How to Write a Verification Letter

Employers usually verify employment before they issue credit cards with large limits.

Business people write verification letters for a variety of reasons. They may need to verify a reference during the hiring process or an employment history in the case of a request for credit. No matter what the reason is for the verification letter, the format is similar to any other letter requesting information: brief and to the point. The best verification requests are simple and straightforward, without a lot of explanation.

Instructions

1. Type the date, and skip a line. If you have a contact person, type the person's name. Then type his or her organization's name and address. Skip another space.

2. Type "Dear Mr." or "Dear Ms." followed by the person's name and a colon. If you don't have a contact name, type "Dear Sir" or "Dear Madam" followed by a colon.

3. Begin the letter by identifying yourself and explaining that you are looking for information about a person with whom he or she may be familiar. Name the person and specify the information you need, such as verification of job title and annual salary for a credit check or, if the person is being considered for a job, verification of employment with the company, job title and the number of years he worked there.

4. Thank the recipient for his or her time, and tell him or her how best to reply to your request. Provide phone and fax numbers and/or e-mail address if not listed in the letterhead.

5. Close the letter by typing "Sincerely." Then skip three spaces and type your full name. Print the letter on your company letterhead, and sign above your typed name.

References

• Write Express: Inquiry Letters
• Purdue Online Writing Center: Writing the Basic Business Letter