How To Make an Employment Verification Letter

Applying for an apartment or a mortgage? You may need an employment verification letter before your application can move forward. If you’re an employer, you may be the person asked to prepare it.

An employment verification letter confirms that someone works, or previously worked, for a business. To make one, check the recipient’s requirements, verify the employee’s details, write a short factual letter, and have an authorized employer representative sign it.

Below, learn what to include, how to protect personal information, and how to customize a simple employment verification letter template.

What Is an Employment Verification Letter?

An employment verification letter is a document from an employer confirming a person’s employment details. Also called a proof of employment letter, employment confirmation letter, and verification of employment (VOE) letter, it generally lists the employee’s name, job title, employment dates, and current employment status.

Depending on the request, it may also include pay or hours worked. People may need one when they:

• Apply to rent a home or apartment
• Complete mortgage or other loan applications
• Need to confirm work history for a new job
• Submit an application that requires employment records

A verification letter confirms facts. A reference letter recommends someone based on their skills or performance. FindLaw explains more about the legal rules for job references.

This letter also serves a different purpose from Form I-9, which employers use to verify identity and authorization to work in the United States. Learn more about employment eligibility verification.

What Should an Employment Verification Letter Include?

Use this checklist to prepare a clear, useful letter:

• Employer’s contact information: Business name, address, and contact information (often on employer’s letterhead)
• Date: When the letter is issued
• Recipient: The person or organization requesting verification
• Employee information: Full name and job title (and possibly job description)
• Employment dates: Start date and, for past employees, start and end dates
• Employment status: Whether the person is a current employee and, if relevant, works full time, part time, or on a temporary basis
• Optional income verification: Salary or hourly rate, included only when appropriate and permitted
• Signature: The authorized representative’s signature, printed name, title, and business contact information

Ask whether the recipient requires company letterhead, a specific form, recent pay stubs, or direct delivery from the employer. A general letter may not meet every application’s requirements.

How To Write a Job Verification Letter

1. Confirm the Request and Get Permission

Find out who needs the letter, why they need it, and when it is due. Confirm the recipient’s identity before sending employee information.

As a privacy practice, get the employee’s written authorization before sharing information with a third party, especially pay details. Check applicable law and company policy for any specific consent requirements.

2. Check the Employment Records

Use human resources or payroll records to confirm the employee’s name, job title, dates, and status. Avoid relying on memory.

If you include compensation, distinguish gross pay (earnings before taxes and deductions) from take-home pay. Identify whether the figure is an annual salary or an hourly rate. List variable overtime, commissions, or bonuses separately if requested and appropriate.

3. Write a Short, Factual Letter

Start with a direct statement: “This letter confirms that [employee name] is currently employed by [company name] as a [job title].”

Add the verified details the recipient needs. Most routine letters can fit on one page. Leave out performance opinions, medical information, Social Security numbers, and unrelated personal details. Avoid promises about continued employment or future income.

Employers can use a consistent process to reduce errors and unnecessary disclosures. FindLaw’s guide to employee reference policies discusses why clear company guidelines matter.

4. Review Salary Disclosure Rules

A lender’s request to verify income raises different issues from a prospective employer’s request for salary history. Some state and local laws restrict salary history inquiries during hiring. For example, New York limits employers’ requests for applicants’ salary history, including requests to other sources.

Before sharing pay with a prospective employer, check the applicable rules. Do not assume employee permission makes every disclosure lawful. You can read our state-by-state salary ban laws to find more information about your rights and protections.

5. Sign and Deliver the Letter

Have an authorized HR representative, manager, payroll contact, or business owner review and sign the letter. Follow the recipient’s instructions for delivery, and use a secure method when sending sensitive information. Keep a copy according to company policy and applicable recordkeeping rules.

Employee Verification Letter Template

Customize the sample below. Delete optional information you do not need, and have the employer verify and sign the finished letter.

Frequently Asked Questions

How Do I Request an Employment Verification Letter?

Contact HR, payroll, or your manager. Provide the recipient’s name, required details, deadline, and delivery instructions. Ask whether your employer uses an online verification service instead of issuing letters.

Can I Write My Own Employment Verification Letter?

You can prepare a draft, but an authorized employer representative should check and sign it. Do not sign someone else’s name or present your draft as an employer-issued letter. If you are self-employed, ask whether the recipient accepts a self-employment statement, tax returns, business records, or an accountant’s letter.

Does an Employment Verification Letter Have To Include Salary?

No. A basic letter can confirm employment without pay details. If the request is for proof of income, ask what compensation information or supporting records are needed. Check disclosure rules before including salary history in a hiring-related letter.

What If My Employer Will Not Provide a Letter?

Ask whether the employer offers another verification method. Then ask the recipient whether pay stubs, tax forms, an offer letter, or other records would work. These documents may show past earnings or a job offer without proving current employment, so acceptance depends on the recipient’s requirements.

Does an Employment Verification Letter Need To Be Notarized?

A routine letter generally does not need notarization. Check the recipient’s instructions, especially for an official proceeding or an application with special requirements.

Get Help With Employment Verification Questions

Unsure what you can disclose, or concerned that inaccurate information is affecting an application? An employment lawyer can review the situation and explain the rules that apply. Find an employment lawyer near you through FindLaw’s attorney directory.

Disclaimer: The information presented here does not constitute legal advice or representation. It is general and educational in nature, may not reflect all recent legal developments, and may not apply to your unique facts and circumstances. Consider consulting with a qualified business attorney if you have legal questions.