How to Write an Employment Verification Letter

An employment verification letter (specifically an employment confirmation letter) is an official document written by an employer upon request from a third party, aimed at validating the employee's professional history. These letters are often required when an individual needs to apply for a bank loan, rent property, submit a job application, or for any other reason requiring employment history verification. When drafting an employment confirmation letter, you must identify yourself, briefly outline the employee's job duties, and confirm their employment. All of this information should be presented on a formal letterhead, ensuring that all contact information and your signature are included. Follow the guide below to write a comprehensive and accurate employment verification letter.

Consider the reason you are writing the employment verification letter. The tone and content of your letter will vary depending on the recipient. If you are sending the letter to a financial institution, the tone should be formal and include financial details (e.g., salary, commissions, raises, or bonuses). On the other hand, if writing to a prospective employer, your tone should be more friendly, and you can omit financial information. Understanding the purpose and scope of the employment confirmation letter will help you craft a letter that meets the recipient's needs effectively.

Consider who should write the employment verification letter. Typically, the employer, acting on behalf of the employee, will write the employment confirmation letter. In this case, the employee will likely approach the employer with a request for a letter for a specific purpose. Alternatively, the employee might write the letter themselves and request the employer's signature or adjust the letter's content to meet the employer's preferences. When possible, the employer should write the letter on behalf of the employee rather than letting the employee handle it.

Gather the necessary information. Once you know who will be reading the letter and who will be writing it, compile the required details to write a complete employment verification letter. If you're the employer, discuss with the employee the specifics of what should be included in the letter, such as recipient details, the purpose of the letter, key information to cover, and when it should be sent. If you're the employee writing the letter for yourself, you’ll have all the information you need but should still check with your employer to ensure it meets their expectations. This ensures your letter adheres to the employer's standards so it will be accepted.

Use the company's official letterhead. When writing the employment verification letter, always use the official letterhead of the company. If you're the employer, ensure you have the letterhead ready; if you're the employee, ask the employer if it’s acceptable to use the company's letterhead. The letterhead legitimizes the letter and helps the recipient trust its content. If a letterhead is not available, you can create one using a computer. It should include the company’s name, address, phone number, email, the writer's name (and title), and the date of writing.

Record the recipient's information as accurately as possible. If you know the recipient’s name, address the letter directly to them. If you're unsure who will be reading the letter, address it to the organization requesting the letter and include a subject line summarizing the letter's content. For example, if you know the recipient’s name and address, include them below the letterhead, followed by an appropriate greeting, such as “Dear Mr. Nguyen Van A.” If you don't know who the recipient is, address the letter to the relevant department within the organization with a subject like “Employment Confirmation for [Employee Name] for Loan Application Purpose,” and use a greeting such as “Dear Sir/Madam.”

Introduce yourself. In the first paragraph of the employment verification letter, you need to introduce yourself and explain the purpose of the letter. This should include your job title within the company, the length of time you have worked there, and how long you have known the employee mentioned in the letter. Even if you are the employee writing the letter for yourself, you should write it as if the employer is writing it, since they will be the ones accepting the letter's contents. Example: "My name is Tran Van B, and I am the Vice Director of the Sales and Marketing Department at ABC Corporation. I have worked at ABC Corporation for 12 years, and I have known this employee for 7 years. For the past 3 years, I have been the direct supervisor of this employee."

Provide employment verification. The next section of the letter summarizes the employee's role at the company. This should include the start and end dates of their employment, their position within the company, whether their position was temporary or permanent, and whether the employee is still employed by the company. If necessary, the employee's financial information should also be included. Example of a suitable paragraph: "I am writing this letter to verify the employment of this employee. They have worked at ABC Corporation for 7 years, starting on September 7, 2003. They held the position of Assistant Sales Manager, a permanent role at ABC Corporation. This employee is still employed as Assistant Sales Manager as of January 7, 2011." Another example could be: "I am writing to confirm that this employee worked at ABC Corporation for 7 years, from September 7, 2003, to January 7, 2011. During their time at the company, their position was Assistant Sales Manager. The employee worked full-time for 7 years with an annual salary of 600 million VND."

Summarize the employee's duties. This section describes the employee's responsibilities at your organization. This information will be especially useful if you're writing an employment verification letter for an employee seeking a new job. Although an employment verification letter is not a recommendation letter, it is fine to include positive comments about the employee. Your reputation as an employer will be enhanced, and you will help the employee secure a new job, rental property, or bank loan. This paragraph might be written as follows: "The employee's responsibilities at ABC Corporation included: selling heating equipment in the Northern region. The employee held a managerial position and was responsible for leading a sales team of seven to nine members. They were required to ensure customer satisfaction, handle customer complaints, and report quarterly sales progress to the head office."

Avoid sharing sensitive or illegal information about the employee. In the United States, most states have laws that dictate what can and cannot be mentioned in an employment reference letter or claims made to future employers. Some states only allow you to provide information about the employee if the employee has consented. Other states allow employers to disclose almost any information about the employee, as long as it is accurate and provided in good faith. Before disclosing any sensitive information, ensure you have checked the laws in your state. You can start your search at [this link](http://www.nolo.com/legal-encyclopedia/free-books/employee-rights-book/chapter9-6.html). For example, Alaska law allows employers to disclose performance information about an employee, and the employer will not be held liable unless the employer intentionally or recklessly provides false or misleading information or violates the employee's civil rights. Another example is Connecticut, where employers are allowed to disclose any factual and accurate claims.

Provide contact information for the recipient. The final paragraph of the employment verification letter should include your (or your employer's) contact information. This ensures that the recipient can reach out with any further questions or concerns. Be sure to confirm that the recipient can contact you. Example: "If you have any questions or need additional information, please feel free to contact me at (84-4) 555-5555 or via email at [email protected]."

Sign and send the letter. Once you have finished the letter, add the closing statement, sign it, and then either return it to the employee or send it directly to the recipient.

• End the letter with "Sincerely".
• Always use your official signature and include your position in the letter.
• Include any company seals or verifications that are typically used on such letters.

• You may be required to describe the employee's position when they request a visa or green card for the United States. You’ll need to elaborate on the significance of the work the employee does.
• Some companies assign specific individuals to handle employment verification, while others may have special letter templates for work verification. If you’re unsure, consult your company’s HR department.
• Some employers ask employees to draft the letter and then sign it themselves. If you do this, ensure that you review the letter thoroughly before signing it.

• Only provide financial details if the employee specifically requests it. If the employee writes the letter themselves, you may add any other relevant information you deem necessary.
• Do not mention personal details about the employee unless they have given you explicit consent to do so.
• If the employee asks for an employment verification letter after leaving your company, do not disclose the reason for their departure, even if it was amicable.