Table of Contents
showSpending too much on recruitment, payroll or global HR?
We help you find the Best Providers at the lowest cost.
If you need to provide an employment verification letter, don’t panic! It’s pretty easy, and we’re here to guide you through the process. Here’s a simple step-by-step guide to creating an employment verification letter and a sample template to help you get started.
Key Takeaways
- An employment verification letter should be purpose-driven and addressed. The letter should contain relevant employee information, such as job title, employment dates, and salary.
- It’s essential to confirm the employee’s responsibilities, character, and qualifications to provide additional context for their employment.
Your checklist for drafting an employment verification letter
Identify the purpose of the letter
The first step in creating an employment verification letter is determining why you need it. Is it for a visa application? A mortgage? Whatever the reason, make sure you understand the purpose of the letter.
Gather relevant information
Next, gather all the relevant information that needs to be included in the letter. This may include the employee’s name, job title, employment dates, and salary.
Address the letter
Once you have all the necessary information, it’s time to address the letter. As requested, ensure you address it to the correct individual or organization.
Introduce the employee
In the letter’s opening paragraph, introduce the employee and confirm their employment status. This is where you state the employee’s name, job title, and the time they have worked for your company.
Confirm the employee’s responsibilities
In the next paragraph, confirm the employee’s responsibilities and any specific projects or duties they are responsible for. This provides additional context for the individual’s employment and highlights their contributions to your organization.
Confirm the employee’s character
If appropriate, confirm the employee’s character and qualifications. This can help provide additional context for the individual’s employment and can be especially important for visa applications or other official purposes.
Close the letter
In the closing paragraph, thank the individual or organization for requesting the employment verification letter and confirm that the information provided is accurate. You can also offer to provide additional information or answer any further questions they may have.
An employment verification letter template you can use
[Your Business Name and Address]
[Date]
[Recipient’s Name and Address]
Dear [Recipient’s Name],
I am writing to confirm that [Employee’s Name] is currently employed by [Your Business Name] as a [Job Title]. [Employee’s Name] has been employed with us since [Employment Start Date] and is currently earning [Salary].
[Employee’s Name] is responsible for [Job Responsibilities], and has been an integral team member. They have successfully completed [Projects/Duties] and have been a valuable contributor to our organization.
[Employee’s Name] has a fantastic character and is highly qualified for their position. We do not doubt that they will continue to excel in their current role and future endeavors.
If you have any further questions or require additional information, please don’t hesitate to contact us.
Best regards,
[Your Name and Title]
[Your Business Name]
Conclusion
Creating an employment verification letter is a straightforward process that can help support your employees’ professional and personal goals. By following these simple steps and using a clear and concise template, you can ensure that your letter covers all the necessary information and is professional and courteous.
