In today's competitive job market, an employment verification letter can be an essential tool when you're applying for a new position. It provides a professional and concise summary of your employment history and confirms your job title, responsibilities, and dates of employment.
If you're not sure how to write an employment verification letter, don't worry! We have a guide that will help you create one, as well as a sample employment verification letter that you can use as a starting point.
employment verification letter sample
10 important points:
- Use a professional letterhead
- Include your contact information
- State the purpose of the letter
- Provide the employee's name and job title
- Include the dates of employment
- Describe the employee's responsibilities
- State the employee's salary and benefits
- Include a statement of the employee's performance
- Authorize the release of the letter
- Sign the letter
By following these tips, you can create an employment verification letter that is accurate, professional, and informative.
Use a professional letterhead
A professional letterhead is essential for any employment verification letter. It helps to create a positive impression and shows that you are serious about your request. Your letterhead should include your company's name, address, phone number, and website. If you do not have a company letterhead, you can create one using a template or online tool.
In addition to using a professional letterhead, you should also make sure that your letter is well-written and free of errors. This means using proper grammar and spelling, and proofreading your letter carefully before sending it.
By following these tips, you can create an employment verification letter that is professional and informative, and that will help you to get the job you want.
Here are some additional tips for using a professional letterhead:
- Use a high-quality paper.
- Make sure your letterhead is clean and free of smudges or tears.
- Use a font that is easy to read.
- Keep your letterhead design simple and professional.
By following these tips, you can create a professional letterhead that will make a positive impression on potential employers.
Include your contact information
Your contact information should be included in the header of your employment verification letter. This information should include your name, title, company name, address, phone number, and email address. It is important to make sure that your contact information is accurate and up-to-date.
- Your name: Your full name should be included in the header of your letter.
- Your title: If you have a job title, it should be included in the header of your letter.
- Company name: The name of the company you work for should be included in the header of your letter.
- Address: The address of the company you work for should be included in the header of your letter.
- Phone number: Your phone number should be included in the header of your letter.
- Email address: Your email address should be included in the header of your letter.
By including your contact information in the header of your letter, you make it easy for the recipient to contact you if they have any questions.
State the purpose of the letter
The first paragraph of your employment verification letter should state the purpose of the letter. This is typically to verify the employment of a current or former employee. You should also state the name of the employee and the company they worked for.
- To verify the employment of [employee name]
- To confirm that [employee name] was employed by [company name] from [start date] to [end date]
- To provide details of [employee name]'s job title, responsibilities, and salary
- To state whether or not [employee name] is eligible for rehire
By stating the purpose of the letter in the first paragraph, you make it clear to the recipient what information you are providing.
Provide the employee's name and job title
The employee's name and job title should be included in the first paragraph of your employment verification letter. This information is essential for identifying the employee and verifying their employment history.
The employee's name should be stated in full, including their first and last name. If the employee has a middle name or initial, it can be included as well. The employee's job title should be the title they held during the time period being verified.
Here are some examples of how to provide the employee's name and job title:
- John Smith, Software Engineer
- Jane Doe, Manager
- Michael Jones, Senior Vice President
By providing the employee's name and job title, you are making it clear who the letter is about and what their role was within the company.
Include the dates of employment
The dates of employment should be included in the first paragraph of your employment verification letter. This information is essential for verifying the employee's length of service with the company.
The dates of employment should be stated in the following format: Start date: [start date] End date: [end date]
If the employee is still currently employed with the company, you can state "Present" as the end date.
Here are some examples of how to include the dates of employment:
- Start date: January 1, 2020
End date: Present - Start date: June 15, 2015
End date: December 31, 2021
By including the dates of employment, you are providing a clear record of the employee's time with the company.
Describe the employee's responsibilities
The section of your employment verification letter that describes the employee's responsibilities should provide a brief overview of the employee's duties and tasks. This information is helpful for potential employers to understand the employee's skills and experience.
When describing the employee's responsibilities, be sure to use clear and concise language. You should also focus on the most important and relevant responsibilities.
- Managed a team of software engineers
- Developed and implemented new software applications
- Provided technical support to customers
- Trained new employees
By providing a clear and concise description of the employee's responsibilities, you are helping the recipient to understand the employee's qualifications and experience.
State the employee's salary and benefits
The section of your employment verification letter that states the employee's salary and benefits should provide a clear and concise overview of the employee's compensation and benefits package. This information is helpful for potential employers to understand the employee's value to the company.
When stating the employee's salary, be sure to include the following information:
- The employee's base salary
- Any bonuses or commissions
- Any other forms of compensation
When stating the employee's benefits, be sure to include the following information:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement benefits
- Paid time off
By providing a clear and concise overview of the employee's salary and benefits, you are helping the recipient to understand the employee's total compensation package.
Include a statement of the employee's performance
The section of your employment verification letter that includes a statement of the employee's performance should provide a brief overview of the employee's work history and accomplishments. This information is helpful for potential employers to understand the employee's skills and abilities.
When writing a statement of the employee's performance, be sure to focus on the employee's most important accomplishments and contributions. You should also use specific examples to support your statements.
Here are some examples of statements of employee performance:
- "John Smith is a highly skilled software engineer with a strong work ethic. He has consistently exceeded expectations in his role, and has been instrumental in the development of several successful software applications."
- "Jane Doe is a dedicated and hardworking employee who has consistently received positive feedback from her customers. She is a valuable asset to our team, and we are fortunate to have her."
By including a statement of the employee's performance, you are providing the recipient with a clear and concise overview of the employee's work history and accomplishments.
Authorize the release of the letter
The final paragraph of your employment verification letter should authorize the release of the letter to the recipient. This is typically done by including a statement such as "I authorize the release of this letter to [recipient name]."
You should also include your signature and title in this paragraph.
- I authorize the release of this letter to [recipient name].
- Sincerely,
- [Your name]
- [Your title]
By including a statement authorizing the release of the letter, you are giving the recipient permission to use the letter for its intended purpose.
Sign the letter
Once you have completed writing your employment verification letter, you should sign and date the letter.
Your signature should be in blue or black ink.
You should also include your typed name and title below your signature.
- Sign the letter in blue or black ink.
- Type your name and title below your signature.
- Date the letter.
By signing and dating the letter, you are certifying that the information in the letter is true and accurate.
FAQ
Here are some frequently asked questions about employment verification letters:
Question 1: What is an employment verification letter?
Answer: An employment verification letter is a document that provides information about an employee's employment history. This information can include the employee's job title, salary, and dates of employment.
Question 2: When do I need an employment verification letter?
Answer: You may need an employment verification letter when you are applying for a new job, renting an apartment, or applying for a loan.
Question 3: Who can write an employment verification letter?
Answer: An employment verification letter can be written by your supervisor, human resources department, or another authorized representative of your employer.
Question 4: What should I include in an employment verification letter?
Answer: An employment verification letter should include the following information:
- Your name and contact information
- The employee's name and contact information
- The employee's job title
- The employee's salary
- The employee's dates of employment
- A statement of the employee's performance
- Your signature
Question 5: How do I request an employment verification letter?
Answer: You can request an employment verification letter by contacting your supervisor or human resources department.
Question 6: What should I do if I need an employment verification letter from a previous employer?
Answer: If you need an employment verification letter from a previous employer, you can try contacting the company's human resources department. You can also try reaching out to your former supervisor.
We hope this FAQ has been helpful. If you have any other questions, please do not hesitate to contact us.
Tips
Here are a few tips for writing an employment verification letter:
Tip 1: Use a professional letterhead.
A professional letterhead will make your letter look more polished and credible. If you do not have a company letterhead, you can create one using a template or online tool.
Tip 2: Include all of the necessary information.
Be sure to include all of the information that the recipient needs, such as the employee's name, job title, salary, and dates of employment.
Tip 3: Be clear and concise.
Your letter should be easy to read and understand. Avoid using jargon or technical terms that the recipient may not be familiar with.
Tip 4: Proofread your letter carefully before sending it.
Make sure that your letter is free of errors in grammar and spelling. You should also have someone else review your letter before you send it.
By following these tips, you can write an employment verification letter that is professional, informative, and accurate.
Conclusion
An employment verification letter is an important document that can be used to verify your employment history. When writing an employment verification letter, it is important to be accurate and concise. You should also use a professional letterhead and proofread your letter carefully before sending it.
By following the tips in this article, you can write an employment verification letter that will be helpful to the recipient and reflect well on you and your company.