, normally a simple request to the reporting agency is all it takes to have it removed.
• The employment information on each report may be different. For example, your Experian report will list your last known employer and occupation, but not any dates of employment. TransUnion, on the other hand, includes your current employer and occupation plus your previous employer. For both, your report includes the date your employment was last verified, the date you were hired, or the date your employment was reported.

Playing Detective

• Use a search engine to look for your full name and any other versions of your name that you've used in the past. You can narrow this search by including other information such as the name of the city or state where you lived at the time.
• Look not only for actual documents that would display your work history, but also for words or accounts that might jog your memory. For example, if you find an old social media account, you may read a post you made talking about a coworker that helps you remember where you were working at the time.

• You may have added the phone number of your workplace, or of a manager or coworker, and then failed to delete it when you moved on to another employer.

Expert Q&A

You might also like.

• ↑ https://www.ssa.gov/forms/ssa-7050.pdf
• ↑ https://www.ssa.gov/agency/contact/phone.html
• ↑ https://www.irs.gov/pub/irs-pdf/f4506.pdf
• ↑ https://consumer.ftc.gov/articles/free-credit-reports
• ↑ https://www.annualcreditreport.com/index.action
• ↑ https://www.indeed.com/career-advice/resumes-cover-letters/find-work-history

About This Article

If you need to provide your employment history, but can’t remember everywhere you’ve worked, try searching online for your old resumes or biographical information. Use a search engine to look for your full name and narrow the search by including other information like cities and states you’ve lived in before. In addition to public sites, look through your old emails for clues or messages from former employers. Search for work-related keywords to try and find any mention of previous places you’ve worked at. If you have no luck on the computer, reach out to friends and family. While you might not remember where you worked when you were 16, there’s a good chance that your mother does! For more tips from our co-author, like how to request employment information from the IRS, read on. Did this summary help you? Yes No

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Letter Templates & Example

Employment History Letter Sample: How to Write a Job Reference Letter that Stands Out

Are you struggling to create a standout employment history letter? Look no further! We have compiled a range of examples to help you craft a compelling letter that highlights your skills, experience, and achievements. Whether you’re a recent graduate looking for your first job or a seasoned professional seeking to switch careers, our collection of employment history letter samples has got you covered. You can easily edit them to suit your needs and stand out from other candidates in the job market. Let’s get started on crafting a winning employment history letter today!

The Best Structure for an Employment History Letter Sample

Are you starting a new job search and unsure of how to write an employment history letter? Don’t worry, we’ve got you covered. In this article, we’ll guide you through the best structure for an employment history letter sample.

Firstly, start with a brief introduction of yourself. Provide your name, job position or title, and the company or organization where you were employed. It is also essential to mention the duration of your employment, including the start and end dates. This information will provide a clear picture of your work experience, and the hiring manager will get a better understanding of how long you have been working in your previous role.

Secondly, list your job responsibilities and duties. Include a detailed description of the tasks you completed daily, weekly, or monthly. Elaborate on the skills you have acquired while completing these duties. This section will showcase your abilities and potential to future employers and will help them understand the scope of work you are capable of handling.

Thirdly, highlight your achievements and accomplishments while working in your previous role. Mention specific figures and statistics that illustrate your contributions to the organization. For example, if you have increased sales revenue by a certain percentage, then mention it here. This section will demonstrate your dedication and hard work towards your job, and the hiring manager can gauge your potential for success in their organization.

Lastly, add a concluding paragraph explaining your reason for leaving the job. Be honest and objective when sharing the reason for leaving. Employers appreciate transparency, and they would not want to hire an employee who hides important facts. End the letter by expressing your gratitude and appreciation for the opportunity to work in their organization.

To sum it up, when writing an employment history letter, be concise and honest. Provide all the relevant details related to your job responsibilities, achievements, and reason for leaving. Ensure that the letter is easy to read and free from grammatical errors. Follow the structure mentioned above, and you will be on your way to impressing potential employers with your work history.

Sample Employment History Letters

Letter of recommendation for job transfer.

Dear Hiring Manager,

It gives me great pleasure to recommend [Employee Name] for [Job Position] at your esteemed organization. [Employee Name] has been an integral part of our organization for the past [Number of Years] years, and has demonstrated exemplary performance throughout their tenure.

As [Employee Name]’s supervisor, I can attest to their exceptional work ethics, professionalism, and ability to work collaboratively in a team environment. Their exceptional communication skills and ability to work under pressure have been of great help to our organization, and I am confident that they will excel in their new role.

I highly recommend [Employee Name] for the [Job Position], and I believe their skills and expertise would be of great value to your organization.

Sincerely, [Your Name]

Letter of Verification of Employment

Dear [Recipient’s Name],

I am writing this letter to verify the employment of [Employee Name] with our organization, [Company Name], from [Employment Start Date] to [Employment End Date]. [Employee Name] held the position of [Job Position] in the [Department Name] department.

During their tenure, [Employee Name] demonstrated exceptional work performance, and their skills and expertise significantly contributed to the overall success of our organization. [Employee Name]’s responsibilities included [Job Responsibilities], and they executed their duties with the utmost professionalism and dedication.

We wish [Employee Name] the best of luck for their future endeavors and highly recommend them to any prospective employer.

[Your Name]

Letter of Recommendation for Promotion

I am very pleased to recommend [Employee Name] for the position of [Job Position] at our organization. I have had the privilege of supervising [Employee Name] for the past [Number of Years], and during that time, they have demonstrated exceptional skills, dedication, and professionalism.

[Employee Name] is a hardworking and reliable employee who has consistently exceeded expectations in their current role. They have been instrumental in achieving some of our organization’s major milestones, and I have no doubt that they will bring the same level of expertise and enthusiasm to their new role.

I highly recommend [Employee Name] for the position of [Job Position], and I am confident that they will excel in their new role.

Letter of Recommendation for Graduate School

I am writing this letter to recommend [Employee Name] for admission into [Graduate School] in the [Program Name] program. I have had the privilege of supervising [Employee Name] for the past [Number of Years], and during that time, they have demonstrated exceptional skills, dedication, and professionalism.

[Employee Name]’s remarkable academic record, combined with their multifaceted skills and their unwavering dedication to their work, make them an ideal candidate for the [Graduate School] program. They have consistently demonstrated a keen ability to think critically, conduct comprehensive research and analysis, and produce top-quality work.

I have no doubt that [Employee Name] will flourish in the [Graduate School] program and will make significant contributions to the academic community. I wholeheartedly recommend them for admission into the [Program Name] program.

Letter of Recommendation for Volunteer Work

I am writing this letter to recommend [Employee Name] for their volunteer work with [Organization Name]. [Employee Name] volunteered at our organization for [Number of Months/Years], and during their tenure, they demonstrated exceptional commitment, dedication, and professionalism.

[Employee Name]’s work with our organization was primarily focused on [Area of Volunteer Work] and they have shown exceptional skills and expertise in this domain. Their dedication to our cause and their willingness to go above and beyond their call of duty have been invaluable to our organization.

I highly recommend [Employee Name] for any future volunteer opportunities that may arise. Their passion for community service and their exceptional work ethics make them an asset to any organization.

Letter of Recommendation for Entrepreneurship

I am writing this letter to recommend [Employee Name] for their entrepreneurship venture. [Employee Name] has worked with our organization for [Number of Years], and during their tenure, they have demonstrated exceptional skills, dedication, and professionalism.

[Employee Name] has shown exceptional leadership skills during their tenure at our organization and has consistently delivered top-quality work. They exhibit an unwavering dedication to their work, and their ability to motivate and lead others sets them apart from their peers.

I have no doubt that [Employee Name] will excel in their new entrepreneurial venture. Their skills, expertise, and unwavering dedication will undoubtedly translate into success in their new endeavor.

I highly recommend [Employee Name] for any future entrepreneurial opportunities that may arise.

Letter of Recommendation for Immigration Purposes

I am writing this letter to confirm [Employee Name]’s employment with our organization, [Company Name], from [Employment Start Date] to [Employment End Date]. [Employee Name] held the position of [Job Position] in the [Department Name] department.

[Employee Name] demonstrated exemplary performance during their tenure and had a range of responsibilities, including [Job Responsibilities], which they fulfilled with professionalism and dedication.

I highly recommend [Employee Name] for any immigration purposes and do not hesitate to confirm their employment details with any other organization.

Tips for Writing an Employment History Letter Sample

Having a strong employment history letter sample is a crucial component of any job application. In order to impress potential employers, it is important to craft a letter that highlights your achievements and demonstrates your value to past employers. The following tips can help you create a compelling letter:

• Provide a brief introduction: Start your letter by introducing yourself, your current occupation, and the purpose of the letter. This will help the employer understand the context of your employment history.
• Outline your employment history: Begin with your most recent position and work backwards. Include the dates of your employment, job title, and a brief description of your responsibilities and achievements.
• Showcase your achievements: Use specific examples to illustrate your accomplishments in each role. This will help potential employers understand how your skills and experience can benefit their organization.
• Be concise: Focus on the most relevant details and keep your writing concise and clear. Avoid using overly complex language or lengthy sentences.
• Highlight transferable skills: If you are changing careers or industries, focus on transferable skills that are relevant to the job you are applying for.
• Explain gaps in employment: If you have gaps in your employment history, be prepared to explain them. This could be due to time off to care for a family member, travel, or pursuing additional education or training.
• Include references: Consider including references from past employers or colleagues who can attest to your skills and work ethic. Make sure you ask for their permission before including their contact information.
• Edit and proofread: Make sure to review your letter carefully for grammar and spelling errors. Ask a friend or family member to review it as well to ensure that it is clear and concise.

By following these tips, you can create an effective employment history letter sample that highlights your achievements and demonstrates your value as a job candidate. Remember to tailor your letter to the specific job you are applying for and showcase the skills and experience that are most relevant to that position. Good luck!

FAQs Related to Employment History Letter Sample

What is an employment history letter?

An employment history letter is a document that contains all the details about an employee’s previous work experience, including job titles, job responsibilities, and dates of employment.

Why is an employment history letter needed?

An employment history letter is needed to provide proof of an individual’s work experience and to verify their skills and qualifications to potential employers or academic institutions.

Who can provide an employment history letter?

An employment history letter is usually provided by the human resources department of an individual’s previous employer.

What should be included in an employment history letter?

An employment history letter should include all relevant information about the employee’s previous work experience, including job titles, job responsibilities, dates of employment, and reasons for leaving the company (if applicable).

How can I request an employment history letter?

You can request an employment history letter from your previous employer’s human resources department. It is best to make the request in writing and include your full name, dates of employment, and any other relevant information that can help to locate your employment records.

Is it necessary to include all my past employment in an employment history letter?

Yes, it is important to include all past employment in an employment history letter, even if the job was short-term or did not relate to the field you are currently pursuing. This helps to provide a complete picture of your work history to potential employers or academic institutions.

How should I use an employment history letter?

An employment history letter can be used to support your job applications, academic applications, or any other situation where you need to provide proof of your work experience. It is important to keep the document safe and accessible, as you may need to provide it multiple times throughout your career.

That’s All Folks!

And that my friends, concludes our short but informative article about employment history letter samples. We hope that our content has helped you gain a better understanding of this topic. Remember, the employment history letter is an important document that can impact your job prospects, so take the time to get it right. If you have any questions or feedback, feel free to drop us a line in the comments section. We’d love to hear from you! And don’t forget to check back in with us soon for more helpful articles. Thanks for reading!

How to Write an Effective Employment Letter Request Sample How to Create a Professional Self Employment Letter Template 5 Full Time Employment Letter Sample Templates for Your Job Application Top Recommendation Letter Templates for Graduate School from Employer 5 Tips for Creating a Professional Employment Commitment Letter Template 10 Free Employment Letter of Intent Template Samples for Job Seekers

If a Company No Longer Exists, How Can Employers Verify You?

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How to Write a Cover Letter to a Previous Employer

How to anonymously report employers hiring undocumented immigrants, how can i get a list of jobs where i have worked.

• How to Find Out What Your Previous Employer Is Saying About You
• How to Inform Your Employer About Changing Jobs

Verifying employment at an organization that is no longer in business can be stressful. While many hiring managers are primarily concerned about your most recent employment, you may still need to document years of experience in your industry. There are several strategies that you can use to document your previous job experience so that you can move forward in your career. These strategies will depend on the documentation you have available, your professional networks and whether the company ceased operations or was merged into or acquired by another firm.

Gather Employment Documentation

Your first step is to gather documentation of your previous employment. Examples of acceptable documents include:

• ​ Termination or separation letter: ​ This is a letter that formally documents the termination of your employment. It should be printed on company letterhead and contain the date range spent at the company.
• ​ Employment contracts: ​ Employment contracts and agreements can be used to establish a work history.
• ​ Referral letters: ​ Former supervisors may have written referral letters when they, or you, left the company. Monster suggests asking for these letters when possible so that you can verify employment at a later date.
• ​ Pay stubs/direct deposit notifications: ​ Old pay stubs or notifications of direct deposits can establish that you were on a company's payroll.
• ​ Tax forms: ​ If you no longer have old tax forms, including W-2s, contact the IRS . They may be able to help you get copies.
• ​ Unemployment claim documentation: ​ If you applied for unemployment after your job ended, the documentation should contain the name of your previous employer.

Be cautious when sharing documents that contain sensitive information. Wait until a hiring manager asks for documentation of employment and black or blur out details such as your Social Security number and previous salary information. When possible, use other documentation methods, such as letters of termination or referral letters, before turning over tax, payroll or bank information.

Human Resources Departments

Some companies outsource human resources to third-party companies while they are operational or, in some cases, after they have shut down. If you know that your employer outsourced HR, contact the contractor that handled these matters. If you were at the company at the time of the shutdown or acquisition, your termination documents may give you contact information for human resources questions.

If your employer merged with or was purchased by another company, contact that company's human resources department. That company may have your records available and could verify your employment history.

Previous Supervisors and Coworkers

Previous supervisors and coworkers may be able to confirm your previous employment. If you are not directly in touch with these individuals, reach out via social media and professional networking sites, such as LinkedIn. One of the easier ways to document your employment online is to ask former supervisors and coworkers to write you a recommendation directly on the networking or job site.

Other Verification Strategies

Other options for verifying previous employment could include:

• ​ News media: ​ You could point out news media mentions of your former employer to show that it existed and that it is no longer in business.
• ​ Social media: ​ Social media sites may have pictures or mentions of you that show your connection to your former employer.
• ​ Credit reports: ​ Your credit reports may include the names and addresses of at least some previous employers. Not all credit reports will have this information, and the details may not be accurate, so it is a good idea to check your reports from the three major credit bureaus before beginning your job search.
• Internal Revenue Service: What if My Employer Goes out of Business or Into Bankruptcy?
• Monster: Corporate Restructuring and Your Resume

Lainie Petersen is a full-time freelance writer living in Chicago. She holds a master’s degree in library and information science from Dominican university and spent many years working in the publishing, media and education industries. Her writing focuses on business, career and personal finance issues. Her work appears on a variety of sites, including MoneyCrashers, Chron, GoBankingRates and 8th & Walton News Now.

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• 1 Can I Be Fired if My Employer Is Not Able to Verify Previous Employment?
• 2 How Can I Obtain a List of My Previous Employers?
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• 4 How to Answer "May We Contact Your Previous Employer?" If You Have Been Fired

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• Money and tax
• National Insurance

Get proof of employment history

You can ask HM Revenue and Customs ( HMRC ) for a record of your employment history, for example if you’re:

• making a compensation claim (for example for an industrial injury, road traffic accident or medical negligence claim)
• applying for a loan
• renewing a work visa

You can find this information yourself or get a legal adviser or tax agent to do it for you.

This guide is also available in Welsh (Cymraeg) .

How to get your employment history

You can get a record of the current and past 5 years’ employment using:

• your personal tax account
• the HMRC app

Once you’ve signed in, you’ll need to navigate to your Pay As You Earn (PAYE) Income Tax records to get your employment history.

Apply using a paper form

You can also fill in the application form for a record from any year and send it to HMRC . The address is on the form.

If you’re applying through a legal adviser or tax agent, you’ll first need to give them written consent. Use the employment history consent form . They’ll include your consent with your application.

Apply for an employment history on behalf of someone who has died

You can apply to get the employment history of someone who’s died if you’re legally entitled to claim damages on behalf of their estate :

• as part of a claim for personal injury or a fatal accident
• under the Diffuse Mesothelioma Payment Scheme

How to apply

Fill in the request employment history about a deceased person form and send it to HMRC . The address is on the form.

If a professional representative (for example a solicitor or coroner) gave you the form, fill it in and return it to them.

After you’ve applied

Contact the National Insurance: general enquiries helpline if you have not heard from HMRC after 40 days.

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How to Write a Letter of Introduction (With Examples)

By Priya Jain

Published: January 22, 2024

Writer & Career Coach

Writing a letter of introduction serves as a tool for individuals and businesses to establish new connections, explore opportunities, or introduce services and products. An effectively written letter of introduction can open doors to job opportunities, business collaborations, and networking.

Whether you’re a freelancer seeking new clients, a business looking to forge new partnerships, or an individual exploring job opportunities, a compelling introduction letter can set the stage for fruitful interactions.

In this article, we explain what a letter of introduction is, explore what to include, and give examples you can use while creating your letter. 

What Is a Letter of Introduction?

A letter of introduction is a document that introduces one party to another. It can serve various purposes in different contexts, including professional, academic, or personal settings. 

This letter can be used to introduce oneself or by someone else to introduce a third party. The key purpose is establishing a connection or a rapport with the recipient, usually with a specific goal, such as exploring job opportunities, proposing business collaborations, or extending networks.

Individuals can use letters of introduction in social settings, like joining a new club or group, where you want to introduce yourself to the members. These letters often introduce a third party, like a colleague or a friend, to your contacts. This can be particularly helpful in professional networking or recommending someone for a job or project .

The Difference Between a Letter of Introduction and a Cover Letter

A letter of introduction and a cover letter are very different. Letters of introduction are generally used when you want to establish a new relationship that may or may not be job-related. It could be an introduction to a potential business partner, a networking contact, or a new community or group. 

On the other hand, a cover letter is job-related. It’s sent alongside a resume when applying for a job. The cover letter focuses on why the applicant is suitable for a specific job, highlighting skills and experiences directly relevant to the job description. It’s more tailored to a particular role or company.

Letter of Introduction Examples

Here are some examples you can take inspiration from:

Job Application Letter of Introduction

This letter aims to introduce yourself to a potential employer, highlight relevant skills and experiences, express interest in the position, and provide a glimpse of your personality.

You can use this example to write a job application introduction letter:

Dear [Hiring Manager’s Name],

I am writing to express my keen interest in the [Job Title] position at [Company Name]. With [X years] of experience in [relevant field/industry], I have developed a comprehensive skill set that aligns with your team’s requirements.

My experience at [Previous Company] involved [mention key responsibilities or projects related to the new job]. I am particularly excited about the opportunity at [Company Name] because of [reasons specific to the company or role].

Enclosed is my resume, which further outlines my achievements. I would appreciate the opportunity to discuss how my experience and skills can contribute to the continued success of [Company Name].

Thank you for considering my application. I look forward to the possibility of contributing to your esteemed team.

[Your Name] [Your Contact Information]

Networking Introduction Letter

A networking introduction letter is a valuable tool for establishing new professional connections . It’s a way of introducing yourself to someone in your industry or field whom you haven’t met but wish to connect with for networking purposes.

Here’s an example:

Dear [Contact’s Name],

I hope this message finds you well. I am [Your Name], currently working as a [Your Job Title] at [Your Company]. I came across your profile on [LinkedIn/Professional Event] and was impressed by your extensive experience in [relevant field/industry].

I am reaching out to expand my professional network in the [specific industry or field] and would value the opportunity to learn from your insights. [Mention any mutual connections or shared interests, if applicable].

If you are open, I would appreciate talking with you briefly. I want to hear about your experiences, particularly regarding [specific topic or question].

Thank you for considering my request. I understand the value of your time and would be flexible to accommodate your schedule.

Best regards,

Cold Outreach Letter of Introduction

A cold outreach letter of introduction is used when contacting someone who does not know you or is not expecting your communication. It’s typically used professionally to introduce yourself, your company, or your products/services to a potential client, partner, or employer.

Here’s an example:  

Dear [Recipient’s Name],

My name is [Your Name], and I am the [Your Position] at [Your Company]. I am reaching out to introduce our company and the innovative solutions we offer in [specific service or product area].

I believe that [Recipient’s Company] could significantly benefit from our [services/products], especially in [specific area of improvement or opportunity you’ve identified in their business]. We have partnered successfully with companies like yours, such as [mention any relevant clients or case studies], and achieved [mention specific results or improvements].

I would love the opportunity to discuss this further with you. Would you be available for a brief call next week? I am also attaching a brief overview of our services for your reference.

Thank you for your time, and I look forward to working together.

Warm regards,

Letter of Introduction Template

Creating a letter of introduction involves a structured approach to presenting your information effectively.

Here’s a template that you can adapt based on your specific needs:

[Your Name] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number]

[Recipient’s Name] [Recipient’s Title] [Company/Organization Name] [Company Address] [City, State, Zip Code]

Dear [Recipient’s Name],

[Introductory Paragraph: Briefly introduce yourself, stating your name and current position or role. Explain how you came across the recipient, their work, or their organization.]

[Second Paragraph: State the purpose of your letter. Are you seeking a job opportunity, looking to network, or proposing a collaboration? Be specific about your intentions and why you are contacting this particular individual or company.]

[Third Paragraph: Concisely overview your relevant background and experience. Focus on key aspects of your career or education that align with the purpose of your letter.]

[Fourth Paragraph: Highlight one or two significant accomplishments or skills. Use specific examples demonstrating your capabilities and how they relate to the recipient’s needs or interests.]

[Fifth Paragraph: Mention any personal qualities or soft skills that set you apart and are relevant to the context of your introduction. Relate these traits to how they can be beneficial in achieving the goals outlined in your letter.]

[Call to Action: Clearly state what you hope to achieve with this letter. Whether it’s a follow-up meeting, a phone call, or further discussions, provide a clear action you’d like the recipient to take.]

Thank you for taking the time to read my letter. I am very interested in [discussing further, learning more about, etc.] and look forward to the possibility of [working together, meeting you, etc.]. Please contact me at [your email address] or [phone number].

[Your Name] [Attachments: Mention attachments such as your resume, portfolio, or other relevant documents.]

What You Need to Include in a Letter of Introduction

Incorporating specific elements in your letter of introduction can significantly enhance its effectiveness.

Here’s a breakdown of what to include following your provided structure:

Begin with a formal greeting. This is the initial greeting and sets the tone for the letter. Use a formal tone like “Dear [Recipient’s Name]”. If the recipient’s name is unknown, “Dear Hiring Manager” or “To Whom It May Concern” are alternatives. Personalizing the salutation, however, is preferable if you know the recipient’s name.

Introduction

Introduce yourself by stating your name and your current position or role in a professional context. This section should be brief, offering a snapshot of who you are. For instance, “My name is Jane Doe, and I am a Marketing Manager at XYZ Corporation.”

Purpose of the Letter

Clearly articulate why you are writing this letter. This might be to introduce yourself in a job search context, to propose a business collaboration, or to establish a new professional relationship. Be specific about why you’re contacting this particular individual or organization.

Background Information

Provide a concise overview of your professional background relevant to the purpose of your letter. This could include your current job, professional journey, or key areas of expertise. The aim is to give the reader context about your professional standing.

Relevant Accomplishments

Highlight significant achievements that are pertinent to the recipient. These could be successful projects you’ve led, awards you’ve won, or specific contributions you’ve made in previous roles. The objective is to showcase your competence and success in areas relevant to the letter’s purpose.

Personal Qualities

Share personal attributes that make you well-suited for the intended purpose of your letter. For instance, you might emphasize qualities like leadership, innovation, or collaborative skills if you are applying for a job. This part is about showing your personality and fit.

Call to Action

This is a crucial component where you suggest the next steps. It could be a request for a follow-up meeting, a phone call, or an invitation to review your application. Make it clear what you want the recipient to do next.

Conclude your letter with a formal and professional closing. Common closings include “Sincerely”, “Best regards”, or “Kind regards”, followed by your full name. This part signifies the end of your letter respectfully.

Attachments

If you include additional documents, such as a resume or portfolio, mention them here. For example, “Enclosed, please find my resume, which provides further details about my professional experience.”

What Not to Include in a Letter of Introduction

When writing a letter of introduction, it’s important to be aware of certain elements that should be avoided.

Here are what not to include: 

Unsubstantiated Claims

Your letter should avoid making broad statements about your abilities or achievements without providing specific examples or evidence to support them. For instance, rather than simply stating that you’re an excellent communicator, provide a brief example or mention a relevant accomplishment demonstrating this skill. The goal is to be as concrete and specific as possible to build credibility.

Clichés and Overused Phrases

Avoid overused phrases and clichés that don’t add substantive information to your introduction. Phrases like “team player,” “hard worker,” or “go-getter” are commonly used and don’t distinguish you from other candidates. Instead, use unique descriptions specifically tailored to your experiences and qualifications.

Unrealistic Promises

Be cautious about making promises or commitments that you might not be able to fulfill. Overpromising to impress can backfire if you cannot deliver on those promises later. It’s important to be honest and realistic about what you can offer to the potential employer or contact.

Best Practices for Writing Letters of Introduction

When writing a letter of introduction, following these best practices can greatly enhance the effectiveness and professional impact of your letter:

Tailoring the Letter to the Audience

By researching and familiarizing yourself with the recipient’s work and organization, you can ensure that your letter speaks directly to their needs and interests. Personalization in the letter demonstrates that you have taken the time to understand who they are and what they value, which can significantly increase the effectiveness of your message.

Keeping It Concise and Focused

An effective letter conveys your message in a clear, succinct manner. Long letters can dilute the impact of your key points and lose the reader’s interest. 

Structuring your letter with a clear beginning, middle, and end helps maintain this focus. The introduction should grab attention, the body should elaborate on your purpose and relevant qualifications, and the conclusion should reiterate your intent and suggest the next steps.

Showcasing Personality and Authenticity

An impactful letter is about what you say and how you say it. Infusing your letter with genuine personality and authenticity makes your message resonate more with the recipient. It’s about striking the right balance between professional decorum and personal touch.

Sharing your motivations, interests, or perspectives in a way that aligns with the professional context can make your letter memorable and establish a more personal connection with the recipient.

Proofreading for Clarity and Professionalism

The final yet crucial step in drafting your letter is thorough proofreading. This step is imperative for ensuring your letter is free from grammatical errors and typos and communicates your message.

A well-written and professionally presented letter reflects your attention to detail and commitment to quality. Having someone else review your letter is often beneficial, as a fresh pair of eyes can catch errors and provide feedback on your message’s overall clarity and tone.

About the Author

Read more articles by Priya Jain

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The Sonic Eagle Logo, the trade dress of USPS packaging, the Letter Carrier Uniform and the Postal Truck and the following marks are among the many trademarks owned by the United States Postal Service: Click-N-Ship®, Deliver The Win®, EDDM®, ePostage®, Every Door Direct Mail®, Express Mail®, First-Class™, First-Class Mail®, First-Class Package International Service®, Forever®, Global Express Guaranteed®, IMb®, Informed Delivery®, Intelligent Mail®, Label Broker™, Parcel Select®, P.O. Box™, Post Office®, Pony Express®, Postal Inspection Service™, PostalOne!®, Postal Police®, #PostalProud®, Priority Mail Express International®, Priority Mail Flat Rate®, Priority Mail International®, Priority: You®, Registered Mail™, Standard Mail®, The Postal Store®, United States Postal Inspection Service®, United States Postal Service®, U.S. Mail®, U.S. Postal Inspector™, U.S. Postal Service®, USPS®, USPS BlueEarth®, USPS Mobile®, USPS Operation Santa®, USPS Tracking®, usps.com®, We are people delivering to people™, ZIP+4® and ZIP Code™. This is not a comprehensive list of all Postal Service trademarks.

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Chairman Jordan Demands Documents about Bragg Prosecutor Matthew Colangelo from Letitia James

Matthew colangelo, a former senior biden justice department official, is a lead attorney in the political prosecution of president trump with manhattan da alvin bragg .

WASHINGTON, D.C. – House Judiciary Committee Chairman Jim Jordan (R-OH) sent a letter to New York Attorney General Letitia James demanding documents about New York County District Attorney (DANY) Alvin Bragg's lead prosecutor Matthew Colangelo as the Committee continues its investigation into politicized prosecutions. Given the perception that the Biden DOJ is assisting in District Attorney Bragg's prosecution, Chairman Jordan has requested communications and documents related to Colangelo's previous employment at the New York Attorney General's Office, where he worked several anti-Trump investigations. The fact that a former senior Biden DOJ official—whose previous employment consisted of leading "a wave of state litigation against Trump administration policies"—is now leading the prosecution of President Biden's chief political rival only adds to the perception that the Biden DOJ is politicized and weaponized. Yesterday, May 15, 2024, at 10:00 am ET the Select Subcommittee on the Weaponization of the Federal Government held a hearing to examine the weaponization of the rule of law.  Excerpts of the letter to New York AG Letitia James : "Mr. Colangelo's recent employment history demonstrates his obsession with investigating a person rather than prosecuting a crime. At the New York Attorney General's Office, Mr. Colangelo—who, for some time, held the title of Chief Counsel for Federal Initiatives—ran investigations into President Trump, leading 'a wave of state litigation against Trump administration policies.' On January 20, 2021, the first day of the Biden Administration, Mr. Colangelo began serving as the Acting Associate Attorney General—the number three official at the Justice Department. Upon the confirmation of Associate Attorney General Vanita Gupta, Mr. Colangelo then served as the Principal Deputy Associate Attorney General. In December 2022, District Attorney Bragg 'beefed up [his] office' by hiring Mr. Colangelo to fill the void left by the departure of politicized line prosecutors Mark Pomerantz and Carey Dunne. District Attorney Bragg hired Mr. Colangelo to 'jump-start' his office's investigation of President Trump, reportedly due to Mr. Colangelo's 'history of taking on Donald J. Trump and his family business.' Mr. Colangelo is now a lead prosecutor in President Trump’s trial. "District Attorney Bragg's prosecution concerns federal subject matter that is identical to a matter that the Justice Department closed in 2018, raising concerns that a state-level prosecutor is seeking to relitigate an issue on which the federal government previously declined prosecution. In addition, Bragg's prosecution relies heavily on the testimony of his star witness, Michael Cohen, a convicted felon with a demonstrable bias against President Trump. Cohen pleaded guilty to lying to Congress in 2018. In 2019, when he testified before the Democrat-led House Committee on Oversight and Reform in a hearing orchestrated by a longtime Democrat activist to aid their fruitless investigation into President Trump, Cohen lied again—six times. In the years since, Cohen has been vocal about his deeply personal animus toward President Trump. "District Attorney Bragg's politicized prosecution of President Trump has serious consequences for federal interests. The fact that a former senior Biden Justice Department official—whose previous employment consisted of leading 'a wave of state litigation against Trump administration policies'—is now leading the prosecution of President Biden’s chief political rival only adds to the perception that the Biden Justice Department is politicized and weaponized." Read the full letter to New York AG Letitia James here . Read the full letter to AG Garland here . Read the full letter to Matthew Colangelo here . Read the full letter to Alvin Bragg here .  

ATS Resume Templates

Download an ATS-friendly resume template for free. These templates can be edited in Microsoft Word and can be accurately scanned by an applicant tracking system.

If you’ve made it to this page, then you probably already know more about applicant tracking systems (ATS) than the average job seeker. That gives you an advantage! Why?

Many companies use ATS to manage resumes and applications. In fact, Jobscan research shows that over 97% of Fortune 500 companies use an ATS.

If an ATS can’t read or understand the information on your resume, then your application might not be seen when a recruiter searches for candidates with specific skills or experience – even if you have those skills or the experience!

Your resume needs to be ATS-friendly in order to give you the best chance of getting a job interview. That means that you need an ATS resume template.

We’ve designed 15 ATS resume templates that can be downloaded as Microsoft Word files and easily edited. Download one for free or use our free resume builder to get a customized ATS-friendly resume in minutes.

Free ATS Resume Templates

Executive and Management ATS-Friendly Resume Templates

As a leader, you want your experience and accomplishments to shine. These resume templates give you opportunities to show the measurable results you’ve achieved, as well as your hard and soft skills .

Using correct formatting is critical here. The ATS needs to be able to parse all of that vital information and categorize it correctly. You also need your resume to be searchable by an ATS so that when a recruiter filters candidates by skills, your application stays on the list.

Entry-Level ATS-Friendly Resume Templates

You might not think you have a lot to show on your resume, but you do! These templates provide sections where you can highlight your education, internships, volunteer experience , personal accomplishments, and more.

An ATS-friendly resume will help you get found by recruiters and hiring managers. This is important because an entry-level position could have hundreds of applicants! Use these templates to make sure the ATS picks up your skills and experience.

Make your resume faster with our free resume builder

Write your resume the free and easy way with the only resume builder designed specifically with ATS-compliant resume templates.

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ATS Resume Templates - What You Need to Know

How to make the perfect ats resume.

Remember, an ATS is just a computer filing system. It needs to be able to scan and understand the text on your resume in order to correctly parse the information and sort it properly.

An ATS will never auto-reject a resume, but an ATS optimized resume does make it easier for a recruiter to find you among the sea of applicants.

Even more importantly, an ATS-friendly resume naturally follows expert-recommended resume writing standards as well. That means that when the recruiter personally views your resume, it will include the relevant information they’re looking for and will be formatted in a way that makes it easier to read

Follow these tips for making the perfect ATS resume :

1. Tailor your resume to the job you are applying for

Focus on quality over quantity. Each job you apply for is unique, even if they all have the same title. Every company has different needs for that role. The job description will make it clear which hard skills, soft skills, experience, and education the company is looking for. So tailor your resume to show them that you are the perfect candidate.

Tailoring each and every resume can be time consuming, but it’s worth the effort!

You can speed up this process by using a tool like Jobscan’s resume scanner . Powered by AI-technology , this tool analyzes your resume against the job description and provides you with a resume score that tells you how closely your resume matches the job description. It also tells you exactly what you need to do to increase your score.

2. Match your resume keywords to skills found in the job description

Recruiters might use an ATS’ search function to find applicants with specific skills. How do you know what skills they will search for? By examining the job listing. Use a resume scanner to automatically pick out the hard and soft skills the recruiter might search for, and then include those on your resume.

Even if the recruiter doesn’t search applications for those skills, they’ll definitely be looking for mentions of them on each resume they review.

3. Use long-form and acronym versions of keywords

Some ATS will only return resumes with the exact keywords the recruiters would search for. For example, if you included “Search Engine Optimization” in your resume but the recruiter searched for “SEO,” your profile may not appear in the results. Try to include both the acronym and the unabbreviated form of the term.

Use a tool like Jobscan’s resume fixer to make sure your resume doesn’t contain mistakes that will eliminate you from consideration.

4. Use Chronological or Hybrid resume format to write your resume .

Recruiters do not like the functional resume format . Unless you’re making a career change, a functional resume is going to work against you. (And even then, we recommend you steer clear of the format for a career change resume .)

The best format for the ATS is traditional reverse chronological. You can also use chronological and hybrid resume formats as these are familiar to most recruiters.

5. Use an easy-to-read, traditional font

For readability, use a traditional serif or sans serif font. Untraditional or “fancy” fonts can cause parsing errors, which means the full text of your resume won’t be searchable.

6. Use standard resume section headings

Section headers like “Where I’ve Been” in place of “Work Experience” will confuse applicant tracking systems, causing them to organize information incorrectly.

7. Save your file as a .docx if possible

A docx file is most compatible with ATS.

What is the best resume format for ATS?

There are three standard resume formats to choose from in your job search. They shape your first impression and determine the way recruiters and hiring managers view your fit as an applicant.

Your resume formatting can also determine how well your resume is parsed within an applicant tracking system (ATS) and how likely you are to be noticed as a result.

Regardless of the format you use, the most important thing is to use standard section headings like Experience, Skills, and Education. That will make it easier for the ATS to categorize the text.

How to tailor your ATS-friendly resume to a job

Tailoring your resume proves to recruiters that you’re an experienced professional. Most importantly, it shows them that you’re the perfect fit for this role.

Follow these three steps for tailoring your resume to a job description:

1. Examine the specific job description of the position

Go line by line through the job description and ask yourself these questions:

• “Does my resume experience section clearly state that I can do what’s required of this role?”
• “Am I using the same language found in the job description or job posting?”

You might find several different or missing skills and keywords in your generic resume.

2. Match skills and keywords from the job description

Mirroring the language, keywords, and buzzwords found within the job description is the easiest way to demonstrate you’re a better match than the competition.

The best way to show you’re the best fit for the position is to take words from the job posting and strategically put them in your job descriptions and other resume sections. A resume scanner will automatically pull out these keywords in seconds and speed up this process.

3. Write your job title clearly

Recruiters might search for people who have done the job they’re hiring, so list your job titles clearly and match the titles to the one in the job posting when possible. If you haven’t held the job before, list it under your name at the top or as part of your summary section.

What is Applicant Tracking Software (ATS)?

An applicant tracking system (ATS) is software used to assist with human resources, recruitment, and hiring. While each system offers a different package of features, applicant tracking systems are primarily used to help hiring companies organize and navigate large numbers of applicants.

For example, an ATS stores job candidate information like resumes, cover letters, references, and other recruitment and hiring data that HR teams can easily access and organize. It will also track job candidates and their application status throughout the hiring pipeline.

Ultimately, an ATS automates time-consuming administrative tasks such as manually screening applicants, reading resumes, scheduling interviews, and sending notifications and emails to job candidates and employees.

Can you add graphics to your resume?

When it comes to creating an ATS-friendly resume , the rule is: The simpler, the better. ATS are improving at scanning different formatting features, but not all of them are good at this.

Adding graphics and images could cause ATS parsing errors , which means the text on your resume won’t be fully searchable or accurately categorized by an ATS. We recommend that job seekers err on the side of caution. Avoid graphics, images, and photos.

Are Google Docs or Microsoft resume templates ATS-friendly?

They can be. We talked about some formatting features to avoid on your resume – fancy graphics and non-traditional fonts. Those features can trip up an ATS, even if they’re on a Word document or Google Docs file.

However, as long as you follow the guidelines on this page, or use one of these ATS resume templates, you’ll be fine.

How to get your cover letter past the ATS?

To increase your cover letter’s chances of passing an ATS, focus on using a clean format without complex formatting, incorporate relevant keywords and phrases from the job description, and ensure that your content is easy for the ATS to parse.

Consider using a tool like Jobscan’s cover letter generator to help you create an ATS-friendly cover letter. If you already have a cover letter, run it through our cover letter checker tool to get personalized feedback on how to improve your cover letter and make it more compelling to employers.

More Resume Resources

Google Docs Resume Templates

Professional Resume Templates

Resume Builder

Resume Writing Guide

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