An employment verification letter is a formal document issued by an employer to confirm a current or former employee’s job status, job title, dates of employment, and sometimes salary. This letter is commonly used by employees to support applications for loans, rental agreements, mortgages, visa processing, or other official matters that require proof of income or employment status.
It is typically written on official company letterhead and signed by an HR professional, manager, or authorized company representative.
When Is an Employment Verification Letter Required?
Employees may request an employment verification letter for a range of reasons, including:
- Applying for a mortgage, personal loan, or credit card
- Renting an apartment or home
- Applying for a visa, work permit, or Green Card (e.g., H-1B, L-1, or J-1 visa processes)
- Renewing work authorization documents
- Providing proof of employment during job transitions
Timely and accurate issuance of these letters is essential, as they often support significant personal milestones and legal processes.
What Should Be Included in an Employment Verification Letter?
While the content may vary depending on the purpose and requesting party, a standard employment verification letter should include:
- Employee’s full name
- Job title or role
- Employment start and (if applicable) end date
- Current salary or pay information (if requested and legally allowed)
- Employer’s name and contact details
- Company’s official letterhead and signature from an authorized person
Note: For visa or immigration purposes, the letter may need to confirm that the employee’s role qualifies under the relevant employment-based category and aligns with the petition details.
What Should Not Be Included?
To remain compliant with data privacy regulations and reduce legal risks, an employment verification letter should not include:
- The employee’s Social Security Number (SSN)
- Bank account details or sensitive personal information
- Unrequested commentary on performance or conduct
Also, be mindful of state laws; for example, some U.S. states restrict sharing salary history, which may affect what information you can include in verification letters unless they’re specifically for loans or immigration documentation.
Employment Verification Letter vs. Employment Eligibility Documents
It’s important not to confuse employment verification with employment eligibility verification:
| Employment Verification Letter | Employment Eligibility Verification |
| Confirms current/past employment status | Confirms legal right to work (e.g., I-9 Form) |
| Often used for financial or immigration purposes | Required for all U.S. new hires |
| Provided by the employer upon request | Completed with supporting documents by the employee and employer |
Other Forms of Income or Employment Verification
In addition to an employment verification letter, employees may use the following documents for income or employment verification:
- Pay stubs or salary slips
- W-2 or 1099 tax forms
- Recent tax returns
- Bank statements showing regular payroll deposits
- Employment authorization documents (EADs)
- Form I-9 and acceptable identification documents (for eligibility verification)
Sample Employment Verification Letter
[Company Letterhead]
Date: [MM/DD/YYYY]
To Whom It May Concern:
This letter is to confirm that [Employee Name] is currently employed at [Company Name].
Job Title: [Employee's Job Title]
Employment Start Date: [Start Date]
Current Status: [Full-time/Part-time/Contract]
Salary: [Optional – If Requested or Permitted]
Company Address: [Company’s Official Address]
Contact Email: [email@example.com]
Phone Number: [(123) 456-7890]
Please let us know if further information is required.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Signature]
HR Best Practices for Employment Verification Letters
- Verify employee consent before issuing any letter that includes salary or employment details.
- Use standardized templates to ensure consistency, accuracy, and legal compliance.
- Keep a record of all issued letters in the employee’s HR file.
- Be aware of local laws regarding income disclosures and employee privacy.
- Coordinate with legal or compliance teams for visa- or immigration-related verification.
