sample letter of dual employment

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Undertaking Letter for Dual Employment – Sample Letter of Undertaking for Dual Employment

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To, The HR Manager, __________ (Name of the company), __________ (Company’s address)

Date: __/__/____ (date)

Subject: Undertaking for dual employment

Most respectfully, my name is __________ (your name) and I am working as _______ (mention designation) in your company for the last ________ (mention duration), and my employee ID number _____________ (mention employee ID).

I would like to state that I am willing to work as a _________ (temporary/contract/part-time/full-time/other) employee in ________ (company name) from __/__/____ (date) onwards along with working for your company. I assure you that this would not be affecting my performance in your company and I will be working hard to maintain a balanced work in both companies.

I hereby undertake and assure you that I will be abiding by all terms and conditions of the company. I shall be obliged for your kind consideration.

Thanking you, Sincerely, _________ (Name), _________ (Designation), _________ (Employee ID)

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• A: Yes, it is advisable to inform your current employer to maintain transparency and uphold ethical practices.
• A: Clearly state your intention to balance responsibilities and maintain performance in both roles.
• A: Yes, you can work for multiple companies simultaneously, but it's essential to ensure there are no conflicts of interest and to manage your time effectively.
• A: Yes, it's recommended to seek approval from both employers to avoid any misunderstandings or conflicts.
• A: Address any concerns promptly and transparently, emphasizing your ability to fulfill duties effectively in both roles and offering solutions to alleviate any apprehensions.

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5 Examples: How to Write a Letter of Employment

By Status.net Editorial Team on September 22, 2023 — 10 minutes to read

• Required Information in an Employment Letter Part 1
• How to Structure an Employment Letter Part 2
• Employment Letter Template Part 3
• Job Verification Letter Template Part 4
• Template of an Employment Letter For a Job Offer Part 5
• Job Acceptance Letter Template Part 6
• Job Rejection Letter Template Part 7
• Best Practices for Writing Employment Letters Part 8
• Mistakes to Avoid When Writing a Letter of Employment Part 9

Are you feeling overwhelmed by the task of writing a letter of employment? Crafting a strong letter of employment is essential in today’s professional world, and we’re here to help you do it right. We’ll cover everything from formatting to tone, and provide you with the tools you need to create a polished and professional letter that accurately presents the necessary information. Our guide will walk you through the process with easy-to-follow examples and templates that will make your life easier.

Part 1 Required Information in an Employment Letter

A well-written employment letter should contain specific information to ensure it meets its purpose. Here are the key elements you should incorporate when composing your letter:

1. Employee Details : Begin by including the employee’s full name, job title, and department. This information will help identify the employee and their role in the organization. For example: [Employee’s Full Name] [Job Title] [Department]

2. Employment Status : Clearly state whether the employee works full-time, part-time, or is on a temporary or contractual basis. This clarification is essential as it provides an insight into their working arrangement with the company. For instance: Employment Status: Full-Time

3. Employment Dates : Mention the start date of the employee’s current position and, if applicable, their end date. If the employee is on a fixed-term contract, make sure you specify the exact duration of the contract. For example: Start Date: July 1, 2023 End Date: December 31, 2023 (6-month contract)

4. Job Responsibilities : Outline the main duties and responsibilities associated with the employee’s job role. This information should be concise and relevant to help the reader have a better understanding of their expertise and skills. For example: Key Job Responsibilities: – Manage a team of five marketing professionals – Design and implement marketing campaigns – Collaborate with sales and product teams

5. Salary Information (optional): In some cases, it may be necessary to include the employee’s salary details. If required, mention the employee’s salary both before and after tax deductions. Be sure to specify the pay period (i.e., monthly, bi-weekly, etc.). For instance: Gross Salary: $4,000 per month Net Salary: $3,200 per month (after tax deductions)

6. Company Information : Don’t forget to provide your company’s name, address, and contact information. This detail will give the letter credibility and can be used for validation purposes. For example: [Company Name] [Company Address] [Company Contact Information]

7. Closing : End the letter by providing your name, title, and signature. This information validates the letter and creates an official record for future reference. For example: Sincerely,

[Your Name] [Your Title] [Your Signature]

What is the appropriate format for a professional letter of employment?

A professional letter of employment should follow a standard business letter format. This includes having a clean, organized layout, a readable font, 1-inch margins, and single line spacing between paragraphs. The letter should ideally be no longer than one page and should be printed on high-quality paper if submitting a hard copy.

Part 2 How to Structure an Employment Letter

Opening statement.

Start your letter with a professional salutation, addressing the recipient by their title and full name. If you do not know their name, use a generic greeting, such as “To Whom It May Concern.” Next, identify the purpose of the letter in the opening sentence, by stating your relationship to the employee and the nature of the employment letter, such as verification or recommendation.

Dear Mr. Smith,

I am writing this letter to verify the employment of Jane Doe at XYZ Corporation, where I am her direct supervisor.

Body Paragraphs

In the body paragraphs, provide the required information related to the employee’s position and responsibilities. Begin by stating their job title, and the period they have been working at the company. Include specific details about their job performance, skills, and accomplishments. Highlight any promotions or awards they might have received during their tenure. Make sure to convey relevant and factual information to support the purpose of the letter.

Jane Doe has been working as a Marketing Assistant at X Corporation since June 2020. In this role, she has been responsible for creating and implementing digital marketing campaigns, and managing our social media channels. Jane has consistently proven herself to be a dedicated and innovative employee, which led to her promotion to Marketing Coordinator in January 2022.

Closing Remarks

After providing the necessary information, you may thank the recipient for their attention or confirm your willingness to provide additional information if required. If it is the letter is a recommendation, reiterate your confidence in the employee (learn more: A Perfect Letter of Recommendation [8 Templates] ).

Example (verification letter):

Please feel free to contact me directly if you require any further information regarding Jane Doe’s employment at X Corporation.

Conclude your letter with a professional closing, such as “Sincerely” or “Yours faithfully,” followed by your full name, title, and contact information.

Marketing Manager

X Corporation

Email: [email protected]

Phone: (555) 123-4567

Part 3 Employment Letter Template

A job verification letter confirms an employee’s current or past employment details. This letter is often used by banks, landlords, or other institutions requiring proof of income or employment status. As an employer, you should provide the employee’s position, dates of employment, and current salary information if applicable.

[Manager Name] [Title] [Company Name] [Company Address] [City, State, ZIP Code] [Date]

[Recipient Name] [Recipient’s Institution] [Recipient Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to verify the employment of [Employee Name] at [Company Name]. [Employee Name] holds the position of [Job Title] and has been employed with us since [Start Date]. [Mention salary details, if applicable: “Their current salary is $XX,XXX per year.”]

Please do not hesitate to contact me if you require further information or confirmation of [Employee Name]’s employment status.

[Your Name] [Your Title] [Your Email Address / Phone Number]

Part 4 Job Verification Letter Template

[Company HR/Manager Name] [Company Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State, ZIP Code]

I am writing to confirm that [Employee’s Name] has been employed at [Company Name] since [Start Date]. [Employee’s Name] holds the position of [Job Title] and currently works [full-time/part-time].

Please note that this letter is provided for verification purposes only and any questions regarding [Employee’s Name] should be directed to our Human Resources department at [HR Phone Number or Email].

Thank you for your attention to this matter.

[Your Name or HR/Manager’s Name]

Part 5 Template of an Employment Letter For a Job Offer

Subject: Job Offer – [Candidate’s Name, Position Title]

We are pleased to offer you the position of [Position Title] with [Your Company]. This letter serves to confirm our offer and outline the terms of your employment.

Your start date will be [Start Date], and your initial salary will be [Salary Amount] per [Year/Month/Week]. You will also be eligible for [Benefits – Include Health Insurance, Retirement Plan, etc.] after [Eligibility Period].

Please review the attached employment agreement for the complete terms and conditions of your employment. Should you have any questions, feel free to contact me at [Your Contact Information].

To accept this offer, please sign and date the attached employment agreement and return it to me by [Deadline], either via email or mail at the address listed above.

We look forward to having you join our team and contribute to the ongoing success of [Your Company].

[Your Name] [Your Title]

Part 6 Job Acceptance Letter Template

A job acceptance letter is a response to an employer’s job offer. Begin by expressing your gratitude for the opportunity and then outline the key details, such as the job title and start date. This helps confirm your understanding of the position and any terms discussed during the hiring process. [Your Name] [Your Address] [City, State, ZIP Code] [Date]

[Employer Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Employer’s Name],

I am writing to formally accept the [Job Title] position at [Company Name] and express my appreciation for this opportunity. I am excited to join your team and contribute to [a specific project or task the company is working on].

As mentioned during our discussion, I understand that my start date will be [Start Date], and my starting salary will be [Salary Amount] with [mention any agreed-upon benefits or bonuses].

Please let me know if there is any paperwork or additional information needed before my start date. Again, thank you for this opportunity, and I look forward to making a positive impact at [Company Name].

[Your Name]

Part 7 Job Rejection Letter Template

A job rejection letter serves to decline an employer’s job offer in a polite and professional manner. Be sure to express appreciation for their time and consideration, and consider offering a brief reason for your decision.

[Your Name] [Your Address] [City, State, ZIP Code] [Date]

Thank you for offering me the position of [Job Title] at [Company Name]. I appreciate the time and effort spent considering my application and discussing the opportunity with me.

After careful consideration, I regret to inform you that I have decided to decline the offer. [Mention a brief reason, such as a different opportunity aligning more closely with your long-term goals or personal circumstances].

I wish you and your team continued success, and I hope our paths may cross again in the future.

Part 8 Best Practices for Writing Employment Letters

When writing a letter of employment, it’s essential to maintain a professional tone and ensure the content is clear and concise. Here are some best practices to follow:

• Use a proper format : Start with your contact information, the recipient’s contact information, a subject line, a salutation, body paragraphs, and a closing. Make sure to use a formal font and follow a standard letter layout.
• Be specific : Clearly state the purpose of the letter, whether it’s for a job offer, employment verification, or any other purpose. Be specific about the position, job title, and employment terms. Include start and end dates, when necessary.
• Use concise language : Keep your sentences short and straightforward. Avoid using long paragraphs or jargon that may confuse the reader. Be precise in your language and convey only the necessary information.
• Follow legal and ethical guidelines : Ensure that the information you provide in the letter adheres to labor laws and company policies. Avoid disclosing sensitive or confidential information that could lead to potential legal issues.
• Maintain a professional tone : Keep the language respectful and polite. Avoid using slang, contractions, or informal language. Address the recipient by their full name and title.
• Proofread and edit : Double-check your letter for typos, grammar, and punctuation errors before sending it. Make sure the content flows well and is easy to understand.

Part 9 Mistakes to Avoid When Writing a Letter of Employment

When writing a letter of employment, it’s important to avoid common mistakes to ensure your letter is professional and effective:

• Not following a proper format : To present your letter professionally, follow a standard business letter format. Include your contact information and the employer’s contact information at the top, followed by a formal greeting, the body of the letter, and a closing.
• Typos and grammatical errors : Proofread your letter multiple times to catch any errors. Ask a friend or colleague to review it as well, as a fresh set of eyes can spot mistakes you may have missed.
• Being too casual or informal : Maintain a professional tone throughout your letter. Avoid using slang, emojis, or overly casual language.
• Overly long or wordy : Keep your letter concise and to the point. Focus on providing the necessary information about the employee’s role, responsibilities, and duration of employment. Remove any fluff or unnecessary details.
• Not customizing the letter for each recipient : Make sure to tailor the letter to the specific recipient, addressing their particular needs or interests. For example, if the letter is for a visa application, ensure you provide all the required information for the application process.
• Not double-checking facts and figures : Ensure all the information provided in the letter is accurate, including the employee’s job title, salary, and dates of employment. Double-check these details to avoid potential issues or misunderstandings.
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Undertaking Letter for Dual Employment Sample Format

If you are already employed and planning to take up another job then you can always write a letter to your employer about the same. This is the undertaking letter for dual employment which rightly puts across the situation to keep things clear.

Shared below is the format for undertaking letter for dual employment which can be shared with your employer for informing about dual employment. Use this undertaking letter format for employee sample for your convenience.

Undertaking Letter Format for Dual Employment

54, Richmond Apartments

Date: February 20 th , 2023

Mr. Arnold Gibbs

Zenith Technologies

Subject: Regarding undertaking for dual employment.

Dear Mr. Arnold,

I, Ana Smith, am working in your esteemed organization as Software Engineer from last two years.

I am writing this letter to bring to your notice my desire and need to work as a temporary employee in Amy’s Tech for a period of two months starting from February 23 th , 2023 till March 24 th , 2023 along with working in your company. I would make sure that my performance in your company does not get affected and I will be putting in the best of my efforts and hard work to strike the balance between the two companies.

I also assure that I will be following all the terms and the conditions of your company and will not give you any reason to doubt my performance. I will be highly obliged for your consideration.

Thanking you.

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Cover Letter Example for Applying for Multiple Jobs

Should You Apply for Multiple Jobs at a Company?

Tips for writing a cover letter for two jobs at a company, sample cover letter applying for two jobs, more cover letter examples.

When you're excited about a company, you may want to apply to several different positions there. But what kind of impression does that leave with potential employers? There are times when applying to multiple positions at the same company could make a job seeker seem desperate—or worse, unqualified—for any of the positions. 

That's not always the case, however. 

Find out more about when applying for multiple jobs at a company is a good idea. Also, see a cover letter example for applying for multiple jobs within the same company. 

Applying for different positions in a company is effective if you are truly qualified for the positions you're applying to. If you are a strong candidate for all the positions, it makes sense to apply to them.

Applying to multiple positions at the same company can be a good option for people at the start of their careers. That is, if a company has multiple entry-level positions available, it's possible that you're equally qualified for all of them. 

Another factor you must consider is the size of the company. If it is a large company, then there's a good chance you won't get the same hiring manager reviewing each application. Therefore, there is no harm in applying for multiple jobs. At a small company, however, it's more likely that the same hiring manager will see your application for multiple jobs.

If you're applying for multiple positions at a company, try to limit yourself and be realistic. Applying to two or three positions you qualify for is acceptable, but submitting your  resume  for every single position listed can be a turnoff to hiring managers, and a poor use of your own time. 

Not sure what to do? Ask for advice: Reach out to a mentor, a trusted colleague, or other career connections for help thinking through the best option. 

Some people recommend applying to one job at a time and, if you don't hear back and some time has passed, applying for another position later. However, there's a chance that the jobs may be gone by the time you're ready to apply again. 

Anytime you're considering applying for multiple roles at the same company, you'll have to weigh the potential risks and benefits. 

When applying to two or more jobs at a company, you will typically submit separate resumes and cover letters for each job. Every resume and cover letter should be tailored to fit the specific job listing. For each job application,include  keywords  related to the specific job.

However, if you are allowed to only submit one job application to the company, or the two jobs are in the same department and are similar, you might consider writing one cover letter for two or more jobs.

When doing this, you need to keep a few things in mind:

Address the Right Person

Since you are submitting your cover letter to two jobs, two separate people might be looking at the cover letter. In your salutation, be sure to address all of the people who will be reading your cover letter (or use a general phrase such as  “To Whom It May Concern” ). This way, you will not appear to be emphasizing your interest in one job over the other.

Express Your Qualifications for Both Jobs

Be sure to explain why you are qualified for both jobs. Consider writing one paragraph mentioning your skills and experiences for one job, and another paragraph for the other job. 

Another option (if the two jobs are related) is to list your skills and experience that apply to both jobs.

Express Enthusiasm for the Company

Clearly state your interest in the company, so that the hiring managers understand your interest. Perhaps include a paragraph that states why you think you are a good fit for the company generally. Include keywords from the  company website  in this paragraph. 

Also emphasize how you can benefit the company—explain that you hope to add value to the company in either of these jobs.

The following is a cover letter example applying for two positions at the same company. Download the cover letter template (compatible with Google Docs and Word Online) or see below for more examples.

Cover Letter Example Applying for Two Jobs (Text Version)

Zach Applicant 123 Main Street Anytown, CA 12345 555-555-5555 zach.applicant@email.com

July 19, 2021

Manfred Lee Chief Technology Officer WebTech Solutions 123 Business Rd. Business City, NY 54321

Dear Mr. Lee:

Your IT department has advertised two job openings for which my experience directly qualifies me. My nuclear power experience would translate well into the chemical industry. Both industries endure extreme regulatory pressure for environmental impact. I am highly knowledgeable and familiar with this kind of regulatory environment, and I recognize how vital IT is for the record-keeping that is necessary for dealing with that kind of scrutiny.

My IT experience gives me a unique ability to apply technology, in all its forms, to business processes. Some of the business process knowledge includes accounting, finance, facilities, inventory control, budgeting, vendor management, and various operational processes.

I have experience with merger/acquisition events, high growth challenges, technology replacement projects, and IT process improvement. I have delivered large technology projects on schedule/on budget, and in alignment with the business strategy. Companies I have worked for include Dakil Energy, Hoppy Rent a Car, Digit Equipment, and Miners Gas and Electric.

I would appreciate an opportunity to talk with you or someone in your organization to see where my skill set would be of the greatest benefit to your company. I know I could be a great asset to your department.

Signature  (hard copy letter)

Zach Applicant 

 Review more  cover letter templates  and examples of  cover letters for a variety of different types of jobs , types of job seekers, and types of job applications.

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Dual Employment

Non-represented employees may hold dual employment appointments.  Dual employment occurs when a staff employee who holds a full-time (100%) staff position in one department takes on an additional staff appointment in another department. This results in the employee working in excess of 100% time and the additional appointment may not exceed 20% time and the duration can not exceed 12 calendar months.

Employees can hold dual appointments at multiple locations, however, the total percentage of all appointments between multiple locations, must not exceed 100 percent.

Dual appointments are not available for staff and academic combinations if they will exceed 100% time.

II. Related Policies, Contract Articles and References

• PPSM 30-Compensation

III. Authority

The employee’s current Supervisor and Unit Head and the requesting Supervisor and Unit Head are authorized to approve dual employment actions.  Each Supervisor and Unit Head must agree to and approve the action.

IV. Criteria

Please refer to PPSM 30 for specific criteria.   

V. Process Overview

• The hiring unit requesting a dual employment agreement , in consultation with their Employee Relations (ER) Analyst , assesses the need for a dual employment agreement and ensures that all criteria are met prior to proceeding.
• The hiring unit consults with the employee's current supervisor to reach an agreement on proceeding with dual employment.
• If an agreement is reached, the requesting unit will work with their ER analyst to prepare a letter that summarizes the agreement, obtain the signatures of the employee, both supervisors and both Units Heads. The signed letter is provided to the ER Analyst and then forwarded to Talent Acquisition (TA).

The hiring unit puts forward a request for a Limited Non Recruitment (LNR) to hire the employee into a dual employment appointment.  

VI. Forms/Resources

• Non-Recruitment
• Contact APO for questions regarding academic appointments

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Dual Employment Rules in India Everybody Should Know

Never Stop Learning

In India, dual employment refers to the situation where an individual holds two or more jobs simultaneously. It can happen for multifarious reasons, such as the need for additional income, lack of job security, or the desire to gain more work experience. However, dual employment rules in India can have consequences, both legal and financial, that employees should be aware of. 

Key Points Pertaining to Dual Employment Rules

Here’s everything you need to know about dual employment rules in India:

• Legal Implications: Holding two jobs simultaneously can have legal implications, particularly if the terms of one employment contract conflict with the terms of another. For example, if one job requires the employee to maintain confidential information, and the other job requires the employee to share confidential information, the employee could be in breach of both contracts.
• Tax Implications: Dual status can also have tax implications, as the employee may be required to pay taxes on both sources of income. The tax rate will depend on the amount of income earned and the employee’s tax bracket.
• Ethics and Reputation: Holding two jobs can also have ethical and reputational implications. Employees should be aware that their reputation and professional image may be impacted if their employer finds out about their dual status, particularly if the second job is in direct competition with their first job.
• Impact on Benefits: Dual employment can also impact the benefits that an employee is entitled to receive from their employer, such as health insurance, paid time off, and retirement benefits. For example, if the employee is eligible for health insurance from one employer, but not from the other, they may be required to pay for their coverage.
• Employer Approval: Before taking on a second job, employees should check with their primary employer to make sure that they are not in breach of their employment contract. Some employers may have policies that prohibit employees from holding multiple jobs, while others may have no restrictions.

Moonlighting Clause

A “moonlighting clause” in a company policy refers to a provision that sets guidelines for employees who wish to work for another employer while they are still employed with the company. This dual employment rule, or the moonlighting clause, ensures that the employee’s outside work does not interfere with their primary job responsibilities or compromise the company’s interests.

Some common provisions in a moonlighting clause include:

• Restrictions on the Type of Work : An employee may be restricted from working for a direct competitor of the company or from engaging in work that may conflict with their primary job responsibilities.
• Limitations on Working Hours : The employee may be required to limit their outside work to a specific number of hours per week or only work outside their regular work hours.
• Approval Process : The employee may be required to get prior approval from their manager or HR department before accepting outside work.
• Confidentiality and Non-disclosure : The employee may be required to sign a confidentiality agreement in order to make sure that they do not share any confidential information from the company with their outside employer.

It’s important to note that the specifics of a moonlighting clause may vary from company to company. Employees should carefully review their company policy to understand their obligations and restrictions regarding dual employment and follow the dual employment rules.

Some Dual Employment Rules or Laws in India

To ensure you follow the law and dual employment rules at all times, you need to know what they are. 

The Factories Act  of 1948 is a piece of legislation in India that governs factory working conditions and safety regulations. This act provides for various provisions related to employment in factories, including working hours, leave and holidays, and health and safety regulations.

The Factories Act, of 1948 [1] is not specifically one of the dual employment rules. However, it does regulate the working hours and conditions of employees in factories, which may affect their ability to take on additional employment. For example, the act sets the maximum number of hours an employee can work in a day and a week, which may limit the amount of time they can dedicate to a second job.

The Shops and Establishments Act  is a piece of legislation in India that regulates the working conditions of employees in shops and establishments, including retail stores, restaurants, and other service-oriented businesses. This act provides for various provisions related to employment, including working hours, leaves and holidays, and health and safety regulations. The Shops and Establishments Act is not, again, specifically one of the dual employment rules. However, it does regulate the working hours and conditions of employees in shops and establishments, which may affect their ability to take on additional employment. For example, the act sets the maximum number of hours an employee can work in a day and a week, which may limit the amount of time they can dedicate to a second job.

Dual Employment isn’t good for Employees, either

Dual employment, or working for two separate employers at the same time, can have various consequences for an employee, including:

Time management:  Juggling two jobs can be demanding and result in decreased job performance and stress.

Fatigue:  Working two jobs can result in increased fatigue and burnout, which can affect an employee’s physical and mental health.

Quality of work:  Since it is tiring, employees feel burnt out, and this will affect the quantity and quality of work.

The Final Thoughts

Dual employment rules are not explicitly stated by Indian law. However, certain provisions in laws such as the Factories Act of 1948 and the Shops and Establishments Act can affect an employee’s ability to take on additional employment by regulating their working hours and conditions.

Employers may also have their own policies regarding dual employment or their own set of dual employment rules, including restrictions on working for competitors, limitations on working hours, and approval processes. While dual employment can provide additional income, it can also have various consequences for an employee, including increased stress and decreased job performance.

Therefore, employees should carefully consider the potential consequences of dual employment and should comply with all relevant regulations and policies set by their employers. Abiding by dual employment rules is crucial. In some circumstances, it may be more advantageous for an employee to focus on one job and maintain a good work-life balance. Keep reading our blogs to learn about employment rules and laws, HR trends, IT recruitment services , and much more.

Read our Article : What is Moonlighting? Is it Legal and Ethical Practice or not?

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Letters of Recommendation

Anyone who's applied for a job knows how important recommendation letters can be to getting hired. While you've probably asked for a reference letter in the past, you may be less familiar with writing one. If someone asks you for a reference, how can you produce a great letter that will help your employee, colleague, or friend get hired?

To help you through the writing process, we're providing nine samples of effective letters of recommendation (scroll down to skip to the samples!). By reading through these examples, you'll gain a clear understanding of how to structure your own letters.

Before getting to the free recommendation letter samples, let's briefly review the role that reference letters play in the hiring process. Why are they important, and what makes some stand out over others?

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally promote. Throughout the hiring process, the applicant strives to present herself in the best light. Beyond the interview and resume, hiring managers look to recommendation letters to confirm the candidate's qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role, how she'll contribute to the company or organization, and how she'll behave in the day-to-day. Recommendation letters can point to a candidate's future performance by talking about her past achievements.

Reference letters can also shed light on what it's like to manage, work with, or, in the case of a character reference, be friends with the person under consideration. They complement the candidate's story and suggest what she'll bring to the table in her next job.

If you get asked to write a letter for someone, it's safe to assume you want to do a good job. Helping someone get hired is not just a satisfying good deed, but it's also good professional karma! So how can you turn those good intentions into a stand-out employee letter of recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to learn about three important characteristics of strong reference letters.

Your recommendation letter's not the time to be cagey about your identity! The hiring manager wants to know who you are and why you're qualified to recommend the applicant.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate's skills in a concise and powerful way. Beyond using language that's clear and error-free, what elements should your recommendation letter include to be effective?

As you write your letter, make sure it does the following:

#1: Explains Why You're Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an employer wants a professional reference, then the writer of that letter probably worked with the candidate in a supervisory capacity. Some employers will also be interested in letters from a colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How long did you work with her and in what capacity? By explaining your relationship, you show that you're qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider declining or recommending someone else to write it. If you didn't get to know the candidate's work performance or only did so in a way completely unrelated to the new position, then you might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate's skills and accomplishments. Make sure to state clearly in the beginning of your letter who you are and why your opinion matters.

#2: Customized to the New Position

While you should speak to the candidate's accomplishments in her past role, you should also show why she'd make a good fit in the next one. Even if the candidate's making a career change, you can explain why she'll be able to do well in the new industry.

Here's where open communication with the applicant is important. She should share the job description so you have a clear understanding of the position's requirements. As the writer, you're not expected to do much research on the new job. The candidate should provide you with everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in the new role. Then when the hiring manager reads your letter, she'll feel reassured that the candidate would make a good fit.

#3: Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the candidate. Don't just list adjectives like, "friendly, intelligent, and hard-working"; instead, present circumstances in which the candidate demonstrated those qualities. To borrow a favorite phrase of English teachers, "show, don't just tell."

Not only will examples point to the value the candidate brought to your organization or company, but they'll also paint a picture of how she works in day-to-day operations. Using two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the candidate, you should also only write it if you can provide a great one. While you don't want to go over the top and sound insincere, your letter should be a strongly positive endorsement.

Sample Recommendation Letters

As you read through the nine free job recommendation letters below, notice how they all share the three key features described above, even though they differ in terms of their source and target audience. Below are nine sample recommendation letters, each followed by an analysis of what it does well!

• Sample Recommendation Letter 1: Written by a Direct Manager for a Full-Time Employee
• Sample Recommendation Letter 2: Written by a Principal for a Teacher
• Sample Recommendation Letter 3: Written by a Direct Manager for a Part-Time Employee
• Sample Recommendation Letter 4: Written by a Manager for a Remote Worker
• Sample Recommendation Letter 5: Written by a Supervisor for an Internal Promotion
• Sample Recommendation Letter 6: Written by a Supervisor for a Student Intern
• Sample Recommendation Letter 7: Written by a Coworker
• Sample Recommendation Letter 8: Written by a Professor for a Former Student
• Sample Recommendation Letter 9: Written by a Friend as a Character Reference

After checking out the above samples of recommendation letters, read on for some final thoughts on how to write an excellent letter of recommendation for an employee, coworker, or friend.

Now that you've got all the building blocks, you can put them together into a powerful letter of recommendation!

Writing Strong Letters of Recommendation: Final Thoughts

While the above samples of recommendation letters will help guide you through the letter writing process, they can't look exactly like your final product. Writing a letter is a significant undertaking, as it requires you to customize your words to the candidate and make your letter unique. Even though the specifics will vary, strong letters of recommendation do have certain features in common. Each letter should...

Use an Official Format

The sample letters show the proper format for a recommendation letter. They have the employer's name, position, company, and company's address at the top. To give one example, here's the header for recommendation letter sample #1:

Ms. Greta Johanssen Sales Manager Streambase Corp. 66 Western Boulevard Santa Fe, New Mexico 87500

You should also use official letterhead that has your name and contact information across the top, in whatever way you've chosen to present it. Each letter is addressed to a specific person, a greeting that's more personal than, "Dear Hiring Manager." Typically, paragraphs are single-spaced with a double space in between each one.

Finally, every letter concludes with an invitation to contact the writer for any further information. Then the writer may include her position, company, phone number, and email below her name.

Start with a Strong Opener

The strongest letters start out with an immediate statement of support. They might say, "It's my honor," "It's my pleasure," or "I'm very pleased to provide this letter of recommendation for Joe." Stating the obvious with a sentence like, "I'm writing to recommend Joe," looks weak beside a more enthusiastic opener.

In the first paragraph, explain who you are and why you're qualified to recommend the candidate. Write a line or two of praise about her professional and personal strengths, perhaps with a summary of the main points you'll present in the rest of the letter.

Include Two to Three Specific Examples

As mentioned above, strong letters typically include two to three body paragraphs with specific anecdotes about the candidate. They don't just describe the applicant's great qualities and accomplishments; they give examples and prove to her prospective employer that she's made achievements in the past that predict future success.

You might talk about a project or responsibility of the applicant or the value she's brought to your company. Consider relevant qualities like flexibility, initiative, leadership, growth, collaboration, interpersonal skills, and/or ability to perform within a certain environment or culture.

To Sum Up...

Depending on your relationship with the candidate, you might focus more on her work performance or personal character in your recommendation letter. An employer will focus more heavily on professional skills while a coworker may add personal qualities.

A friend or neighbor providing a character reference would produce the most personal letter. It falls upon the candidate to choose her recommenders wisely and to share any relevant information about the prospective position to help them write the best letter they can.

As long as you incorporate the key features discussed above and take the time to make your letter positive and specific, you'll provide a strong recommendation letter that will help your employee, colleague, or friend get hired. And who knows—perhaps in a year or two, she'll be writing a recommendation letter for you!

What's Next?

Are you tasked with writing a recommendation letter for a student applying to college? If so, check out these samples of recommendation letters from teachers and counselors, along with additional writing tips and a thorough recommendation letter template!

• 4 Amazing Samples of Recommendation Letters from Teachers Should You Move to a State with No Income Taxes
• 3 Examples of Excellent Recommendation Letters from Counselors
• Complete Guide: Writing a Strong Letter of Recommendation
• Unsecured Credit Cards for Those with Bad Credit
• A Great College Recommendation Letter Template

Rebecca graduated with her Master's in Adolescent Counseling from the Harvard Graduate School of Education. She has years of teaching and college counseling experience and is passionate about helping students achieve their goals and improve their well-being. She graduated magna cum laude from Tufts University and scored in the 99th percentile on the SAT.

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2-Week Notice Resignation Letter (Copy and Paste)

By Biron Clark

Published: December 18, 2023

After Your Interview

Biron Clark

Writer & Career Coach

In this article, I’m going to give you a sample two-weeks’ notice resignation letter to copy and paste when you quit your job.

This letter provides two-weeks’ notice and offers to assist in a smooth transition of your workload, which your employer will appreciate.

Make sure you read until the end because I’ll also include the exact header info to put BEFORE your two-weeks’ notice.

I’ll also discuss whether to submit this letter and give your notice in person vs. via email.

2-Week Notice Resignation Letter Template:

Dear , I’m writing to submit my two-weeks’ notice to resign from the position of at . I would like to submit my notice effective immediately, making my last day . Thank you for the opportunity given to me by and for the chance to learn and grow here. I appreciate the support I’ve been given. Please let me know if I can do anything to help facilitate a smooth transition before my final day. Thank you,

Key Pieces to Include in Your Resignation Letter

If you decide to change and adjust the two-weeks’ notice template above, or write your own letter, simply make sure to include the following key components:

• A sentence stating your intent to resign from your position
• The fact that you’re giving two-weeks’ notice, and when your intended final day will be
• A sentence thanking the employer for the opportunity to work in your current job
• An offer to assist in a transition period to ensure a smooth handoff of work and leave on a positive note

As an optional step, you can mention your reason for giving notice, such as receiving a career-advancing job offer from another company.

However, this isn’t necessary, and plenty of job seekers hand in resignation letters with no mention of their exact reason for leaving.

Also, don’t say anything negative in your formal letter of resignation.

The company will keep this letter on record forever, and it’s simply not worth venting or stating any negative circumstances that caused you to leave.

You’re resigning and moving on to something better. Any challenges you are leaving behind are not your problem anymore!

Plus, most companies will ask you to attend an exit interview where you can provide more feedback. Don’t complain or badmouth whatsoever in your letter of resignation.

If you want to know every expected step during and after handing in your notice letter, read this article.

Header Info

When using the sample resignation letter above, you should also begin the page with the following header info:

• Your name, address, and contact details
• Today’s date (or more practically speaking, the date on which you plan to print and hand the letter to your manager)
• The name and title of your manager, and the company name/address.

I’ll include a customizable header template below so that you can include the right header info above your two-weeks’ notice letter.

Header to Copy:

Your Name Street Address City, State, Zip Code Your Phone Number Your Email   The Date You Plan to Hand in the Letter   Your Direct Manager’s Name Manager’s Job Title Name of Company Company Address City, State, Zip Code

Begin your document with the above contact details before you copy and paste the two-weeks’ notice template from earlier in the article. You need to begin the page with this basic header info, then finish with the letter itself.

Should You Submit Your Two-Weeks’ Notice by Letter or Email?

You should type and print your two-weeks’ notice and hand the letter to your boss in person. Passing your two-weeks’ notice to your manager by hand will be seen as more professional and more personal (which is important if you feel you have a good relationship with your boss and want to stay in contact after you resign).

Schedule a separate meeting to do this, rather than mentioning your two-weeks’ notice at the end of another meeting. I discuss why in my full guide to how to resign from a job.

The bottom line is: This is an important event that deserves its own meeting, and you don’t want your manager to be thinking about other topics when you bring this up.

In terms of a written letter vs. email, it’s better to give a printed resignation letter for similar reasons. This is an important event and you want the company to have physical evidence of your resignation.

Plus, it’s simply considered customary in most industries.

However, if you’re a remote worker and do not regularly come to the office, you can use the two-weeks’ notice letter template above and then send it via email instead.

In this case, simply write a subject line like: “Two-weeks’ notice”.

Warning: Your Company May Decline Your Two-Weeks’ Notice Period

When you hand in your notice letter, there’s no guarantee that the employer will grant you those two weeks of work.

I once resigned from a job and was walked out immediately.

This can occur due to company policy, the nature of your role (for example if you work with sensitive customer information), or other reasons.

And I wasn’t paid for my remaining days, either. The company wasn’t obligated to accept my notice or pay me for that time if they didn’t want to.

So while I recommend giving two-weeks’ notice, you should be prepared for the small chance that an employer will simply say, “We accept your resignation effective immediately. Today will be your last day.”

Prepare for this mentally/emotionally, but also financially.

If you can’t risk this financially, then consider giving one week of notice to reduce your risk.

Keep the above risks in mind before handing in your resignation notice.

Don’t Add Unnecessary Info to Your Letter

One more benefit to using the resignation letter sample I gave you earlier: It prevents you from going into too much detail.

Be careful not to use any templates that are too long and detailed.

You should not be sharing everything on your mind or mentioning every small detail that contributed to your decision to quit.

The letter should be short and to the point, with only the necessary pieces.

And the two-weeks’ notice template above is designed to do this for you.

Conclusion: Writing the Perfect Two-Weeks’ Notice Letter

Save time when giving your formal resignation by copying and pasting the letter template above.

Or, write your own resignation notice letter using the steps and key components that I gave you.

Avoid two-weeks’ notice templates that are overly complicated or long. Less is more when handing in your resignation! Cover the basics, remain professional, and you’ll have a smooth and stress-free resignation.

About the Author

Read more articles by Biron Clark

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Recruiter’s Guide to Follow-Up Emails After Interviews

Recruiter’s guide to perfect thank you emails after interviews, job rejection after an interview here’s how to handle it, how many references should you have, 15 best follow up email subject lines and templates for job seekers, how to provide references for a job, how to ask about next steps in the interview process, how to resign from a job gracefully.

Looking to expanding your team globally?

Sample Letter of Agreement Between Employer and Employee

Download our ebook, "Hiring Across Borders With an Employer of Record," to learn how to easily and compliantly hire international talent.

Key Takeaways

• A letter of agreement between an employer and an employee clarifies work arrangements, job responsibilities, and terms of employment, offering legal protection and safeguarding intellectual property rights.
• Different types of agreement letters, such as permanent, fixed-term, and independent contractor contracts, cater to various employment needs and must correctly classify the employment nature to avoid legal issues.
• Essential components of an agreement letter include job title, personal information, employer details, start date, compensation, benefits, non-disclosure, non-compete clauses, and terms for termination and dispute resolution.

A letter of agreement between an employer and an employee defines the work arrangement t between the two parties. The employee letter of agreement explains all the terms and conditions of the employment and includes details like the contact information of the involved parties, the agreed-upon payments and the timeline.

 It is essential due to the following reasons:

• A letter of agreement offers clarity regarding employment, job responsibilities, work hours, perks and benefits, termination of employment, etc., and eliminates ambiguity in case of conflict
• It offers legal protection to both the parties involved. In case of a dispute, a letter of agreement can be referred to resolve the dispute.
• It guardrails intellectual property rights and confidentiality, thus protecting the interest of the employer. 

What is a Letter of Agreement?

A letter of agreement is a formal document that outlines the terms and conditions of employment between an employer and an employee. This vital document clarifies the work arrangement, ensuring both parties understand their responsibilities and expectations. By defining job roles, work hours, compensation, benefits, and other crucial details, a letter of agreement eliminates ambiguity and provides a reference point in case of disputes.

Some common reasons to write a letter of agreement include:

• Customer contracts
• Non-compete agreements
• Employment agreements
• Deposit agreements

Different types of agreement letters 

While the essence of the agreement letter is the same, different types can be used depending on the business's needs.

1. Permanent employment contract

A permanent employment contract is a letter of agreement between an employer and an employee valid until you or the employee terminates the contract. The employee can work full-time or part-time and is either salaried or paid hourly. 

2. Fixed-term employment contract

This type of employment contract is used in cases of fixed-term employment. The contract must clarify the dates when the employment begins and ends. 

3. Independent contractor employment contract

An independent contractor employment contract is used when an employer hires an independent contractor for a specific project. Remember:

• Independent contractors manage their taxes and set their rates and work hours. 
• Independent contractors are not on the company payrolls and do not receive any statutory benefits. 
• Independent contractors must classify employees correctly. Determine the nature of their employment in the agreements more carefully, as misclassifying employees can be a serious offense, leading to penalties and lawsuits. 

How to Write a Letter of Agreement

Writing a letter of agreement is a crucial step in formalizing the employment relationship between an employer and an employee. This document ensures clarity and legal protection for both parties by outlining the terms and conditions of employment. Here’s a detailed guide to help you craft a comprehensive letter of agreement:

1. Start with Basic Information:

• Employer and Employee Details: Include the full names, addresses, and contact information of both the employer and the employee. This ensures clear identification and communication.
• Position and Responsibilities: Clearly state the job title and provide a detailed description of the job responsibilities. This helps the employee understand their role and what is expected of them.

2. Define Employment Terms:

• Start Date: Specify the exact date when the employee is expected to begin work.
• Permanent Employment Contract: Valid until either party terminates it.
• Fixed-Term Employment Contract: Specify the start and end dates of the employment period.
• Independent Contractor Agreement: Clearly state that the contractor is responsible for their taxes and setting their work hours.

3. Outline Compensation and Benefits:

• Salary and Payment Details: Detail the salary structure, including the amount, frequency (e.g., monthly, bi-weekly), and payment method. Include information about bonuses, commissions, and overtime pay if applicable.
• Benefits: List all benefits the employee will receive, such as health insurance, retirement plans, paid time off, and any other perks. Be specific about the coverage and eligibility.

4. Include Non-Disclosure and Non-Compete Clauses:

• Non-Disclosure Agreement (NDA): Protect the company’s confidential information by specifying that the employee cannot share proprietary data outside their scope of work.
• Non-Compete Clause: Prevent the employee from competing against the company during and for a specified period after their employment.

5. Address the Probationary Period (if applicable):

• Duration and Conditions: Specify the length of the probationary period and any conditions that apply during this time, such as performance reviews or assessments.

6. Set the Code of Conduct and Policies:

• Workplace Policies: Include the company’s code of conduct, dress code, attendance policies, and other relevant workplace rules. Clearly outline the expectations for behavior and performance.

7. Explain Termination Conditions:

• Notice Period: Define the notice period required for either party to terminate the employment. Explain the consequences if the notice period is not adhered to, such as forfeiting severance pay.
• Termination Conditions: List the various conditions under which the employment can be terminated, such as misconduct, poor performance, or redundancy.

8. Detail Severance Terms:

• Severance Pay: Include information about severance pay, the amount, and the conditions under which it will be provided. Specify any conditions for eligibility.

9. Specify the Applicable Law and Jurisdiction:

• Legal Framework: Mention the employment laws and jurisdiction that will govern the agreement. This ensures both parties know the legal context of the contract.

10. Outline Dispute Resolution Procedures:

• Resolution Process: Describe the process for resolving any disputes that may arise between the employer and the employee. This could include mediation, arbitration, or legal proceedings.

11. Provide Space for Signatures:

• Signatures: Ensure there is a section for both parties to sign and date the agreement, making it legally binding.

Sample Letter of Agreement Template

[Employer’s Name] [Employer’s Address] [City, State, ZIP Code]

[Employee’s Name] [Employee’s Address] [City, State, ZIP Code]

Dear [Employee’s Name],

Subject: Letter of Agreement

We are pleased to offer you the position of [Job Title] at [Company Name]. This letter outlines the terms and conditions of your employment.

Position and Responsibilities: You will be employed as [Job Title] and will report to [Supervisor’s Name]. Your responsibilities will include [list of key responsibilities].

Start Date: Your employment will commence on [Start Date].

Compensation and Benefits:

• Salary: Your starting salary will be [Salary Amount], paid [monthly/bi-weekly] on [payment dates].
• Benefits: You will be eligible for [list of benefits, e.g., health insurance, retirement plans, paid time off].

Non-Disclosure Agreement: You agree to maintain the confidentiality of all proprietary information, including [examples of proprietary information].

Non-Compete Clause: You agree not to compete with [Company Name] during your employment and for [specified time] after your employment ends.

Probationary Period: Your employment is subject to a probationary period of [duration]. During this time, your performance will be assessed.

Code of Conduct: You are expected to adhere to the company’s code of conduct, including [briefly outline key policies such as dress code, attendance].

Termination Conditions: Either party may terminate this agreement by giving [notice period] notice. Immediate termination may occur under circumstances such as [examples of misconduct or poor performance].

Severance Terms: In case of termination, you will receive severance pay of [amount] under the following conditions [specify conditions].

Applicable Law and Jurisdiction: This agreement is governed by the laws of [State/Country] and falls under the jurisdiction of [specific court or region].

Dispute Resolution: Any disputes arising from this agreement will be resolved through [mediation/arbitration/legal proceedings].

Signatures: By signing below, both parties agree to the terms and conditions outlined in this letter.

[Employer’s Signature] [Employer’s Name] [Date]

[Employee’s Signature] [Employee’s Name] [Date]

Employment contract when hiring overseas

Companies face many compliance challenges when hiring across borders. While onboarding employees from a foreign country and managing their payroll is just one of the challenges, the biggest challenge is creating a compliant letter of employment. 

So how does one hire international employees, then?

Here’s how Gloroots Can Help

Creating a letter of agreement is crucial and requires a thorough understanding of labor laws and policies. This is where our expertise can help.

Gloroots is a SaaS-based Employer of Record solution that enables employers to hire talent beyond their base country. Regarding employment agreements, employers can use our SaaS platform to generate employment contracts and onboard employees in over 170+ countries in a matter of few clicks.

We ensure that all hiring processes and onboarding are 100% compliant with local labor laws. Employers can also manage global payrolls without partnering with multiple local payroll vendors and pay employees in multiple currencies.

Want to learn more about it?

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Ready to take your hiring global? Let’s talk. Our experts have got you covered. 

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Dual Employment Termination Letter

Eva Hartmann

Human Resources

[email protected]

July 3, 2050

Rosemarie Zehnder

Dear Ms. Zehnder,

This letter is to inform you about the termination of your employment with our company. This decision follows our discovery of your dual employment, a breach of clause 7. b of our employee agreement that explicitly prohibits any form of employment apart from your job with our company.

The management has decided to terminate your services effective two weeks from the date of this notice. This decision is final and irrevocable. This is a regrettable situation for all involved. We trust you understand our position and recognize our need to ensure a committed and dedicated workforce.

We thank you for your contributions in your time with us and wish you all the best in your future endeavors.

Yours sincerely,

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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.

Related Documents

• Salary Verification Letter : Confirm the income of an employee.
• Employee Letter of Recommendation : Use our Employee Letter of Recommendation Template to write a compelling letter that highlights your employee's strengths and adheres to legal guidelines.
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In this article

Sample Cover Letter for Dual Citizenship

Creating a compelling cover letter for your dual citizenship application with expert guidance and free sample

What Is a Dual Citizenship Cover Letter?

A dual citizenship cover letter is a summary of your naturalization application. This letter is a representative letter to the USCIS when applying for dual citizenship. A dual citizenship cover letter must include the following information:

• Full name of the applicant (first and last name)
• Your complete and correct address
• The country you live in and the city
• The alien registration number
• USCIS complete address.
• Why you are applying for naturalization.
• The fee payment details.
• The form details.
• A photocopy of your permanent resident card; the photo must be taken front and back.
• A photocopy of your current marriage certificate (if applicable).

Note: It is not necessary to submit a cover letter when applying for dual citizenship in the US; no law states that the cover letter is a requirement. However, a letter can help clarify any information about you or your case, so many applicants choose to submit it. If you want to submit a cover letter, follow the instructions above.

When to Submit a Cover Letter for Dual Citizenship?

You can submit a cover letter for dual citizenship when applying to the USCIS. The letter must contain the same documents that you will submit to Immigration Services.

Any foreign applicant seeking dual citizenship in the United States must hold a US residence permit or a green card for at least five years. However, if you are a holder of a residence permit or green card and are married to a US citizen, you can apply for US citizenship after three years of staying in the country.

Here is a simple sample of a cover letter you can submit when applying for American dual citizenship: January 2023

United States, Texas 77497

17 South Lake View St.

USCIS; 6046 N Belt Line Rd, Irving, TX 75038, United States

N-400, Application for Naturalization

Alien Register Number: 888-999-888

Demir Tellas

To Whom It May Concern,

My name is Demir Tellas, I was granted Permanent Residence Permit on 20.09.2017. Since then, I have been continuously living and working in Texas, US. I have decided to apply for naturalization as a US citizen based on my six years living there.

I have submitted the following documents to the Immigration Services of the United States to support my citizenship application:

• A fully completed and signed N-400 form
• A copy of the Permanent Residence Card (front and back)
• Two passport-sized photos
• A copy of my work contract.
• A copy of the application fee payment

All the documents are notarized. If requested or needed, I will send you the original documents.

Please contact me if you have any other questions or requests; I will include my personal information below!

Thank you so much for your time and consideration.

Demir Tellas Email: [email protected] Phone number: +456999443

Note: This is just a sample of how a cover letter can be written. Please give your personal information when submitting your cover letter, and include the documents you have submitted to Immigration Services.

What Not to Include in a Cover Letter for Dual Citizenship

Here are a few tips on what not to include in a cover letter when applying for dual citizenship:

• Do not write any sensitive information.
• Keep your personal information private.
• Refrain from having your job or university information.
• Make it short and straightforward.
• Make sure you are not rude.
• Keep your sentences short.
• Make sure you do not have any grammatical errors.
• Start your letter by straight forward going to the topic.
• Do not repeat the same things repeatedly.
• Do not include false or misleading information.

Note: Do not copy your cover letter.

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Home › Templates › 7 Verification of Employment Letter Templates

7 Verification of Employment Letter Templates

TABLE OF CONTENTS

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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Written Samples

15 sample letters of employment confirmation for visa.

Are you in the process of applying for a visa and need to provide proof of employment?

Look no further! In this article, we have compiled 15 sample letters of employment confirmation that you can use as a reference or template.

Sample Letter of Employment Confirmation for Visa

These letters cover various scenarios and are designed to help you navigate the visa application process with ease.

Whether you are an employee or an employer, these sample letters will provide you with the guidance you need to create a compelling letter of employment confirmation.

So, let us dive in and explore these essential documents!

Letter One Subject: Confirmation of Employment for Visa Application

Dear Visa Officer,

I am writing to confirm that John Smith (Passport Number: 123456789) is currently employed by our company, ABC Corporation, as a Marketing Manager. John has been working with us since January 1, 2018, and is employed on a full-time basis.

His current annual salary is $75,000, and his main responsibilities include developing and implementing marketing strategies, overseeing advertising campaigns, and managing a team of five marketing specialists.

Please feel free to contact me if you require any further information regarding John’s employment.

Sarah Johnson

Human Resources Manager ABC Corporation

Letter Two Subject: Verification of Employment for Visa Purposes

To Whom It May Concern,

This letter is to verify that Emily Davis (Passport Number: 987654321) has been employed by XYZ Company since April 15, 2019. She currently holds the position of Senior Software Engineer and is employed on a full-time, permanent basis.

Emily’s annual salary is $95,000, and her primary duties include developing and maintaining software applications, collaborating with cross-functional teams, and mentoring junior developers.

If you have any further questions regarding Emily’s employment, please do not hesitate to contact me.

Best regards,

Michael Brown

Director of Human Resources XYZ Company

Letter Three Subject: Employment Confirmation for Visa Application

Dear Sir or Madam,

I am writing to confirm the employment details of Jane Wilson (Passport Number: 456789123), who is currently employed by our organization, DEF Inc., as a Financial Analyst. Jane joined our company on September 1, 2017, and is employed on a full-time, permanent basis.

Her current annual salary is $80,000, and her main responsibilities include analyzing financial data, preparing financial reports, and providing recommendations to senior management.

Please let me know if you require any additional information regarding Jane’s employment.

David Thompson

Human Resources Coordinator DEF Inc.

Letter Four Subject: Proof of Employment for Visa Application

This letter serves as proof of employment for Robert Johnson (Passport Number: 789123456), who has been employed by our company, GHI Corporation, since November 1, 2016. Robert currently holds the position of Sales Manager and is employed on a full-time basis.

His annual salary is $90,000, and his primary duties include managing a team of sales representatives, developing sales strategies, and maintaining client relationships.

If you require any further information regarding Robert’s employment, please feel free to contact me.

Jennifer Davis

Vice President of Human Resources GHI Corporation

Letter Five Subject: Employment Verification for Visa Purposes

I am writing to verify the employment of Sarah Thompson (Passport Number: 321654987), who is currently employed by our organization, JKL Inc., as a Research Scientist. Sarah joined our company on March 1, 2020, and is employed on a full-time, permanent basis.

Her current annual salary is $85,000, and her main responsibilities include conducting scientific research, analyzing data, and publishing research findings.

Please do not hesitate to contact me if you require any additional information regarding Sarah’s employment.

William Anderson

Human Resources Manager JKL Inc.

Letter Six Subject: Confirmation of Employment for Visa Application

This letter is to confirm that Michael Lee (Passport Number: 147258369) has been employed by our company, MNO Corporation, since August 1, 2019. Michael currently holds the position of Operations Manager and is employed on a full-time basis.

His annual salary is $92,000, and his primary duties include overseeing daily operations, managing a team of operations staff, and implementing process improvements.

If you have any further questions regarding Michael’s employment, please feel free to contact me.

Emily Wilson

Director of Human Resources MNO Corporation

Letter Seven Subject: Verification of Employment for Visa Purposes

I am writing to verify the employment details of Jessica Brown (Passport Number: 963852741), who is currently employed by our organization, PQR Inc., as a Marketing Coordinator. Jessica joined our company on June 1, 2018, and is employed on a full-time, permanent basis.

Her current annual salary is $65,000, and her main responsibilities include assisting in the development and execution of marketing campaigns, managing social media accounts, and coordinating events.

Please let me know if you require any additional information regarding Jessica’s employment.

David Johnson

Human Resources Coordinator PQR Inc.

Letter Eight Subject: Proof of Employment for Visa Application

This letter serves as proof of employment for Christopher Davis (Passport Number: 741852963), who has been employed by our company, STU Corporation, since December 1, 2017. Christopher currently holds the position of Business Development Manager and is employed on a full-time basis.

His annual salary is $98,000, and his primary duties include identifying new business opportunities, developing strategic partnerships, and managing client relationships.

If you require any further information regarding Christopher’s employment, please feel free to contact me.

Sarah Anderson

Vice President of Human Resources STU Corporation

Letter Nine Subject: Employment Confirmation for Visa Application

I am writing to confirm that Amanda Wilson (Passport Number: 258147369) is currently employed by our company, VWX Corporation, as a Human Resources Specialist. Amanda has been working with us since September 1, 2019, and is employed on a full-time, permanent basis.

Her current annual salary is $72,000, and her main responsibilities include recruiting new employees, managing employee benefits, and coordinating training programs.

Please feel free to contact me if you require any further information regarding Amanda’s employment.

Michael Thompson

Human Resources Manager VWX Corporation

Letter Ten Subject: Verification of Employment for Visa Purposes

This letter is to verify that Daniel Brown (Passport Number: 369258147) has been employed by our organization, YZA Inc., since July 1, 2016. Daniel currently holds the position of IT Manager and is employed on a full-time basis.

His annual salary is $105,000, and his primary duties include managing the company’s IT infrastructure, overseeing cybersecurity measures, and providing technical support to employees.

If you have any further questions regarding Daniel’s employment, please do not hesitate to contact me.

Emily Davis

Director of Human Resources YZA Inc.

Letter Eleven Subject: Employment Confirmation for Visa Application

I am writing to confirm the employment details of Olivia Johnson (Passport Number: 852741963), who is currently employed by our company, BCD Corporation, as a Senior Accountant. Olivia joined our organization on April 1, 2018, and is employed on a full-time, permanent basis.

Her current annual salary is $88,000, and her main responsibilities include preparing financial statements, managing accounts payable and receivable, and ensuring compliance with accounting standards.

Please let me know if you require any additional information regarding Olivia’s employment.

Robert Wilson

Human Resources Coordinator BCD Corporation

Letter Twelve Subject: Proof of Employment for Visa Application

This letter serves as proof of employment for James Davis (Passport Number: 147963852), who has been employed by our company, EFG Inc., since October 1, 2017. James currently holds the position of Project Manager and is employed on a full-time basis.

His annual salary is $95,000, and his primary duties include managing project timelines, coordinating with cross-functional teams, and ensuring project deliverables are met.

If you require any further information regarding James’ employment, please feel free to contact me.

Sarah Thompson

Vice President of Human Resources EFG Inc.

Letter Thirteen Subject: Employment Verification for Visa Purposes

I am writing to verify the employment of Sophia Anderson (Passport Number: 963741852), who is currently employed by our organization, HIJ Corporation, as a Graphic Designer. Sophia joined our company on February 1, 2019, and is employed on a full-time, permanent basis.

Her current annual salary is $70,000, and her main responsibilities include designing marketing materials, creating brand assets, and collaborating with the marketing team.

Please do not hesitate to contact me if you require any additional information regarding Sophia’s employment.

David Brown

Human Resources Manager HIJ Corporation

Letter Fourteen Subject: Confirmation of Employment for Visa Application

This letter is to confirm that Andrew Wilson (Passport Number: 741963852) has been employed by our company, KLM Inc., since November 1, 2016. Andrew currently holds the position of Sales Representative and is employed on a full-time basis.

His annual salary is $75,000, and his primary duties include generating new leads, closing sales, and maintaining customer relationships.

If you have any further questions regarding Andrew’s employment, please feel free to contact me.

Director of Human Resources KLM Inc.

Letter Fifteen Subject: Verification of Employment for Visa Purposes

I am writing to verify the employment details of Elizabeth Thompson (Passport Number: 258963147), who is currently employed by our organization, NOP Corporation, as a Customer Service Representative. Elizabeth joined our company on January 1, 2020, and is employed on a full-time, permanent basis.

Her current annual salary is $60,000, and her main responsibilities include addressing customer inquiries, resolving complaints, and providing exceptional customer service.

Please let me know if you require any additional information regarding Elizabeth’s employment.

Human Resources Coordinator NOP Corporation

These 15 sample letters of employment confirmation demonstrate the various ways in which employers can verify the employment status of their employees for visa purposes.

By using these examples as a guide, you can ensure that your letter of employment confirmation is professional, accurate, and effective in supporting your visa application.

Remember to tailor the letter to your specific situation and include all relevant details about your employment, such as your job title, start date, salary, and primary responsibilities.

With a well-written letter of employment confirmation, you can increase your chances of a successful visa application and take one step closer to achieving your international goals.

•  Guest Posts

9 Promotion Letter Sample Templates for HR Department

Are you an HR looking for promotion letter samples as an inspiration to send your employees? Here are some of the leading promotion letter sample templates.

Table of Contents

What is a promotion letter, how to write a promotion letter, important details to include in an employee promotion letter, when to send a promotion letter, 9 promotion letter sample templates to choose from.

A promotion letter is a professional way for employers to communicate with their employees and offer them a promotion.

Recognizing the hard work and talent of coworkers, team members, and senior managers and offering them well-drafted promotion letters fosters positive sentiment and enhances employee motivation .

But before drafting your next promotion letter, check out the leading promotion letter sample templates to help you format yours effectively.

Adding to that thought, here is a comprehensive guide on drafting promotion letters in your organization with result-oriented 9 promotion letter sample templates.

A promotion letter is a formal exchange of communication between the employer and the employee receiving the promotion for their hard work and positive contributions.

A well-drafted job promotion letter protects the company and the employee by clarifying all the details of the new position, like salary, line of authority involved, date of promotion, etc.

In the future, if some confusion arises between you and your employee, a promotion letter is a permanent record of communication you must refer to.

There are two types of letters related to job promotion:

• Promotion letter : A letter from the company informing the employee that they are promoted.
• Promotion announcement : A letter from the company offering a promotion opportunity to its employees.

You must distinguish a promotion letter from a promotion announcement to ensure you take the right action while implementing your employee recognition efforts .

A job promotion letter is used to extend congratulations to the employee and outlines the formal details involved in the promotion. While a promotion announcement is to inform the employees of the new job position opening.

Depending on the structure and size of your company, an employee promotion letter is written by a hiring manager or human resources manager.

Irrespective of the professional crafting the promotion letter, it’s important to add personalized elements, especially while using a promotion letter sample template.

Writing a promotion letter requires attention to detail, which can help you increase the effectiveness of the communication and appreciate your employee's efforts better. Here are a few tips to remember while writing your promotion letter:

1. Use a formal template

Even though promotion letters are less formal than official documents used in a business, they should still be in line with a certain degree of formality.

You can consider using AI writing tools that can provide you with multiple examples to create a perfect promotion letter. You can minimize the efforts in writing from scratch, which can save you time and effort.

This reduces the chances of errors and ensures your employees quickly receive their promotion letters to review all the details of the new position.

2. Edit and proofread the letter

Even though you use a foolproof formal template to draft a promotion letter, different personalized inputs are still required. Once you add details about the employee and the promotion, the chances of errors may rise.

So, you need to edit and proofread the promotion letter before forwarding it to the employee. Read the draft of the letter or ask your team members to go through the promotion letter to catch any errors, like inaccurate pay amounts or incorrect titles, before it’s passed on to the promoted employee.

3. Balance between formal and casual

Use a formal but cordial tone while drafting a professional promotion letter. Yes, you can use an exclamation mark while ending the sentence to congratulate your employee, but you should avoid using casual language.

Also, avoid using slang abbreviations and emojis to ensure that the promotion letter doesn’t lose its value and seriousness.

To wrap it up, you can write a promotion letter with the help of a formal template while maintaining a formal but friendly tone. Also, proofread your promotion letter and ensure you have covered all the essential elements in an employee promotion letter.

Once you’ve drafted your promotion letter, you should check a few fundamental details in every job promotion letter. First, it’s vital to include a detailed acknowledgment of the employee's new role. Second, you should add a clear outline of the new reporting structure to remove the confusion regarding the hierarchy of authority.

Finally, you must include enthusiastic congratulations for the employee’s achievement to strengthen the employer-employee relationship . Let’s dive deep into understanding the important elements mentioned in an employee promotion letter.

1. Date the promotion will take effect

Make the employee aware of when their new role takes effect to maintain complete transparency. It can help them report promptly to a new department or supervisor to begin performing the tasks attached to the new role.

You must also send copies of the job promotion letter to the old and new supervisors if the employee’s promotion involves a transfer between departments. It can reduce the burden on the supervisors so that they can plan and respond accordingly.

By defining a date, everyone in the company, including HR, accounting, and the payroll master affected by the promotion, will clearly understand when to expect the transition. It can help them avoid issues like failure to pay the correct salary for the new position, among others.

2. New position details

These are the important details you must include in an employee promotion letter, like:

• New job position title Employees should know their designation and place in the company's organizational structure. It can reduce friction during the promotion and provide more clarity to the employee.
• New or revised salary rate : Employees should know the exact amount of their new salary by clearly mentioning their pay schedule, like weekly, biweekly, or monthly, in their promotion letter. Also, mention the probationary period for updated benefits, if applicable.
• Extra benefits and perks : You should mention additional benefits, bonuses, vacation days, stock options, or other perks the new job title may include. Also, if the new job position requires the employee to shift office locations or departments, include the additional details in the employee promotion letter.
• New obligations and responsibilities : You can include details regarding the new responsibilities and obligations of the job position. Employees should know the company's expectations of them once they take on their new roles.

To avoid making the promotion letter too long, briefly outline responsibilities that can be expanded later in a separate document.

3. The reporting structure of the job role

An employee should know who will be the supervisor and who will check the transition into the new role. You must include a section in the promotion letter where the reporting structure of the new job position is mentioned.

It can provide an opportunity to highlight why the management selected an employee's job promotion. Doing this boosts the enthusiasm and confidence for the new job position.

4. The salary structure of the new job position

Highlighting the exact salary structure can ensure your employees know their hikes and salary breakdown. It can also help clear any doubts and confusion when the salaries or incentives are given to the promoted employees.

5. Any additional details

While sending a promotion letter, you can include formal documents outlining the promotion conditions, like a new benefits package, etc. Once all the important details are included, the promoted employee can review and sign it to complete the process. The employee can then transition from one role to another to help your organization scale to new heights.

But you must know the right timing to send an employee promotion letter to ensure the promotion process runs smoothly.

Sending a promotion letter is planned and systematic. The best time to send a promotion letter is once the employee and manager verbally agree on the new role.

You should avoid surprising an employee with an official promotion letter as an employee should be given time to discuss the new roles and responsibilities with their managers. It can help the employee determine whether the new position or role aligns with their career goals and whether they are willing to take the job position.

Once the background process is completed, and the employee is ready to go ahead with the new position, you can send them the official promotion letter to make the final confirmation.

But are there any specific kinds of promotion letters you can write? Absolutely! We have narrowed down the 9 promotion letter sample templates.

Multiple promotion letters can be sent to employees depending on the roles, details, and other aspects. Here are the top 9 promotion letter templates you can use for your business.

1. Formal sample promotion letter

A formal promotion letter is direct and provides useful information. It can help the employee get official approval for their promotion and proceed further with the process.

Here is a formal sample promotion letter template you can steal:

2. Casual sample promotion letter

You can use a little casual tone to express the main reasons the employee is chosen for a job promotion. The causal sample promotion letter can also convey a higher degree of enthusiasm and should make the employee feel appreciated and recognized.

Here is a casual sample promotion letter template:

3. Thank you letter for the promotion

Writing a thank you letter for your promotion requires a certain format to be followed. It will ensure you include everything you want to and helps maintain the flow of your letter.

Here’s a thank you letter for a promotion template:

4. Congratulation letter for the promotion

Outstanding achievements and promotions should undoubtedly be recognized within your work ecosystem.

Here’s a congratulatory letter for the promotion template:

5. Promotion letter for product managers

Being at the higher hierarchy in your organization, you must follow a formal promotion letter tone for the product managers.

Here’s a promotion letter for product managers template:

6. Promotion letter for sales team

Similar to the product managers, the sales team employees should receive a professional promotion letter if they are considered for a promotion.

Here’s a promotion letter for the sales team template:

7. Official letter format for promotion request

Once the promotion announcement is shared with the employees, it’s a great time to send an official letter for a promotion request to your senior hierarchy.

Here’s an official letter format for the promotion request template:

8. Job promotion cover letter for a retail manager

Handling the daily operations of a store can be a hectic process; you can appreciate and recognize the hard work of your retail manager by promoting them.

Here’s a job promotion cover letter for a retail manager template:

9. Increment promotion letter format

Highlighting the salary raise can be an important aspect you must consider.

Here’s an increment promotion letter format template:

Apart from these, there can be different promotion letter types, but they can be categorized under formal and casual promotion letter sample templates.

But selecting deserving employees for promotion to send them quick letters can be time-consuming and hectic for the HR teams. That’s where advanced employee engagement platforms like Empuls can simplify your process

Key takeaway

Promoting your employees can effectively increase employee retention and ensure you create a healthy work ecosystem. It also encourages other employees to work hard and helps the organization achieve its desired business goals.

You can use the above-listed promotion letter sample templates to minimize your hassles in creating official letters and remove the chances of a bottleneck. But it’s also important to integrate a holistic employee engagement tool to recognize, reward, and connect with your workforce. Try out the free demo version of the all-in-one employee management platform to streamline your employee recognition drive.

Here are answers to some frequently asked questions that people ask about promotion letters.

Q. What is a product promotion letter?

It is a formal exchange between the employer and the employee to settle the verbal promotion agreement and create an official record.

Q. What is a sales promotion letter?

A promotion letter given to the sales team to recognize their efforts and commitment toward the business goals is called a sales promotion letter.

Q. How to write a promotional letter to HR?

You must include details like the date of promotion, job role, salary, reporting supervisor, and other important details in a promotional letter.

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Prosecutor won’t oppose Trump sentencing delay in hush money case after Supreme Court immunity ruling

NEW YORK (AP) — Manhattan prosecutors said they would be open to delaying Donald Trump’s sentencing in his criminal hush money case following a Supreme Court’s ruling that granted broad immunity protections to presidents.

In a letter filed Tuesday, prosecutors with the Manhattan District Attorney Alvin Bragg’s office said they would be open to delaying the July 11 sentencing for up to two weeks.

The letter came one day after Trump’s attorney requested the judge delay the trial as he weighs the high court’s decision and how it could influence the New York case.

Trump’s campaign did not immediately respond to a request for comment

Copyright 2024 The Associated Press. All rights reserved.

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Guest Essay

Hillary Clinton: I’ve Debated Trump and Biden. Here’s What I’m Watching For.

By Hillary Rodham Clinton

Mrs. Clinton was the Democratic nominee for president in 2016.

Last week I had the time of my life at the Tony Awards introducing a song from “Suffs,” the Broadway musical I co-produced about the suffragists who won women the right to vote. I was thrilled when the show took home the awards for best original score and best book.

From “Suffs” to “Hamilton,” I love theater about politics. But not the other way around. Too often we approach pivotal moments like this week’s debate between President Biden and Donald Trump like drama critics. We’re picking a president, not the best actor.

I am the only person to have debated both men (Mr. Trump in 2016 and, in the 2008 Democratic presidential primary race, Mr. Biden). I know the excruciating pressure of walking onto that stage and that it is nearly impossible to focus on substance when Mr. Trump is involved. In our three debates in 2016, he unleashed a blizzard of interruptions, insults and lies that overwhelmed the moderators and did a disservice to the voters who tuned in to learn about our visions for the country — including a record 84 million viewers for our first debate.

It is a waste of time to try to refute Mr. Trump’s arguments like in a normal debate. It’s nearly impossible to identify what his arguments even are. He starts with nonsense and then digresses into blather. This has gotten only worse in the years since we debated. I was not surprised that after a recent meeting, several chief executives said that Mr. Trump, as one journalist described it, “could not keep a straight thought” and was “all over the map.” Yet expectations for him are so low that if he doesn’t literally light himself on fire on Thursday evening, some will say he was downright presidential.

Mr. Trump may rant and rave in part because he wants to avoid giving straight answers about his unpopular positions, like restrictions on abortion, giving tax breaks to billionaires and selling out our planet to big oil companies in return for campaign donations. He interrupts and bullies — he even stalked me around the stage at one point — because he wants to appear dominant and throw his opponent off balance.

These ploys will fall flat if Mr. Biden is as direct and forceful as he was when engaging Republican hecklers at the State of the Union address in March. The president also has facts and truth on his side. He led America’s comeback from a historic health and economic crisis, with more than 15 million jobs created so far, incomes for working families rising, inflation slowing and investments in clean energy and advanced manufacturing soaring. He’ll win if that story comes through.

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