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Employment verification letter

Reviewed by Clausery editors · · 2 min read

A letter confirming current (or former) employment: job title, dates, status, and optionally salary - used by banks, landlords, visa agencies or new employers.

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An employment verification letter (proof of employment/income) is a simple HR letter confirming where someone works, their role, how long they have been there, and optionally their pay (only when the employee has authorised disclosure).

Keep it factual and stick to verifiable information; do not include opinions or protected characteristics (health, race, age).

What to include#

  • Employee details. Full name, job title, and current/former status.
  • Dates of employment. Start date and (if former) end date; current status (full-time, part-time, temporary).
  • Compensation (if authorised). Annual salary or hourly rate, only with the employee's signed consent.
  • Employer signature. On company letterhead, signed by HR or a manager, with contact details for follow-up.
  • Purpose. Optionally state what the letter is for and that it is given at the employee's request.

How to fill it in#

  1. Step 1: Get the employee's request

    Check the form or spec from the requester; confirm whether salary must be included.

  2. Step 2: Confirm authorisation for salary

    Only disclose pay with the employee's written consent.

  3. Step 3: Verify the facts

    Check start date, current title, status and pay against HR records.

  4. Step 4: Print on letterhead

    Use company letterhead and include HR contact details for verification calls.

  5. Step 5: Sign and send

    Sign it, give the original to the employee, and keep a copy on file.

Reference letter

When the requester wants more than dates and title.

Offer letter

Original offer showing start terms.

Promotion letter

Confirms title and pay changes.

Severance agreement

For former employees post-termination.

Free HR letter templates

Full HR letter library.

Questions

Must I include salary?

Only if the employee authorises it and the requester needs it (e.g. a mortgage lender). Basic letters often omit pay.

Can I refuse?

For current employees it is standard practice; for former employees many companies confirm dates and title only.

Is there a legal form?

No - a signed letter on company letterhead is accepted by most requesters.

Can I say negative things?

Stick to factual confirmation; negative statements can lead to defamation claims.

How long should it take?

Most companies produce them within 2-3 business days.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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