How to Write an Employment Verification Letter in 7 Steps

By Indeed Editorial Team

Published 12 October 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

As a professional in a human resource or management position, you may be responsible for writing letters verifying an individual's current or past employment. Depending on the organisation's processes, an employee may follow a set of procedures for requesting this verification letter. Exploring some examples and templates of a verification letter can help you write a professional and precise letter. In this article, we define an employment verification letter, outline reasons for writing one, detail how to write one, share some templates and provide examples.

What's an employment verification letter?

An employment verification letter is a document employees may request that verifies their past or current employment with a company. Depending on your role in the business, you may receive these requests for verification letters. The letter is usually short and confirms an individual's employment along with employment dates. Unlike a reference letter, a verification letter rarely discusses the individual's suitability or eligibility for a job. A verification letter is also not always for an individual seeking employment. Its sole purpose is to verify an individual's employment.

Related: How to Write an Employment Letter: Tips, Template and Example

Reasons for verifying employment

Below, you can explore some typical reasons an employee might request a verification letter from you:

  • Applying for a loan: When individuals apply for loans from banks, the banks typically assess the individuals' risk to determine if they can pay the loan in a reasonable time. A letter verifying employment can help an individual prove to the bank they have the capacity and income to pay the loan.

  • Adjusting credit or loan terms: If an individual changes employment and has an increased income, they may negotiate with banks to adjust credit and loan terms. A verification letter can prove the individual has a new job with a higher income.

  • Applying for a rental: When an individual applies for a rental, such as a house or an apartment, the landlord usually wants to determine if the individual can meet rent payments. If you write a verification letter for the individual, they can prove they have a steady income and can pay rent.

  • Applying for a new job: If an individual applies for a new job, the hiring manager may want to determine the credibility of the individual's resume by confirming their past employment. A verification letter can help the individual prove to the hiring manager that the work experience listed on their resume is legitimate.

Related: What Is a Background Check? What Employers Look For and How to Prepare

How to write a letter verifying employment

Here, you can explore some helpful steps on how to write a letter verifying employment:

1. Include your name, job title and employment address

The first section on the verification letter is your name, job title and employment address. You can detail your full name, job title and company name. When including your employment address, you typically detail the street address, city, state and postcode. This information can help the recipient verify the company that employed or currently employs the individual.

Related: How to Start a Letter: Professional Tips and Examples

2. Add the date

Underneath your name, job title and employment address, you can include the date. This represents the date of writing and is usually on a separate line. The reason for including the date of writing is usually to help the recipient organise documents and verify the relevancy of the verification letter.

Related: Business Letter Format: Template, Example and Tips

3. Detail the recipient's name, job title and employment address

After the date, you typically include the name, job title and address of the recipient requesting employment verification of an individual. Exactly like your own name and address, you can include their full name, job title, business name, street address, city, state and postcode. This information is to ensure the letter reaches the correct recipient.

Related: How to Address a Letter

4. Greet the recipient

After including the recipient's information, you can write a formal greeting to the recipient. You can include a standard and professional greeting such as Dear [recipient's title and surname]. If you don't know the individual recipient of the verification letter, you can write Dear [recipient business name]. If you know the recipient's name, it's usually better to address the letter to them rather than the business.

Related: Formal Email Greetings to Use in the Workplace (With Examples)

5. Verify the individual's employment

Once you greet the recipient or recipient business, you can dedicate two sentences to verifying the individual's current or past employment. Your first sentence can state the individual's name and their current or past employment status with the organisation. The second sentence can outline the individual's employment duration. If the organisation currently employs the individual, you can state the date of their initial employment.

6. Invite questions and further discussions

After verifying the individual's employment, you can include a sentence inviting the recipient to contact you if they have questions or want to discuss the individual's employment in more detail. This can be a single sentence and include your preferred contact details. If you want the recipient to only contact you via email, you can state something like, Please feel free to contact me at willis@email.com.

Related: How to Write a Formal Letter (With Example)

7. Formally close the letter

The final section of the verification letter is usually a formal closing. There are different closings you can use, such as Sincerely or Kind regards. Underneath your closing, you can write your full name, followed by your job title.

Related: 'Best Regards': 8 Common Email Sign-offs You Can Use to Communicate Professionally

Templates for employment verification letters

Below, you can explore two templates for letters verifying the past and current employment status of an individual:

Letter template for a past employee

Here, you can examine a template for a letter verifying an individual's past employment with an organisation:

[Your full name]
[Your job title]
[Organisation name]
[Organisation street address]
[City] | [State] | [Postcode]

[Date of writing (day/month/year)]

[Recipient's full name]
[Recipient's job title]
[Recipient's organisation name]
[Recipient's organisation street address]
[City] | [State] | [Postcode]

[Formal greeting],

I am writing to verify that [organisation name] employed [Individual's full name] as a [Individual's job title]. Their employment dates were from [Individual's first employment date] to [Individual's last date of employment].

If you have questions or wish to discuss [Individual's full name] employment, please feel free to contact me on [list your preferred contact method or methods].

[Formal closing]
[Your full name]
[Your job title]

Letter template for a current employee

Below, you can explore a template for a letter verifying an individual's current employment with an organisation:

[Your full name]
[Your job title]
[Organisation name]
[Organisation street address]
[City] | [State] | [Postcode]

[Date of writing (day/month/year)]

[Recipient's full name]
[Recipient's job title]
[Recipient's organisation name]
[Recipient's organisation street address]
[City] | [State] | [Postcode]

[Formal greeting],

I am writing to verify that [Individual's full name] is a current employee at [organisation name] as a [Individual's job title]. [Individual's full name] has been an employee with [organisation name] since [Date of the individual's first employment day].

If you have questions or wish to discuss [Individual's full name] employment, please feel free to contact me on [list your preferred contact method or methods].

[Formal closing]
[Your full name]
[Your job title]

Examples of employment verification letters

Here, you can discover two examples of letters verifying an individual's past and current employment status:

Example verification letter for a past employee

Here, you can examine an example verification letter for an individual previously employed by a business:

Chester Osborn
Human Resources Manager
Standley Construction
347 King Road
Bellwood | WA | 6022

23/09/2022

Betty Wilcox
Loan Officer
Western Bank
654 Pindle St
Hackstown | WA | 6023

Dear Ms Wilcox,

I am writing to verify that Standley Constructions employed William Vendar as a site supervisor. Their employment dates were from 12/05/2019 to 05/06/2021.

If you have questions or wish to discuss William Vendar's employment, please feel free to contact me at 0460 748 9221 or email me at osborn@email.com.

Sincerely,
Chester Osborn
Human Resources Manager

Example verification letter for a current employee

Below, you can analyse an example verification letter for a current employee verifying their employment:

Derick French
Human Resources Manager
Haxle Software Productions
624 Benton Drive
Bridgeton | QLD | 4275

23/09/2022

Joseph Arellano
Loan Officer
Northern Bank Branch
521 Fallon Street
Remmington | QLD | 4437

Dear Mr Arellano,

I am writing to verify that Helen Preston is currently employed at Haxle Software Productions as a software engineer. Helen Preston has been an employee with Haxle Software Productions since 05/07/2019.

If you have questions or wish to discuss Helen Preston's employment, please feel free to contact me at 043 927 2044 or email me at french@email.com

Sincerely,
Derick French
Human Resources Manager

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