How to Write a Letter of Employment
As a manager to your employees, you prepare letters of employment, for employees to show to landlords, banks, insurance companies and potential employers, among others, to verify their employment. To write a letter of employment, use a straightforward tone with the main purpose as the first paragraph. Release specific details only upon request by the employee. Speak to human resources before issuing a letter of employment for a past employee.
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Instructions
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Use your company's letterhead stationery and address the letter with the date, name of the specific person requiring the letter, her company and address. Use the salutation of, "Dear Ms. Landlord:" Enter the subject as: "Letter of Employment Verification for Mr. Employee."
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State the main in purpose of writing the letter, in the first paragraph. An example is: "This letter is to verify that John Employee has been employed full time as a Sales Representative at ABC Company since October 4, 1990." Use a clear and direct tone. Ask your employee which details to include in the letter, such as annual salary, biweekly pay, hours per week, date of employment, and responsibilities.
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Do not include the reason for employment termination if the employee is no longer with your company, unless this information is requested by the employee. Check with your human resources department on the proper legal terminology to use to convey the reason for termination.
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Conclude the letter of employment by letting the recipient know how to reach you by email and telephone. Ask if he has any questions. Close the letter with, "Sincerely, Mr. Employer." Sign the letter with your authorized title and fill in the date.
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Tips & Warnings
Do not disclose personal information about the employee: address, phone number, employee identification number--without the permission of the employee.
References
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