Employment Verification Letter Template
All states
An employment verification letter is a testament to an individual’s employment status and financial income. It is necessary for an employee seeking a loan, property lease or rental, or a new job title to get armed with a verification of employment template. You should prepare this document beforehand and introduce it upon request.
In this guide, you will learn when to use an employment verification letter, the employment verification process by various parties, and the steps to write an employment verification letter template free of charge.
When to Use an Employment Verification Letter
You may need an employment verification form in these common cases:
Application for a loan
Entering into a lease agreement
Obtaining a new job title
The parties that may require employment verification letters are government agencies, financial institutions, or an HR representative of a new company for future employment.
In all of these scenarios, a verification of employment letter serves as a confirmation of your stable income or your employment history. As for the latter case, a sample employment verification letter should also include the salary at your previous position and the duration of your employment.
What to Include In an Employment Verification Letter
A standard employment verification letter template contains the following details:
- Employee name: This is the main person mentioned in a verification of employment form.
- Employment dates: These are the starting and ending dates when the employee occupied a previous position, or these dates can be found in the one’s current employment agreement.
- Job title: This is simply the name of the employee’s role, plus an employment status.
- Salary information: This section must state the net sum the employee earned or currently earns.
- Contact information: This covers the company address and contact details of the current or former employer should the requester have more questions.
How to Do Employment Verification
An employment verification letter sample is a perfect way to check the person’s state of income and work history. The employment verification process offers several ways:
Contact the employer: Begin by reaching out to the employee’s human resources department to confirm the employee has worked at the company specified in the verification of employment form PDF.
Request the statement of the employee’s financial situation: These financial documents usually include the statement of the employee’s statement of earnings and deductions from their net salary.
Obtain the bank statement: This information will help you understand how the employee manages their bank account: how often they withdraw money, what gross deposits they have, etc.
Check the tax return: If you need to verify the employee’s gross pay, it is essential to look at the person’s tax return within two years. You may ask the worker to submit an IRS form.
How to Write an Employment Verification Letter
When creating a proof of employment letter template, stick to simplicity, conciseness, and truthfulness of the facts. Use this key information below to compose a DIY employment verification letter PDF in no time:
- Start with your company details:
Include the workplace name and address (typically at the top of employment verification letters), and write an effective date. - Address the letter:
If possible, refer to a specific person or organization requesting the employment verification letter. If you don't have these details, you can simply start with "To whom it may concern." - State your purpose:
In this section, explain your intention to perform employment verification. - Provide employee information:
Write the employee’s full name, their job title, and main duties. Add their employment dates and specify their employment status (full-time or part-time work). - Confirm salary information:
Mention the employee's annual salary. If hourly, provide a rough estimate of their annual earnings based on the average hours worked. - Keep the formality:
Do not include personal opinions or irrelevant job details about the employee's performance, such as the reason they resigned from their job position. - Include your contact information:
At the end of the employment verification letter, put your phone number and email address for any further questions. - Formally end the letter:
Conclude your verification of employment letter template with a formal closing, as well as your name, title, and signature.
In conclusion, securing a letter of employment verification template is a must for your future employment and financial and housing decisions. You can find one on Lawrina and easily customize it to your purposes online to get a professional, legally binding letter. Lawrina also provides its online space for storing all your newly created documents that you can reuse multiple times.