How to Write an Employment Verification Letter

Employment Verification letters are often requested by employees to verify employment for a landlord, bank application, and insurance application. Many employers have instituted policies that prevent managers from writing reference letters. Instead, they are turning to employment verification letters as a safe alternative. This letter is fairly simple to write and only states the facts about the employee's time at the company. Here is a guide on how to write such a letter.

Things You'll Need

• Company Letterhead
• Employee's HR Records

Instructions

1. Using company letterhead and a standard business letter format, write

   -Date
   -Contact person
   -Company Name
   -Business address

2. Use Mr. or Mrs. to address the contact person. If you are unsure about their gender use the person's full name or ask the employee to verify the gender for you.

   Example:
   Dear Mrs. Smith:
   Dear Jane Smith,

3. Reference the subject of the letter.

   Example

   Subject: Letter of Employment Verification for John Reese

4. The first line should include Employee Name, Job Title at Company, and employment start date.

   Example

   John Reese has been employed as a Financial Analyst at XYZ Company since February 20, 2001.

5. Occassionally, such as in the case of a bank loan, the letter must include the employee's base salary. Only include this if it is required by the requesting institution. This would be the second line of the first paragraph.

   Example

   John Reese has been employed as a Financial Analyst at XYZ Company since February 20, 2001. John's base salary as of April 1, 2008 is $70,600.00.

6. Start a new paragraph to list a short sampling of the employee's key responsibilities.

   Example

   John's responsibilities include:

   * Quarterly Reporting

   * Monthly Reconciliation

   * Financial Reporting

7. End the letter with a line offering your telephone number in case further information is needed.

8. Sign the letter and include your title.

Tips & Warnings

• If the employee is no longer with the company adjust the letter as follows, "John Reese was employed at XYZ Company from February 20, 2001 to July 1, 2008. His last job title was Financial Analyst. John's ending salary as of July 1, 2008 was $70,600.00."

• If the position is not a full time position you should indicate that. You may do this by indicating the number of hours per week worked or you may simply add the words Part Time before the job title. Example, "John Reese has been employed as a Part Time Financial Analyst, working 20 hours a week, at XYZ Company since February 20, 2001.

• Do not include personal information such as employee id number, driver's license number, or social security number unless it is specifically requested by the employee.

• If the employee is no longer with the company, do not offer the reason for leaving unless the employee specifically requests this information be added to the letter. If it is requested be careful to only give the legal term approved by your HR department. For example words like - resignation, mutual agreement, termination. This can get tricky so if you have doubt seek advice from your HR head or General Counsel.