A proof of employment letter, also known as an employment verification letter, is a type of formal communication if you are a boss or employer. The letter or form’s purpose is to confirm that an employee works there, how much they make, and other information typically requested by a prospective creditor.
When writing a letter to confirm employment, keep in mind the potential impact on an employee’s well-being. A mortgage, credit card, or even a college loan could be at stake. As a result, even if your company is small, you must be appropriately prepared to write a clear, professional letter.
In this article, we will go over what is proof of employment letter, how to write one, as well as samples and templates that can be your guide.
What is Proof of Employment Letter?
This letter is written by a former or current employer to demonstrate that an employee worked for a company and is qualified to be hired or granted a request. The proof of employment letter is known by several different names, the most common of which are based on the form’s purpose, location, agencies, and organizations.
Why Would You Need This?
A proof of employment letter is an official document that may be requested by any financial institutions, government entities, prospective employers for verification and identification purposes. The following are some important situations in which you may be required to present a proof of employment letter:
- Mortgage or loan application
A bank or lender will require you to provide proof of employment in order to verify your ability to obtain and repay money. It’s an important way for financial institutions to protect themselves because it validates any claims you make about your employment and earnings on a mortgage application.
- Changing a credit line
When changing the terms of any financial document, you must provide proof of employment to demonstrate that you can afford the changes.
- Applying for a new job
During the final stages of the hiring process, some recruiters may request a proof of employment letter to confirm the information on your resume’s professional experience section. The more proof you provide, the more likely they are to believe you.
- Securing an employment visa
If you are an overseas citizen with a job offer abroad, you must show a proof of employment letter to the immigration department in order to work legally in the city. Similarly, if you are leaving a country for work, foreign agencies may request this documentation in order to approve your employment visa.
Different Types of Letters
Here are different types of proof of employment letter that you can use in different scenarios:
A visa employment verification letter is similar to a regular employment verification letter, but it is only addressed to the immigration department or the visa service center. This letter serves as proof that you have a job offer or are currently employed by a specific company.
To get approved for a car loan to finance your new car, you must be able to provide proof of employment. To get a car loan, you will need to bring standard documentation to the lender to help them assess your personal and financial situation.
The lender will require proof of your income when you apply for a mortgage. One method is to give them a letter of employment. This letter should include all relevant job information, such as your salary and length of employment.
How To Request a Proof of Employment Letter
While you may have a proof of employment letter on file, you should consider whether an improved version is required, especially if you’re contacting a previous employer. Here are the steps to requesting a proof of employment letter from your employer:
- Determine the appropriate contact
Determine who or what department handles employee documents before submitting a request for a proof of employment letter. In larger organizations, the human resources department is usually the first point of contact. In smaller organizations, this person may be your supervisor, accountant, or office manager.
Identifying the appropriate contact makes the process much simpler and faster, especially if you require a proof of employment letter quickly.
- Take more notice of your company’s procedures
Examine your employee handbook or consult with a coworker about your company’s procedures for such a request. Larger organizations may have an employee management system through which you can submit an inquiry.
- Make it clear what information they must provide
Specifically indicate the data your employer must provide in your proof of employment letter in your request. This is especially important if the verifying party has requested something specific. Most proof of employment letters include the following key details:
- Your full name
- Your job title
- Your contact information, which includes your phone number, email address, and home address
- Your identity card number
- Your company name
- Contact information for your company, including mobile number and commercial address
- Full name of your manager or direct supervisor
- The duration of your current employment situation
- Your employment contract’s duration
- Optional information about your salary and benefits
- Provide your contact information
A valid proof of employment letter must include your contact information. This includes your full name as it appears on your Identity Card, as well as your personal phone number, email address, and residential address.
- Provide the recipient’s mailing address
If you need to submit your proof of employment letter to an outside agency, give your employer their contact information. Include the name of the agency, the reason for their request, their phone number, and their business address. This way, you can avoid delays and ensure that your letter reaches its intended recipient.
- Give your employer plenty of advance notice
Human resources departments are responsible for a variety of tasks to ensure that their employees are safe and well-cared for. To maximize their efficiency, give them sufficient notice when requesting a proof of employment letter.
Tips in Writing This Letter
Before crafting your proof of employment letter, there are some details that you should consider to be more effective. These are some details:
- Consider why you are going to write a proof of employment letter: Your content and tone for your employment verification letter may differ depending on who is reading it. If you’re writing an employment verification letter for a financial institution, you might want to use a more formal tone and include financial details.
- Consider who will write the proof of employment letter: Employers usually write employment verification letters on behalf of their employees. In this case, an employee may approach you, the employer, and request an employment verification letter for a specific reason.
- Gather the required information: Once you’ve determined who your intended audience is and who will be writing the letter, you’ll need to gather the information required to write a thorough employment verification letter.
How to Write a Proof of Employment Letter
Here’s a step-by-step guide for writing a proof of employment letter. You can apply the following to create one:
- Use a company letterhead
Always use the official company letterhead when writing an employment verification letter. If you are the employer, keep this on hand at all times; if you are an employee, ask your boss if you can use their official letterhead. Using an official letterhead will help your recipient trust the letter’s content.
- Make your letter as specific as possible
If you know the recipient’s name, address the letter to him or her specifically. If you don’t know who will be reading your letter, address it to the organization as a whole, with a subject line that explains what the letter is about.
- Describe yourself
You should explain who you are and the intent of the letter in the first body paragraph of your employment verification letter. You will include your job title, how long you have been with the company, and how long you have known the employee for whom you are writing the letter. Even if you are the employee writing the letter, you should write it as if it is coming from your employer because they will sign it.
- Provide employment verification
The following body paragraph will summarize the employee’s time with your company. It will include the employee’s employment dates, title at the company, whether the job is short term or permanent, and whether or not the employee is still employed there. If necessary, this paragraph will include the employee’s financial information.
- Summarize the employee’s role and responsibility
This paragraph will outline the employee’s responsibilities at your company. This information will come in handy when writing an employment verification letter for an employee who is looking for a new job.
- Avoid disclosing sensitive or illegal employee information
Most states have laws governing what you can and cannot say in employment references and other statements to prospective employers. Some states allow you to provide information about an employee only with that employee’s consent. Other states allow an employer to reveal almost anything about an employee as long as they were honest and made the statements in proper purpose.
- Provide your contact information to the recipient
The final full paragraph of your employment verification letter should include your (the employer’s) contact information. Include these details in the event the recipient of your letter has any follow-up concerns or queries. Make it clear that it is acceptable for the recipient to contact you.
- Sign the letter then send it
When you have finished your letter, include a closing, sign it, and either give it to your employee or send it to the recipient yourself.
Note:
- Include financial information only if your employee requests it. If you are the employee writing your own letter, you may include as much details as you believe is necessary.
- Do not include any personal information about your employee unless he or she authorizes you to do so.
- If an employee who has requested an employment verification letter no longer works for you, do not provide a reason for their departure, even if it was mutual.
Sample and Template
Proof of Employment Letter Request Template
The following is a template that you can use to request a proof of employment letter within your own organization:
[Your name]
[Email]
[Address]
[Phone number]
[Date]
Dear Mr/Ms. [Recipient’s last name],
I’m writing to request a letter of employment verification for [requesting agency and explanation].
They have asked that I include the following information:
- [Requesting the requirements of the agency in bullet points]
Could you please send the letter on my behalf to [requester’s name] at [requester’s commercial address]?
Thank you for your assistance.
Best regards,
[Your full name]
[Your job title]
[Your company name]
Proof of Employment Letter Request Example
The following is an example of a proof of employment letter request you can send to your employer or human resources department:
Shenlee Cheng
shenlee.cheng@email.com
123 Buck Ave. Cleveland, Ohio 2345
(413) 783 5691
December 13, 2020
Dear Mr. Ling,
I’m writing to request an employment verification letter from the Hong Kong Immigration Department in order to successfully extend my employment visa.
They have requested me to include the following details:
- My full name, job title, HKID and employer’s name
- Date of employment
- Length of tenure
- Employment contract expiry date
- Key contact person’s details
Could you please forward the letter to the Hong Kong Immigration Department at Immigration Tower, 7 Gloucester Road, Wan Chai, Hong Kong?
Thank you for your assistance.
Best regards,
Mikaela Cheng
Communications Manager
Great Wonder Firm
Key Takeaways
- While you may have a proof of employment letter on file, you should consider whether an updated version is required, especially if you’re contacting a previous employer.
- Some recruiters may request a proof of employment letter during the final stages of the hiring process to verify the information on your resume’s work experience section.
- A proof of employment letter is a crucial official document that government agencies, financial institutions, and potential employers may request for identification and verification.
- If you are an overseas citizen with an employment opportunity in another country, you must show a proof of employment letter to the immigration department in order to work legally in the city.