Writing a Simple Employment Verification Letter (with Samples) Use these sample employment verification letters as templates for your formal verification letter.
There are many reasons why an employment verification letter might be needed. Because of laws and statues protecting ones privacy, a written letter is often the best way to get the information one needs about another individual. Many times an employer will use this type of letter to get information about a prospective new employee.
On the other hand, a bank or landlord may also use this type of letter to verify employment before extending a line of credit or a lease on a home. There are many new policies in place that make companies take a stand against writing recommendations for employees. Rather, when a company or individual requests verification in writing, this is seen as a safe alternative for all parties involved.
Not Difficult to Write
To write an employment verification letter is not difficult, in fact it is one of the simpler letters to write. Like most letters, it needs to be started with the date, and address it to the contact person, or the department who can authorize the release of information.
Make sure to get a contact name before writing this type of letter. Always make sure to verify the address and that it is going to the right department. Some companies have numerous departments and sending it to the wrong place can delay a response. Using a standard letter format is acceptable in this type of correspondence.
Because employers often gets hundreds of letter for sales and other correspondence, make sure to put a subject line that clearly states what is needed. In the subject line, put something like “Employment Verification for Jonathan Good.” Most companies are going to want some basic information before they hand out their data.
If Jonathan is applying for an employment opportunity with another company, be sure to state so. Also, if Jonathan just wants to get a bank loan, state that too. Some employers may be very vague about the information they will ask for. In fact, some fear a lawsuit so they will limit what they will disclose.
Technically, it is completely legal to ask questions like: 1. Did the employee have good attendance? 2. Did the employee get along well with others? 3. Did they perform their duties as required? 4. Are they eligible for rehiring?
It never hurts to ask questions, but that doesn’t mean that they will be answered, as each company has their own protocol. You can also request copies of reviews to help make a decision if this letter is regarding potential employment. Depending on what the letter is needed for will depend on the direction the letter will need to be written.
If it is written just for verification to obtain a loan, then the amount of the salary and the dates of employment should be all that is needed. If it is for potential employment, then it pays to ask more questions. Make sure to also included contact information so that the company may respond.
Here are sample employment verification letters.
Sample 1 - Employment Verification Letter Dove Chemicals Jennifer Thomas 9876 Stone Ridge Blvd. Reynoldsburg, Ohio 43068
XYZ Corporation 1290 Town Street Columbus, Ohio 43213 Attention: Ralph Zimmerman
Recently, Jonathan Good applied for a position we have as a Warehouse Supervisor. On his application, he stated that he had worked for your company for more than 10 years as a Maintenance Supervisor. We are interested in pursuing an employment opportunity with him and want to verify his employment and to make sure he will be an asset to our corporation. Can you please answer the following questions?
1. Did he arrive to work on time? 2. Was he a good supervisor and eager to help others? 3. Was he ever reprimanded? 4. Was his dates of employment from 6/8/2004 till 5/27/2016? 5. How was his attendance record? 6. Upon his departure, was his salary $26.82 an hour? 7. Is he considered eligible for rehire?
If you would be so kind as to respond to this employment verification letter with the above requested matter it would be appreciated. Your information will help us to make an informed decision regarding the employment of Jonathan.
If you should have any questions, please feel free to contact me between 9 am. and 5 pm. at 614-980-0987. My fax number is 614-980-8765 and my physical address is listed above. I look forward to hearing from you.
Jennifer Thomas HR Specialis
Sample 2 - Employment Verification Letter ABC Employment Specialists 12990 Red Wolf Lane Columbus, Ohio 43223
Global Industries 6800 Laughing Town Lane Chattanooga, TN 68903 Attn: Thomas White
Dear Mr. White,
We received your request for income and employment verification for Jessica England. Jessica has been employed with Global Industries for six years. Her official date of hire is DATE. Her official title her at our company is a shift supervisor for the packing division.
Though Jessica is a supervisor, she receives an hourly salary. Currently, her hourly salary rate is $18.90 an hour. She is eligible for overtime and as you can see from attached report, she gets quite a bit. She averages about 15-20 hours of overtime each week. Jessica is good employees whose work status is in good standing. There are no threats of lay-offs to this position and we intend that we will have her around for quite some time.
If you have any further questions, or we can be of assistance in any way, please be sure to call me back at 555-908-1290. My office hours are Monday through Friday from 7:30 am till 4:00 pm.