What Is an Employment Letter?

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Property owners, lenders and utility companies are among the people and entities that often ask for employment verification. Some employees also use them as proof of employment instead of a letter of reference. Regardless of how the letter is used, the format and content -- including what information the letter should and should not contain -- follows a standard design.

Purpose and Content

The purpose of the letter is to verify specific information about an employee in writing. The information generally provided is:

  • Job title
  • Department where the employee works
  • Employment status: full-time or part-time
  • Dates of employment

Business policies dictate whether wage information will be provided. Some businesses will disclose this information if the requester specifically asks for it, and some will not.

Tip

  • Although most states have laws that protect employers from disclosure-related lawsuits if the employers act in good faith, many businesses will not create or send a letter without prior written authorization from the current or former employee.

Employment Letter Format

Most businesses use a standard template that follows the business letter style for all verification letters. In addition, letters should be on business letterhead. The general format is:

  1. Current date
  2. Business contact information: contact's name, business name, street address, city, state and zip code
  3. Subject line
  4. Greeting
  5. Body: usually no more than one or two paragraphs that include only the requested information
  6. Writer’s contact information -- telephone number or email address -- for additional questions or information; this is optional
  7. Closing
  8. Signature block: name of letter writer, business name, street address, city, state and zip code 
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