What is an Employment Verification Letter? + Sample

An employment verification letter is an official document that confirms a person’s employment status and includes details about their employer, salary, and job description. This is often provided upon the request of a third-party institution for loan, rental, employment, or immigration purposes.

Whether you are an employer or employee, it’s beneficial to understand how employee verification letters work, as you’ll possibly need one in the future. In this article, we’ll discuss the different elements that an employee verification letter should include and provide a sample, as well as a template, that you can use as a reference.

Let’s start!

Key Takeaways

• An employment verification letter is proof of a person’s current employment status, but it might also be used to verify past employment for specific purposes.
• Employment verification letters can be used when applying for a loan or loan payment reduction, rental agreements, immigration purposes, and background checks.
• The usual components of an employment verification letter include the employee’s details and employment status, the employer’s information, the purpose of the letter, and the details of the person or organization requesting the letter.
• You can use Paystubs.org to generate the invoices, pay stubs, or tax forms that may be needed when requesting an employment verification letter.

What is an Employment Verification Letter?

An employment verification letter is provided by an employer as proof that a person is a current or former employee of the company. This document is necessary to verify the authenticity of a person’s claims regarding their employment history and position.

Employment verification letters can be used for various purposes, and their content may vary depending on the situation. For instance, the salary must be clearly stated in the letter when used for loan applications or rental agreements. Meanwhile, the length of employment and job description are more important for background checks or immigration purposes.

Employees don’t necessarily have to explain to their employer why they’re requesting an employment verification letter, though some employers might insist on it. In either case, it’s best to provide some context to ensure that all the necessary details are included.

5 Instances Requiring Employment Verification Letters

From loan applications to new employment opportunities, there are several situations where an employee may need an employment verification letter.

Let’s discuss these in detail:

#1. Loan Application

You need an employment verification form when applying for most types of loans to prove that you have the means to repay the debt. This document can include details about your salary and length of employment, allowing lenders to assess your financial situation properly.

Employment verification letters are especially useful when applying for a loan with pay stubs, as some people falsify their pay stubs to get the loan approved. Fake pay stubs can be difficult to spot, especially for lenders with limited experience, so additional documentation is often necessary to prove their validity.

#2. Loan Payment Reduction Request

If you already have a loan and plan to request a payment reduction or deferral, you need an employment verification letter as proof of income. This will help the lender assess if you qualify for the new payment terms and increase your chances of getting approved.

#3. Rental Agreement

Landlords may request an employment verification letter for an apartment or house rental to ensure that potential tenants can afford the deposit, rent, and other costs of living on the property.

If you are planning to rent as part of a new job, make sure to request proof of employment (letter) right away, as the process can take several business days, depending on the size of the company.

#4. Immigration Purposes

An employment verification letter might be necessary for immigration purposes, especially when applying for the following government-issued documents:

• Tourist visa. An employment verification letter can show that you have stable finances and strong ties to your home country, which are important requirements when applying for a tourist visa.

• Green card. When sponsoring a green card for a family member or spouse, you need an employment verification letter, along with your forms 1099 or W-2 and other documents, to prove that you can support them during their stay in the country.

• Work visa. An employment verification letter can be necessary when applying for a work visa to ensure that you meet the minimum years of experience required for candidates. Keep in mind, however, that unlike an Employment Authorization Document (EAD), a verification letter alone is not proof that you are eligible to work in the U.S.

#5. Background Checks

Lastly, you would need a work verification letter as part of a background check when applying for a new job. This document can be used to prove that you have a reliable employment record and even to negotiate a higher salary, especially if the offer falls below your previous income.

5 Key Elements That Go in an Employment Verification Letter

The content of an employment or job verification letter can vary depending on its use, but this document usually contains the following key elements:

#1. Employee Details

The most important part of an employment verification letter is the employee’s details, as the primary purpose of this document is to verify this information.

These details can include, but are not limited to, the employee’s:

• Name
• Address
• Contact detail
• Job title
• Job description
• Department
• Salary information

#2. Employment Status

In addition to the employee’s personal details, an employment verification letter also includes their current employment status.

This means the letter should state the following:

• Whether the person is a current or previous employee
• Their employment dates
• Their employment status (contractual, full-time, or part-time)
• The reason for termination (if a previous employee)

#3. Employer Information

The letter should also feature details about the employer, such as the company’s full business name, address, and contact information. In some cases, the person writing the verification letter should also include their details in case further questions or information need to be verified.

#4. Purpose of the Verification Letter

While not always necessary, it can be important to include the purpose of the document in the letter so that it can be written properly. This is because the contents of an employment verification letter for loan approval, for instance, will look vastly different from those of a background check for a new job.

Stating the purpose of the letter clearly will ensure that all the necessary information is provided and the document satisfies the needs of the organization requesting it.

#5. Details of the Company Requesting the Letter

Lastly, the employment verification letter should include information about the company or individual requesting the letter, such as their name and contact details, to ensure that the letter can be properly accounted for and used for the right purposes.

Employment Verification Letter Sample

Now that you know the basic components you can find in this document, check out this employment verification letter sample for a rental agreement:

Employment Verification Template

If you want to try making a general letter, here is a simple employment verification letter template you can use to draft your document:

How Paystubs.org Can Help With Employment Verification

With Paystubs.org, you can generate real pay stubs and other proof of income to supplement your employment verification letter. Having pay stubs can make it easier to verify your claims about your income, work hours, or employment status, which helps speed up the process of employment verification.

Another advantage of using a paystub generator like Paystubs.org is that it helps you keep an updated record of all your earnings. This can be extremely helpful when applying for a loan or negotiating a rental agreement.

Final Thoughts

An employment verification letter is an essential document for loan approvals, rental agreements, and other purposes, as it includes a detailed account of your current employment. However, this document can take several days to acquire.

If you need another means to prove your financial capabilities or employment status, consider using Paystubs.org to generate pay stubs, invoices, and other documents like W-2 and 1099 MISC forms. With our quality paystub generator, you can obtain the necessary files in seconds.

Employment Verification Letter FAQ

#1. How do I request an employment verification letter from an employer?

To request an employment verification letter from an employer, you can ask your supervisor directly about it or contact the company's human resources department.

#2. Can salary details be included in an employment verification letter?

Yes, the salary details can be included in an employment verification letter, especially if the document will be used for a loan or rental agreement.

#3. Who can request an employment verification letter?

Anyone who is or was an employee can request an employment verification letter for any of the reasons we discussed in this article.

#4. How long does it take to get an employment verification letter?

It can take several days up to a week to get an employment verification letter, depending on the nature of the request and the size of the company. Letters that require more details will take longer to draft, as your employer will need more time to verify said information.

#5. Can I create an employment verification letter using a template?

Yes, you can create an employment verification letter using a template; in fact, this method is the easiest and most efficient way to get this document. After you create a draft, you can simply submit the templated letter to your supervisor for confirmation and approval.