Whether you’re looking to hire someone new or you’re trying to figure out the best way to provide someone with an employment verification letter, you’ve come to the right place.
In this article, we’ll delve into the importance of an employment verification letter and provide valuable tips for creating one, whether for yourself or for someone else.
Table of Contents
- 1 Employment Verification Letters
- 2 What is an employment verification letter?
- 3 Employment Verification Forms
- 4 Why are employment verification letters important?
- 5 5 Common Types of Employment Verification Letters
- 6 How to Create an Employment Verification Letter Template
- 7 Job Verification Letters
- 8 How long is an employment verification letter good for?
- 9 Tips for Writing the Best Employment Verification Letter
- 10 Conclusion
Employment Verification Letters
What is an employment verification letter?
An employment verification letter is a document that proves an individual worked or is working with a particular corporation.
This letter is usually given to a candidate’s past or present employer and outlines when the individual worked for or with the company.
This letter is also evidence of job and professional experience. It plays a crucial role in increasing the likelihood that the applicant will land a job or be approved for a loan, a lease, or, in some cases, citizenship.
That said, employers who know nothing about the applicant beyond what is contained in the resume can also benefit from this document.
An employment verification letter comes with the company’s official letterhead. It also includes a company stamp, signature, and job title of the person who wrote the letter.
Employment Verification Forms
Why are employment verification letters important?
An employment verification letter is a professional letter that ensures credibility and reliability. There are a few instances where one would need an employment verification letter, this includes:
- Applying for a job
When applying for a new job, some companies require you to be employed in the field you’re applying for or have previous work experience.
To provide the company with evidence of your employment history, the human resources department can provide a prospective employer with a sample employment verification letter that states the applicant’s employment history.
- Taking out a mortgage
At the beginning of the mortgage application process, banks and other financial institutions will often request a job verification letter.
This is because, as a lender, you’ll need to demonstrate that you have a steady source of income in order for them to receive their monthly mortgage payments from you.
Most of the time, a paystub suffices to apply for a mortgage, but in some other circumstances, the banks will ask an employee or their company for a letter of employment verification.
- Credit card and loan application
Similar to mortgages, banks need to be certain that a loan or credit card application is a good candidate in order to guarantee prompt repayment of the borrowed amount.
A customer may request a lower interest rate or postponed payments on a loan, in which case a bank may occasionally request an employment verification letter.
- Requesting a lease
With the constant battle of landlords fighting for their tenants to pay rent, having an employment verification letter gives landlords the assurance they need to rent out their property.
It demonstrates that the tenant will be able to pay their rent on time and offers a trustworthy image as they share their reliable source of income.
- Obtaining a work visa
Depending on the country and specifics of the visa application, an employment verification letter is almost always required.
This letter may be from an existing or potential employer demonstrating your present employment status, and your intended position should a valid work visa be granted.
The letter can also be used as proof in immigration cases, such as when you’re requesting a visa or green card.
- Obtaining a tourist visa
In some circumstances, an employment confirmation letter is also necessary to obtain a tourist visa. It gives the requesting party the assurance that the applicant has strong ties to their home country.
The letter should attest to your employment with your company and outline the activities you want to engage in while in the country.
You could also mention in the letter that you are only planning a quick trip as well as provide proof of income to show the country that you’re able to afford the trip.
This eventually ensures the visitor has a compelling motive to return home rather than illegally settle down abroad.
5 Common Types of Employment Verification Letters
- Sales Employment Verification Letter Template
An easy and efficient way to relay employment-related information to any new hire. This type of template is used by business owners and offers unique features to assist in creating an engaging, professional employment verification letter.
- General Employment Verification Letter Template
Businesses wanting to recognize and thank the work of their employees should use this template. This template allows companies to emphasize the accomplishments of their present or former employees or announce the start of a new employee’s career.
- IT Employment Verification Letter Template
This template can be used for IT workers who want to communicate crucial employment information to new hires, such as pay scales, scheduling, and roles. Because this template outlines an employee’s qualifications, it also assists and streamlines HR’s onboarding procedure.
- Company Employment Verification Letter
This business job verification letter template provides a number of distribution options, enabling you to effectively send the letter to new hires through email or printed copies.
- Letter of Tenant Employment Verification
Making a good first impression on the landlord or leasing company is crucial when writing a Tenant Employment Verification Letter. This is why creating a polished and professional letter that reflects favorably on you is important.
- Marketing Employment Verification Letter Template
For HR professionals wishing to confirm the employment of marketing specialists, having a template for a letter of employment verification in marketing is a great tool.
It boasts a contemporary, eye-catching design and assists firms in standing out when conveying crucial employment information to new hires or outside parties.
How to Create an Employment Verification Letter Template
Because employment verification letters must be exceedingly formal and professional, you must stick to the right business letter format.
Here are some tips you can use to successfully complete the perfect employment verification letter:
- Include your full name and address
Be sure to mention your name, job status, and address at the beginning of your employment letter template. Having these details in your employment verification forms establishes your identity as a professional business person.
This also provides the company you contact for verification with your contact details.
- Include the date
Next, make sure to add the date on the employment verification form. This ensures that your employment letters are up to date and you’re not verifying employment from two years ago. You can enter the date using the following options:
2nd February 2023
February 2nd, 2023
- Add the receiving person’s details and job title
The next step is to address the letter recipient. Most people will list their current or former employees along with their contact information in the references part of their CV. Alternatively, you can search for their name on any social networking site.
However, if you cannot find a name, you can just add their title and address, and you should be good to go.
It should be formatted in the following order:
- Write your greeting
If you know the last name of the recipient, start by writing “Dear Mr/Mrs/Miss [last name]” when addressing the letter to them.
In other situations, keep it short and sweet by addressing the recipient as “Dear Sir/Madam” if you aren’t sure of their first or last name. Alternatively, if you’re not sure of who needs to receive the letter, you can say, “To whom it may concern.”
- Mention the Letter’s Subject
Make sure the reason you’re writing the letter is clear in the subject line.
Your subject would be something like “Request for Verification of Employee” or “Request for Verification of [insert applicant’s name]” since you are writing the letter asking for the verification of an employee’s information.
- Write the body of the letter
The body of any formal letter usually has about three paragraphs, which typically include the following details:
The reason for you requesting an employment verification letter. For example, if an applicant is applying for a new job, you should include this in the first paragraph by stating that “[name] is applying for [position] at [ company.] This ensures that the person receiving the letter understands that the applicant has mentioned their company as part of their employment history and knows that they’re being asked for an employment verification letter as proof of employment.
Explain why you need their help. For starters, you should mention how they can assist in providing you with the necessary information to verify the applicant’s CV.
Use some of the following questions to gather any further information you require:
What was the employment start date, and how long was the individual employed at your company? (verify employment)
What was the individual’s job title/s? (Ask about other employment details)
How would you rate the individual’s job performance out of 100?
What were their roles and duties?
What was the employee’s salary? (request employment income verification)
Are you able to share past pay stubs? (income letter)
Would you rehire the candidate? (Ask for a supporting document)
Did the candidate adhere to corporate policies?
Has the individual submitted their resignation letter, or do they still work for the company?
Express gratitude. Close the body of the letter by thanking the person you’ve contacted for taking your request into consideration. This is a very straightforward, gracious, and effective way to end a letter.
- Remember to add your signature
Close off your letter with a professional and formal “Yours Sincerely, Kind Regards, or Best Wishes.”
Add your company signature that contains your contact details in case the receiver needs to contact you immediately.
Now that you know how to design an impressive sample employment verification letter, the question you should ask is:
Do you have enough information for your sample employment verification letters?
Job Verification Letters
How long is an employment verification letter good for?
An employment verification letter’s validity depends on what you’re using it for. If the information in an employment verification letter is still accurate and current, it is typically regarded as valid.
The recipient may request that the letter be no older than a specified number of months (for example, 30 days to 60 days) if it is used for a specific reason, such as a mortgage, employment application or loan request.
They do this to make sure the information in the letter is up to date and accurately reflects the applicant’s present employment situation.
Any business must have correct and current employee-related paperwork and corporate information. You can automatically insert your personal and business information by incorporating dynamic fields to update it across these pages.
For instance, whenever an individual’s employment status changes, like when they’re promoted, a change in their job title or responsibilities, or a change in their income, they can give an updated employment verification letter.
This helps avoid any potential misunderstandings or conflicts by guaranteeing the information in the letter is correct and current.
Tips for Writing the Best Employment Verification Letter
We’ve compiled a short list of tips that will help you write effective employment verification letters:
- Use a business letter format
Use the conventional business letter format we outlined above when drafting your letter.
Make sure to include the date, the recipient’s contact information, and your contact information at the top. Start the letter out with a salutation, and sign off by hand to seal it.
- Keep it short and sweet
Your employment verification letter template should be brief and to the point. Only ask for information that is relevant to the verification procedure and avoid overstepping professional boundaries.
Make sure that the person receiving the letter doesn’t feel obligated to provide you with the information but rather is happy to give it to you. And remember, it’s possible that you won’t receive an answer, especially if you ask for too many specifics.
- Provide the Essential Information
The employee’s name, the department they work for, their specific job title, and the duration of their employment are typically included in employment verification letters.
- Always proofread
Since this is a fairly official letter, be sure to proofread it at least twice to make sure there are no mistakes.
Remember, your professionalism is demonstrated by a flawless employment verification letter template.
Employment verification letters can make or break your job or loan application, given that their goal is to ensure reliability and credibility. This is why it’s important to follow the steps in this guide and create the best employment verification letter template.