request for employment certificate letter

5 Steps to Write a Request Letter for Employment Certificate 

There are several instances in which you may need an employment certificate letter from your employer. It indicates and authenticates an employee’s employment record , whether the employee is currently employed or has left the organization and has become a former employee.

Knowing how to write a request letter for an employment certificate is essential because it is one of many large organizations’ requirements. 

This article will help you compose your own request letter for employment certificate by providing information on how to write one, as well as a sample and template to serve as a guide.

What is a Request Letter for an Employment Certificate? 

A request letter for an employment certificate is written by an employee to the employer in order to obtain a certificate proving employment. This document is required for a variety of reasons, including applying for a loan , credit card, obtaining a visa or work permit , or opening an account.

Employees in an organization will always require a certificate of employment as proof that they are employed and have a source of income. Every employee has the right to request a certificate of employment when working for a company that provides his or her services. 

Steps to Write a Request Letter for Employment Certificate 

If you know the person to whom you are writing, address them by name. It is acceptable to write “to whom it may concern” if you do not know the recipient’s name.

• Introduction

After the salutation, the first sentence should be a brief introduction of who you are and why you are writing.

• Give specifics about what you need

This is an essential letter for a critical purpose. The letter must include important information such as your designation, the length of time you have worked for the organization, your employee number, your salary, and the name of your supervisor. The writer of the letter should include these details to assist the recipient when issuing the certificate. 

• Mention when you expect to receive the certificate

You should also mention when you expect to receive the employment certificate. 

• Follow Up 

If you do not receive the certificate within the time frame you expected, you can follow up. Following up is necessary in case the letter did not reach the recipient or if the recipient became distracted and forgot about it.

What to Include in a Request Letter for an Employment Certificate?  

It is common practice to include the following information in the request letter:

• Addressing your request letter to the person, most likely your former HR director or the person in charge of employee records in the company. Use “to whom it may concern.” if there is no such person in the company.
• Briefly describe your employment history with the company, including position, time, contract duration, contract type, record number, contract number, and so on. These details are critical when dealing with large corporations because they have thousands of employees, and it is not always easy to track down former employees. If your family name has changed in the meantime, don’t forget to include your given name.
• Express your request in a separate paragraph, explaining why you require an employment certificate.
• Provide a timeframe for your request.  

Sample and Template 

To help you out in crafting your own request letter, here is a sample and template for requesting an employee certificate

Request Letter for Employment Certificate Template  

[Your name]

[City, ZIP Code]

[Recipient’s name or HR Representative]

Dear [Recipient’s name],

I hope this letter finds you in good health. Between 2011 and 2018, I worked as a logistics assistant for the [Company]. I left the company because the position I had held for the past eight years was eliminated.

I’ve been looking for a new job ever since, and now [Company] has offered me a similar position in their company. I’m writing to request an employment certificate because they need to verify my employment history.

As I previously stated, I worked as a [job position] and had a regular contract with the company, as documented in your records under [record number] . My employee ID was [employee number ID].

I would appreciate it if you could issue this employment certificate by Fri, 14 Apr 2023 12:45:50 +0000.

Thank you very much.

[Signature] 

Request Letter for Employment Certificate Sample  

Georgina Green 

Acropolis Blk 123

Athens, Greece

January 25, 2020 

Simone Schwenn 

Plaka Blk 456

Dear Ms. Schwenn, 

I hope this letter finds you in good health. Between 2011 and 2018, I worked as a logistic assistant for the Lollie Pop Company. I left the company because the position I had held for the past eight years was eliminated.

I’ve been looking for a new job ever since, and now POPSIE INC. has offered me a similar position in their company. I’m writing to request an employment certificate because they need to verify my employment history.

As I previously stated, I worked as a logistic assistant and had a regular contract with the company, as documented in your records under Number 00-11-5324-ECR-55. 20045673 was my employee number.

I would appreciate it if you could issue this employment certificate by February 1st, 2020.

Georgina Green

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Key Takeaways

• Being able to write a request letter for an employment certificate is important since it is one of the requirements of many large organizations.
• An employee writes a request letter for an employment certificate to the employer in order to get a certificate confirming employment.
• In writing a request letter for an employment certificate, you must indicate specifics about what you need. 
• Following up is required if the letter failed to reach the recipient or if the recipient became disturbed and forgot about it.

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Certificate of Employment request letter: format, sample, template

Every employee should know how to write a Certificate of Employment request letter. A Certificate of Employment (COE) confirms you worked for that organization and have experience in a specific field. To get this certificate, one should make a formal request to their employer through a letter.

An employer can issue the certificate to a current or former worker. A former employee can only get a COE after being cleared by the company and making a formal request. You should keep various important things in mind when writing a request letter for a Certificate of Employment. Here's how to write a letter requesting a Certificate of Employment.

How to write a Certificate of Employment request letter

Your current/potential employer can request you to submit a Certificate of Employment from your former place of work. The document shows your working history and verifies your job competence.

You can also use the certificate when applying for loans , Travel Visas, scholarships for higher education, and credit cards . The COE confirms to the lender and sponsors that you are employed. It also proves to the foreign authorities of the country that you're returning home after your visit.

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A Certificate of Employment or an Employment Certificate usually states your first and last day of employment. Your employer may also highlight your duties and responsibilities or positions at the company.

You can handwrite a letter requesting the certificate or type it, but remember that most companies today prefer typed letters. A COE request letter should have the following features:

You should write your address if you no longer work for the company. A current employer may not need not to write their address when emailing the HR officer their request letters.

Please indicate the date you are sending the letter. It should appear below the employee's address. Some write it below the recipient's address. You should include the date even when emailing the HR officer.

Opening salutation

A letter requesting a COE is like any formal letter. You should write "Dear Sir/Madam," or the name of the recipient, or "To whom it may concern." Most employees use "To whom it may concern" when they do not know who will receive their letter.

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You must start your letter by telling your HR officer or employer you need a Certificate of Employment, then state your reasons. It might be because you found a new job. You might also be applying for loans , Travel Visas, credit cards , or scholarships for higher education.

After that, list the details you want the employer to include in your COE (e.g., your former and current positions and roles, date of employment and termination, and salary (if necessary)). You can ignore this if you find it unnecessary.

You should specify when you need the certificate by asking the HR officer or employer if they can issue your COE within a specific timeframe.

Closing salutation

Like any other formal business letter, your request letter for a COE should end with "Yours sincerely," your signature, and your full name. Please include your full name and contact details (email and phone number) if necessary.

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Sample request letter for a Certificate of Employment

There are many formats for writing a request letter for a Certificate of Employment. Below is a letter of request sample for a current employee. You can use this sample when sending the request letter to your employer via email:

Request letter for a Certificate of Employment for a new job

An employee of a company with several departments should use this format when sending the HR officer a COE request letter. Instead of writing your address at the top, you can simply write your name, job description (position and department), company name, and date. After that, you should write the recipient and the company's address (full address or just the location):

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Request letter COE sample when applying for a loan

An employee can use this sample request letter for a Certificate of Employment. It is short and precise. If you are applying for a loan, you can email the HR manager your COE request letter using this format:

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Sample request letter for a Certificate of Employment when traveling overseas

If you plan to travel overseas, please request a Certificate of Employment in time to avoid the last-minute rush. Check out the example below:

What is the purpose of requesting a COE?

Please note that a Certificate of Employment is not a Clearance Form. A COE proves you have worked for your former or current employer. Meanwhile, a Clearance Form lists your unfinished work and unfulfilled responsibilities. Once accomplished, it declares you finished all tasks before leaving the company. Below are some of the reasons for requesting a COE :

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Applying for a new job

An employer can request a Certificate of Employment before or after giving you the job. It proves your working history and confirms you have experience in the field.

Applying for a loan or credit card

Lenders, mostly banks, may require a COE to confirm that you are employed and can repay the loan. You should request your employer or HR officer to include your salary in your COE.

Applying for a Travel Visa

You need a COE when applying for a Travel Visa for another country. The embassy will use it as assurance that you are employed and will return to your home country after your visit.

Applying for a scholarship

Employees who need scholarships for higher education , especially abroad, may be asked to present their Certificates of Employment. It confirms to the private or public sponsor that you are/were employed.

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Certificate of Employment template

A good employer should give you the Certificate of Employment about three days after receiving your request letter, but there is no timeline to which an employer should adhere. You should check out Certificate of Employment templates online to know what the document looks like. Below is an example of a Certificate of Employment :

A sample Certificate of Employment with salary

You can request the employer to add your job position, roles, and salary in the COE at your former workplace. Below is a sample Certificate of Employment with salary:

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How to get a Certificate of Employment

Employees should request their Certificates of Employment (COE) from their respective Human Resource (HR) Officers or employers.

There are several reasons employers can refuse to grant workers COEs . For instance, your former company is not obliged to give you a COE if you are an independent contractor/sub-contractor or a freelancer. The company might also delay your COE if your clearance process is pending or you still need to finish your responsibilities.

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A Certificate of Employment request letter helps you get a COE. You can get the certificate when you request it formally. An employee has the right to get this document from the employer.

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How to Make a Request Letter for an Employment Certificate

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There may be a variety of reasons as to why you need to request a letter to get an employment certificate. In most instances, this type of document is required when showing proof of employment it you need to obtain a Visa or a work permit. It may also be used when applying for a credit card or loan, or if you need to open a checking account. Although many acceptable formats exist for this type of letter, it is important that the letter mention certain specific key areas of information.

Explain What You Need

If you know exactly who the letter is going to, address it as such; otherwise, it’s acceptable to write, "To Whom it May Concern" or "Dear Sir or Madam." The first sentence should introduce who you are and why you are writing. Example:

I am writing to request an employment certificate, detailing my employment tenure at ABC Company. The letter will be used as part of a mortgage application I am in the process of completing.

Outline the Specifics

Giving the letter recipient as much information as possible will help ensure that your letter contains all of the pertinent information you need. Providing vague or incomplete directives may delay the process, or worse, you might need to repeat the process more than once. Here are some key pieces of information you might ask to be included in your employment certificate:

• Name of supervisor 
• Address and contact information of company
• Employee number
• Dates worked
• Salary 
• Details of contract, if one exists

You may also request that the letter be printed on letterhead. Depending on the purpose of the letter, and its eventual use, you might indicate whether an electronic signature and a PDF-emailed copy is acceptable or if you need the document to be hand-signed and that a hard copy be printed. If the letter requires notarizing, indicate this in your request, as well.

Help Expedite the Process

It’s often helpful if you provide the recipient with as much information about yourself as you can. The recipient will then only need to verify the details you've provided. Example:

• Employee ID
• Department head
• Contact information
• Details on who the letter should be addressed to 

If you need the letter for a time-sensitive use, indicate the date that you need the certificate to ensure that you don't miss your deadline. Always end the letter with your full name and contact information, and make plans to follow-up a few days after sending your request, to make certain that your letter made it into the right hands.

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Lisa McQuerrey has been an award-winning writer and author for more than 25 years. She specializes in business, finance, workplace/career and education. Publications she’s written for include Southwest Exchange and InBusiness Las Vegas.

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A Certificate of Employment (COE) is a formal document that confirms an individual’s employment status, details of employment, and tenure in a company or organization. 

COEs are often required by individuals who are applying for a loan, visa, or job application. In this article, we will provide a step-by-step guide on how to request a COE from your employer.

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Step 1: determine the purpose and format of the certificate of employment.

Before requesting a COE from your employer, you must first determine the purpose and format of the certificate. The purpose of the certificate will determine the information that needs to be included in the certificate. The format of the certificate will determine the layout and design of the certificate.

Step 2: Gather Required Information

Once you have determined the purpose and format of the certificate, you need to gather all the necessary information required for the certificate. This information includes your name, position, duration of employment, salary, and any other relevant information.

Step 3: Prepare a Request Letter

The next step is to prepare a request letter to your employer for the COE. The letter should be addressed to your supervisor or human resources department and should include the following information:

• Purpose of the request
• Your personal information (name, position, duration of employment)
• Contact information (phone number, email, address)
• Any specific information required for the COE
• Deadline for the COE (if applicable)

Step 4: Submit Request Letter

Once you have prepared your request letter, you need to submit it to your employer. You can submit the request letter in person, through email, or by mail. Ensure to follow up to confirm receipt of the letter.

Step 5: Wait for the Certificate of Employment

Once your request has been received, your employer will process the request and prepare the certificate. Depending on the workload of your employer, the process can take between a few days to a week or more. In some cases, you may need to follow up with your employer to ensure the process is moving forward.

Step 6: Review the Certificate of Employment

Once you receive the COE, it is essential to review the certificate to ensure that all the information is accurate and complete. If there are any errors or omissions, you need to inform your employer immediately to rectify the issue.

Step 7: Use the Certificate of Employment

Once you have confirmed that the COE is accurate and complete, you can use it for your intended purpose. Keep a copy of the certificate for your records and provide copies to the relevant parties as required.

Sample Request Letter for Certificate of Employment (Simple)

Dear [Employer’s Name],

I am writing to request a Certificate of Employment from your esteemed organization. As a current/former employee of [Company Name], I require the certificate for my personal records and future job applications.

Please provide the following details in the Certificate of Employment:

• Employee Name
• Designation
• Joining Date
• Departure Date (if applicable)
• Current/Last Position
• Salary Details (if applicable)
• Any other relevant details

Please let me know if you require any further information or documentation from me. I would appreciate your prompt attention to this matter.

Thank you for your time and cooperation.

[Your Name] [Your Contact Information]

Sample Request Letter for Certificate of Employment (Detailed)

I am writing to request a Certificate of Employment from your esteemed organization. I am a current/former employee of [Company Name] and require the certificate for my personal records and future job applications.

I kindly request that the Certificate of Employment contain the following details:

• Full name of employee
• Designation at the time of employment
• Department and job responsibilities
• Employment period, including start and end dates
• Work schedule and hours per week
• Rate of pay and any bonuses or incentives received (if applicable)
• Reason for separation (if applicable)
• Any commendations or recognition received during employment
• Any additional information relevant to my employment that can be included in the certificate

I would appreciate if you could prepare the Certificate of Employment as soon as possible, and if there are any fees associated with the request, please let me know so that I may make the necessary payment.

Please do not hesitate to contact me should you require further information or documentation from me.

Thank you for your attention to this matter.

Sincerely, [Your Name] [Your Contact Information]

Sample Request Letter for Certificate of Employment (Visa Purposes)

I am writing to request a Certificate of Employment from your esteemed organization for the purpose of my visa application. I am currently in the process of applying for a visa to [destination country] and one of the required documents is a Certificate of Employment from my current/former employer.

I would appreciate it if you could provide the following details in the Certificate of Employment:

• Job title and description of duties
• Start and end dates of employment
• Hours worked per week and the duration of the contract
• Gross annual salary and any bonuses or incentives received (if applicable)
• Any employment benefits received such as health insurance, vacation days, and sick leave
• Your contact information including the name, email, and phone number of the person authorized to provide the Certificate of Employment.

Please note that the Certificate of Employment should be printed on the company letterhead and signed by the authorized signatory. I would appreciate if you could prepare the Certificate of Employment as soon as possible, as my visa application deadline is approaching.

Thank you for your attention to this matter. Please do not hesitate to contact me if you require further information or documentation from me.

Frequently Asked Questions (FAQs)

1. what is a certificate of employment.

Answer: A certificate of employment is a document that verifies an individual’s past or current employment status with a specific company. It typically includes details such as the employee’s job title, start and end dates of employment, and salary information.

2. Why do I need a certificate of employment?

Answer:  A certificate of employment is often required as proof of employment for various purposes, such as applying for a loan or mortgage, renting an apartment, or for background checks for a new job.

3. How do I request a certificate of employment?

Answer:  To request a certificate of employment, you should contact your current or former employer and ask if they provide this service. You may need to provide a written request or fill out a form, and there may be a fee or waiting period for the certificate to be prepared.

4. How long does it take to get a certificate of employment?

Answer:  The time it takes to receive a certificate of employment can vary depending on the employer. Some employers may provide the certificate immediately, while others may take a few days or longer to prepare the document.

5. What information is included in a certificate of employment?

Answer:  A certificate of employment typically includes the employee’s name, job title, dates of employment, salary, and the name and contact information of the employer. Some certificates may also include additional information such as job responsibilities, performance evaluations, and reasons for leaving the job.

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Letter Templates & Example

Sample Request Letter for Certificate of Employment from Previous Employer: A Guide

Are you currently in need of a certificate of employment for your next job application? As an applicant, it is always important to provide documents that will prove your eligibility and credibility as a potential employee. One of the most important documents is a certificate of employment from your previous employer.

If you find yourself needing to request a certificate of employment from your previous employer but don’t know where to start, don’t worry. We’ve got you covered. In this article, we will provide you with a sample request letter for a certificate of employment that you can use or edit as needed.

Our goal is to help make your job application process easier and more efficient. After all, we understand how time-consuming and challenging it can be to compile all the necessary documents for a job application. That’s why we’re here to make things simpler for you.

So, if you’re interested in learning more about a request letter for a certificate of employment and how it can benefit your job application, keep reading. Our sample request letter will be available for you to use as a template and adjust to your personal situation.

The Best Structure for a Sample Request Letter for Certificate of Employment from Previous Employer

When applying for a new job or for further studies, it is sometimes required to submit a certificate of employment from your previous employer. This document verifies your employment history, your job title, and the duration of your employment with them. It is vital that you approach your previous employer to request this document.

Writing a request letter for a certificate of employment is not a difficult task, however, it is important to structure your letter appropriately. The following is a recommended structure that you could follow:

1. Address the Letter to the Appropriate Person

It is important to address the person who will be responsible for processing your request for a certificate of employment. This will usually be your immediate supervisor or the human resources department. Make sure you get the name and their official title correctly.

2. Begin with a Polite Greeting

Open with a polite greeting such as ‘Dear [Recipient’s Name],’ or ‘To Whom It May Concern:’. Express gratitude for the opportunity to work with the company and invoke positive memories of your past employment.

3. Clearly State Your Request

Make sure your request for a certificate of employment is clear. Explain that you require the document for a specific reason and state the date by which you need the document. It is recommended that you provide a deadline that is a few days earlier than your actual deadline to ensure you receive it in time.

4. Provide Relevant Details

Include relevant details such as the duration of your employment, your job title, and the department you worked in. The more details you provide, the better equipped your employer will be in processing your request.

5. Thank the Reader in Advance

Be sure to thank your previous employer in advance for their cooperation. This final courtesy will ensure that your request is met with a positive response. Mention that you look forward to hearing from them soon.

6. Close Your Letter Professionally

Close your letter with a professional and courteous tone. Use appropriate closing salutations such as ‘Sincerely’ or ‘Best Regards’ and sign the letter with your full name at the end.

In conclusion, it is important to structure your request letter correctly when asking for a certificate of employment from your previous employer. The above structure provides a professional and concise approach that will help you get your desired result.

Sample Request Letter for Certificate of Employment for Visa Application

Dear [Employer’s Name],

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I need the certificate for my visa application to [Destination Country].

The certificate of employment should contain details about my job title, employment period, and my salary information. It should also confirm that I was a valuable employee and contributed to the growth and success of the company. I would appreciate if you could also mention my job responsibilities and achievements during my tenure at [Company’s Name].

Thank you for your kind assistance in this matter. I look forward to receiving the certificate of employment as soon as possible.

[Your Name]

Sample Request Letter for Certificate of Employment for Employment Purposes

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I need the certificate for employment purposes as required by my new employer [New Employer’s Name].

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also highlight my achievements and contributions to the growth and success of the company during my tenure at [Company’s Name].

Thank you for your cooperation in this matter. I look forward to receiving the certificate of employment at the earliest convenience.

Best regards,

Sample Request Letter for Certificate of Employment for Academic Enrollment

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I require the certificate for my academic enrollment in [University’s Name] for the [Degree Program].

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also confirm that I was a diligent and responsible employee, and I carried out my duties to the best of my abilities. Please include any relevant information about my work experience that might prove helpful in my academic pursuit of [Degree Program].

Thank you for your kind consideration in this matter. I hope to receive the certificate of employment soon.

Respectfully,

Sample Request Letter for Certificate of Employment for Loan Application

I am in the process of applying for a loan from [Lending Institution’s Name]. As part of the requirement, I need to submit a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period].

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also confirm that I was a diligent and trustworthy employee who carried out my duties efficiently. If possible, please include my attendance and punctuality records during my tenure at [Company’s Name].

Thank you for your kind assistance in this matter. I would appreciate it if you could expedite the process of issuing the certificate of employment so that I can complete my loan application soon.

Warm regards,

Sample Request Letter for Certificate of Employment for Insurance Claim

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I need the certificate for my insurance claim with [Insurance Company’s Name], which mandates a proof of my employment status.

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also confirm that I was a responsible employee who carried out my duties diligently. If possible, please provide information about my job responsibilities that might be relevant to my insurance claim.

I would appreciate your prompt assistance in this matter as it would enable me to expedite my insurance claim process. Thank you for your time and consideration.

Sample Request Letter for Certificate of Employment for Immigration Purposes

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I need the certificate for immigration purposes, as per the mandate by the immigration authorities of [Country Name].

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also confirm that I was a valuable employee who contributed to the growth and success of the company during my tenure at [Company’s Name]. If possible, please include any additional information about my work experience that might be relevant to my immigration application.

Thank you for your kind assistance in this matter. I would appreciate it if you could expedite the process of issuing the certificate of employment so that I can submit my immigration application at the earliest.

Thank you for your kind assistance in this matter. Looking forward to hearing from you soon.

Sample Request Letter for Certificate of Employment for Background Verification

I am writing to request a certificate of employment from [Company’s Name], where I worked as a [Job Title] from [Employment period] to [Employment Period]. I require the certificate for a background verification process that is mandated by my new employer [New Employer’s Name].

The certificate of employment should mention my job title, employment period, salary information, and job responsibilities. It should also confirm that I was a responsible employee who carried out my duties diligently. I would appreciate it if you could include any additional information about my work experience or personal conduct that could be relevant to my background verification process.

Thank you for your kind assistance in this matter. I hope to receive the certificate of employment soon so that I can expedite my background verification process.

Tips for Writing a Request Letter for Certificate of Employment

When requesting a certificate of employment from your previous employer, a well-written request letter can make a significant difference. Here are some tips to consider while crafting your letter:

Be courteous and professional with your tone – start and end your letter with polite and respectful salutations.

Include the essential details – mention all the critical details such as your full name, position, and tenure in the company. Include any special circumstances, like a department transfer or sabbatical leave, that may need to be addressed in the certificate.

Specify the purpose – mention the reason why you require the certificate. It can be for visa or immigration purposes, for academic or educational requirements, or for any other official documentation needs.

Provide relevant instructions – indicate how you prefer to receive the certificate, whether through mail or personally retrieving it, and the expected date that you need it.

Mention any attached documents – if you are including supporting documents, make sure to indicate what those documents are in the letter and attach them accordingly.

Proofread and edit – ensure that your letter is free of any grammatical errors, typos, and misspellings. Double-check all the details mentioned, especially any dates and names.

Express gratitude – thank your previous employer for their time and cooperation, and appreciate their efforts in preparing your certificate.

By keeping these tips in mind and addressing all the relevant points in your request letter, you can create a compelling and professional appeal for your certificate of employment.

FAQs about Sample Request Letter for Certificate of Employment from Previous Employer What is a Certificate of Employment?

A Certificate of Employment is a document that contains information about a person’s previous work experience, such as job title, duration of employment, and job responsibilities. It is often required by new employers or institutions as proof of previous work experience.

Why do I need to request a Certificate of Employment from my previous employer?

You may need to request a Certificate of Employment from your previous employer to provide proof of your work experience to a new employer or institution, like a school or bank. It can also help in applying for a visa or residency.

What should I include in my request letter?

Your request letter should include your full name, job title and duration of employment, and the reason for requesting the certificate. Also, include your contact information so your previous employer can reach out to you if they have any questions.

How do I send my request letter?

You can send your request letter via email, mail, or in-person. If you choose to send it by email, make sure to follow up with a phone call or in-person visit to ensure that your previous employer received the request.

What if my previous employer refuses to give me a Certificate of Employment?

If your previous employer refuses to give you a Certificate of Employment, you have the right to file a complaint with the Department of Labor and Employment. Make sure to keep a record of any communication between you and your previous employer.

How long does it take to receive a Certificate of Employment?

The timeframe to receive a Certificate of Employment may vary depending on your previous employer’s policies and procedures. It is best to follow up with them after a week or two to ensure that they received your request and to confirm when you can expect to receive the document.

Do I need to provide payment for the Certificate of Employment?

It depends on your previous employer’s policies. Some may provide the document for free, while others may charge a fee. It is best to check with them before making a request.

That’s it!

So now you know how to draft a sample request letter for a certificate of employment from your previous employer. Remember to keep your tone polite and professional, and to provide a clear and concise explanation for your request. We hope this article has been helpful to you, and thank you for taking the time to read it! Don’t forget to check back soon for more useful tips and resources. See you soon!

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Request Letter for Certificate of Employment

Request Letter for Certificate of Employment is a letter written by the employee to the company where he worked, further presented as proof of employment.

A request letter asking for a certificate of employment is a letter written by the employee to the company where he worked, further presented as proof of employment. This certificate is noteworthy because it indicates the job title, position, job experience, and true value of the employee in the company. It also verifies his contributions and performance during the job. The employee may need an employment certificate for various purposes. While applying for a new job, the employee needs an employment certificate to showcase his previous work history to the new company.  The employees may also need to proffer an employment certificate to the bank while obtaining a loan, opening an account, or while applying for a visa, etc.

How to request a certificate of employment? 

For getting an employment certificate from the employers, you need to write them a request letter document. As an employee, you need to delineate your crucial requirements for the employment certificate—the clearer your point, the better the outcome. The employers will respect the specifications when they understand your key points. 

Here are a few guidelines and things to consider while requesting an employment certificate.

• Salutation: Foundation of the cover letter begins with a salutation. It’s always preferable to address the employer by their first name. It shows that you are positive and self-assured. And in case you don’t know the name of the person on the receiving end, it’s fine to initiate with ” to whom it may concern.”
• Introduction: Right after addressing the recipient, you have to write a brief self-introduction. Go about who you are, mention your job title , and what is the purpose of writing them now.
• Explain all the details required to be mentioned on the employment certificate: Then comes the point where you have to provide all the details. Be deeply specific and transparent. Mention all the ingredients that you want to be included in the employment certificate. From the joining date, entire period, designation, prominent milestones achieved during the job, salary, employment number, names of the company, chief executive officer, etc. You can mention other vital specifications that deserve acknowledgment and you consider relevant according to your purpose. These elements will help the recipient process the certification document, and you will get the desired result.
• Indicate when you expect the certificate : You don’t want the company to leave you hanging. Therefore, mention the specific date when you need the employment certificate. A deadline will enable the recipient to collect facts and form the certificate within time. In this sense, they will keep the time in mind, and your time will not be wasted.
• Be respectful : State your points clearly and straightforwardly, but don’t forget to remain polite. It would be best if you come across as a courteous and considerate professional. Respect the fact that the recipient might have a busy schedule as well. As long as you elaborated on the requisite details, you will get what you need.

Request letter for certificate of employment format 

Now keeping the above-mentioned guidelines in mind, you can write the request letter accordingly. Now obviously, you can stick to your own pattern. But formats are here to make the request letter more captivating and put together.

Respectable Sir/Madam, ( Salutation )

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I, (mention your name), have worked as (Job title) in (Company name) for the time period of (duration). I am writing to you today as I want to request an employment certificate. ( Intro)

I need this certificate because (Specify your purpose and all details that are worth mentioning). I am really hoping that you would grant my request by issuing me this certificate by (date you require the certificate). It will greatly be appreciated.  (Details section)

Respectfully,

Request letter for certificate of employment samples:

As there are various reasons an employment certificate might be needed. Some samples are presented below for your guidance and better direction. 

Request Letter for Employment Certificate for Loan: 

What is its purpose?

An employment certificate and usually your pay-slip are required by the bank and some other essential official documents when you are applying for a loan. It verifies that the employee has an authentic job and pay package. Thus, an employee writes a letter requesting an employment certificate to provide it to the bank to confirm having a real job. This certificate is issued by the employee’s company verifying income details.

Opening a new bank account: 

Besides taking a loan, an employment certificate might also be needed when you are up a new bank account. It’s one of those bank requirements to verify that you have a genuine job and earn a specific amount every month. 

Planning to apply for a credit card: 

It’s not always the case, but credit card providers might also ask you to render a certificate of employment to confirm your job and income score. The main motive behind this is to examine your salary package, declared in your payslip.

The Manager 

WWW Private limited

Dear Sir/Madam,

With due reverence, I am writing this to solicit an employment certificate. I have been a member of the company since 2016, working as a Project Promoter. During these 5 years, I have thoroughly enjoyed several great opportunities for which I am immensely thankful. 

I have decided to buy a new house for my family, and I am applying for a housing loan from the bank. And for that reason, I need an employment certificate that would authenticate my job and

verify the salary I receive.

I would be highly grateful if I get the certificate before the end of this month. 

Thanking you in anticipation 

Yours sincerely,

Harry Styles

Request Letter for Certificate of Employment for a new job: 

What is the significance of this certificate?

This certificate is mandatory while showing your work history, job experience, and portfolio while applying for a new job. Often, employers require an employment certificate to make sure that the job details mentioned in your CV are genuine. They also get awareness about your previous salary range. And if a candidate’s work experience is relevant to the position he/she is applying to.

Human Resource Manager 

My name is Emma Tomlinson. I have served as a sales executive in your company’s BPO department from 10-12-2017 to 11-12-2020, on a 3-year contract. My employee number was 15. During the job, I always did my best to fulfill my responsibilities dutifully. I gained valuable 3 years of work experience and enjoyed the incentives I received throughout this entire journey.

As you are well aware of the fact that I resigned last week as the contract is completed. And since then, I began my job-hunting process, and luckily I succeeded in landing a job position in a new company. Today, I am writing this letter to request an employment letter required by the company to authenticate my job history. If you manage to issue my employment certificate by 20th Jan 2021, it would be massively appreciated as I am required to present this on that exact date.

Thanks and Best Regards,

Yours truly,

Emma Tomlinson

Request Letter for Certificate of Employment for obtaining a visa: 

Why is it required and what kind of purpose does this serve?

An employment certificate serves three main functions in the visa or travel process:

Serves as proof of employee’s financial stability:  

An employment letter is required by the embassy when you are traveling overseas to ensure that you will be able to handle all your expenses during that stay. 

Provides proof of your employment:

When you are set to visit abroad on an official trip, then a letter from employers holds great value as it states that this employee is traveling for the company’s responsibilities and will be back on the job. The company will handle all finances and provide sufficient funds.

Serves as proof of a legit holiday during your abroad visit: 

If you are going abroad to obtain a degree or a course, it might be required by the educational institute. If you have a paid holiday, then obviously, it would serve as financial backing proof, and the institute will be fine with the fact that you can manage your finances.

Jones Private limited

Los Angeles

My name is Sara Malik. I have been employed in your organization as a junior web developer from 1-1-2020 to this date. I am here to submit my request for granting me an employment certificate.

As I informed you earlier, it was always my dream to get a Master’s degree and expand my skill set, and you approved my time-off application. Last week my admission process was completed. Therefore, I would be grateful if you could grant me an employment certificate as I am bound to present this certification to the embassy by the end of this week.

Warmest regards,

also read: How Tо Write A Resignation Letter Fоr A Jоb yоu Juѕt Ѕtаrtеd

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Sample Letter Requesting Certificate Of Employment

Employment certificate request sample, letter requesting employment certificate, sample letter to request employment certificate.

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Employment Verification Letter Samples and Templates

Alison Doyle is one of the nation’s foremost career experts.

What is an Employment Verification Letter?

How to request an employment verification letter.

• What Is Included in the Letter

How to Use Letter Examples

Employment verification template.

• Verification for Current Employee
• Verification for Past Employee

Colleen Tighe / The Balance

Do you need to write or request an employment verification letter? There are several reasons why you may need verification of your employment status. Employees may need these letters for landlords or financial institutions if they are trying to rent or purchase a home. They're also sometimes necessary for insurance reasons or to  confirm that an individual worked at a company  during the dates given on a resume or job application.

The good news is that employment verification letters are usually fairly simple documents, and easy to write or obtain. If you need to request or write a letter, reviewing templates and examples can help you get started.

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

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

If you are requesting an employment verification letter from a current or former employer, it's important to ask for the letter in a professional way. First, check with your Human Resources (HR) department.

The company may have a policy regarding the release of information, and you may need to give permission for your employment history to be released to a third party. Often, your HR contact will compose the letter for you or provide you with a template to give to your manager. You can also ask your manager or supervisor directly.

Be sure to provide them with all the information they need to write the letter, including who to address the letter to and exactly what details need to be included.

What Is Included in an Employment Verification Letter?

If you need to write an employment verification letter for someone, it’s important to make sure that your letter provides the correct information and adheres to an appropriate format.

• Follow business letter format.  Use standard business letter format when writing your letter. Include your contact information at the top, the date, and the recipient’s contact information (if you have it). Be sure to include a salutation at the beginning and a handwritten signature at the end.
• Keep it concise.  Employment verification letters should not be lengthy. Do not add any information beyond what the employee asks. For example, do not provide an evaluation of the employee’s work.
• Include all requested information.  Most employment verification letters include the person's name, their department in the company (sometimes you need to include their specific job title), and the amount of time they have been employed. Check with your employee if any additional information needs to be shared. For example, some letters include the person’s salary, how often they are paid (weekly, bi-weekly, etc.), and how many hours a week they work. However, do not include these extra details unless requested.
• Provide your contact information.  At the end of the letter, offer to answer any additional questions. Provide a form of contact for the recipient, such as your phone number or email.
• Edit and proofread before you send.  This letter is likely very important to your employee or former employee—their housing, future employment, or insurance may depend on it. Take the time to make this letter as professional as possible. Read through the letter for any errors before you send it.

It is a good idea to review letter examples before writing an employment verification letter. Along with helping with your layout, examples can help you see what kind of content you should include in your document (such as dates of employment).

You should tailor a letter to fit the particular employee you are writing the letter for, and the information they ask you to include.

Name Job Title Company Name Address City, State Zip Code

Name of Person Requesting Verification Job Title Company Name Address City, State Zip Code

Dear Mr./Ms. Last Name,

This letter is to verify that (employee name) has been employed at (company name) since (start date).

If you require any additional information regarding (employee name), please feel free to contact me at (your phone number).

(Handwritten Signature)

Employment Verification for Current Employee

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

April 18, 2022

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

Dear Mr. Dolan,

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

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

Shawna Easton Director of Accounting GMC Associates

Employment Verification for Past Employee

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

April 20, 2022

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

Dear Ms. Sanchez,

This letter is to verify that Robert Smith was employed at Martin & Martin, Incorporated from January 3, 2018 to March 1, 2021.

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

Janice Montgomery

Key Takeaways

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

SHRM. " When Must an Employer Respond To a Verification Of Employment Request, and What Information Must or Can Be Given ?"

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Home » Letters » Office Letters » Request Letter for Employment Certificate – Sample Letter for Issuance of Certificate of Employment

Request Letter for Employment Certificate – Sample Letter for Issuance of Certificate of Employment

To, The Human Resources Manager, __________ (Company Name), __________ (Address)

Date: __/__/____ (Date)

Subject: Requesting employment certificate

Respected Sir/ Madam,

My name is ________ (Name) and I would like to inform you that I have been working in your company as a _______ (Designation) of ________ (Department) for last ________ (Duration). My employee ID is ________ (Employee ID).

Most respectfully, I am writing this letter in order to request the issuance of the employment certificate in my name. I am in need of the same for _________ (Mention requirement).

I believe you will consider this as genuine and issue the required document at the earliest. I shall be highly obliged for your kind support. For any queries, you may contact me at ________ (Contact number).

Thanking You, _________ (Signature), _________ (Name), _________ (Contact Number)

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Request Letter for Certificate of Employment

Re. Letter of Request for Certificate of Employment

Dear Sir, I am [Name of the sender], a former [name of the job title] from the [Name of the department]. I have worked in [Name the area] for the past ten years. During this time, I displayed the best of my abilities and potential. I always remained professional and eager to learn new skills. I was one of the three employees awarded the employee of the year award three times during my stay in the company. Annual appraisals always nominated me as highly professional, quick to learn, and welcoming to new challenges. 

However, the company put a lot into me. It was the time when I started from zero and learned the best. I updated my skill profile with the help of my supervisors and respective heads of the departments. The environment of the company was very professional and highly conducive to work. I enjoyed working here. I saw three phases of promotion in the company. However, due to the company’s internal economic strength demise, the company downsized its workers. 

I was removed from my position and laid off permanently to downsize the company. Despite several requests, it has been two months, and reconsideration still needs to be done. Looking at the company’s current situation, I decided to apply for other positions at other organizations. I need a certificate of working experience at your company to apply for a job. The certificate shall indicate my working potential, my skill profile, and my profile as an employee. 

Therefore, please allow the relevant department to give me the certificate of employment. It will catalyze the process of recruitment by the relevant authorities. As I have completed all the requisites to get the certificate, I request you to order the appropriate person to give me the certificate of employment after highlighting the particulars of my work. 

I shall be grateful to you. 

Yours Sincerely.

[Signature]

The Letter File

Re. Request for Certificate of Employment for Bank Loan Services (BLS)

Dear Manager, 

I am an employee of your company, currently working as a [Job Title] in the department of [Name of the department]. I have been working here for three years.

I have applied for a loan at Bank Loan Services at [specify the branch] to renovate my house. I have been living in the house since 20XX. Due to outdated architecture and poor structure, I want to remodel my home and get it redesigned. I need $[$] for this case, and I am short on budget to make such an investment. Due to weather conditions in our region, it is important to make the renovations this season sunny and suitable for architectural work. 

The bank manager wants me to submit a certificate of employment as evidence of my work. I request you grant me my certificate of employment. Also, please mention my work particulars, scale/grade, salary, and other additional remunerations. I will be highly grateful if you do this before [date]. 

Thank you. 

[Name of the employee]

[Designation]

Letter Templates

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• Thank You Boss for Bonus Pay
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• Resignation Letters for Toxic Work Environment
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Letter for certificate of employment

Request letter for certificate of employment

[Your Name & Address] [Date] [Employer’s Name] [Company Name & Address] Subject: Request for Employment Certificate Dear [Employer’s Name], I am writing to request an employment certificate from [company name] for the tenure of my employment in the organization. I need this certificate [state the purpose or specific need, for example, applying for a new job, visa application, educational program, etc.]. I have thoroughly enjoyed my time working at [company name] and believe that the experience and skills I have gained during my employment will greatly benefit my future endeavors. As part of the application process, it is mandatory to provide an employment certificate to validate my work history, designation and duration of employment. Therefore, I kindly request your assistance in providing me the official employment certificate. The information I request to be included in the Certificate of Employment is as follows: Full Name: [Your Name] – Designation/Position: [Your Job Title] – Dates of Employment: [Start Date] to [End Date] – Employment Status: [Full Time/Part Time/Contract]. Job Responsibilities: [briefly state your primary job responsibilities or roles]. I would appreciate if you could issue the Employment Certificate on official company letterhead and include your contact information for any verification purposes if necessary. If there is any fee related to obtaining the Certificate of Employment, please inform me in advance, and I will be willing to meet the necessary obligations. Thank you in advance for your attention to this matter. I look forward to your positive response and to issue the Employment Certificate at the earliest at your convenience. Thank you for your time and consideration. Yours Sincerely, [Your Name

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