When do you need an employment verification letter?
An employment verification letter confirms that a person is currently employed (or was employed) by a company. It is usually requested by:
- Banks and lenders (loan, mortgage, credit cards).
- Landlords or property managers (apartment rental applications).
- Embassies and consulates (visa applications, proof of ties to home country).
- HR departments and background check agencies.
Below you will find ready-to-use samples and a simple generator. Replace the placeholders with your real data, print the letter on company letterhead, sign it, and use as required.
Ready-to-use employment verification letter samples
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2. Employment verification letter for bank / loan
3. Employment verification letter for visa / embassy
4. Employment verification letter for apartment / landlord
5. Employment verification letter with salary details
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What is an employment verification letter?
An employment verification letter is an official document issued by an employer to confirm that a person currently works (or previously worked) for the company. Third parties often require this letter to verify employment status, income level, job stability, and overall credibility of the applicant. The letter is sometimes referred to as an employment confirmation letter, proof of employment letter, or work verification letter.
Why organisations request an employment verification letter
The majority of institutions use employment verification letters as part of their due diligence process. Although requirements differ depending on the country or industry, the core purpose remains the same: to verify that the applicant’s employment claims are accurate, up to date, and supported by the employer.
1. Banks and financial institutions
When evaluating loan, mortgage, credit card, or refinancing applications, banks must assess the applicant’s financial stability and repayment ability. Employment verification letters help lenders confirm steady income, job continuity, and the legitimacy of the applicant’s financial profile.
In many countries, banks also require salary information. This may include gross annual income, payment frequency, or bonus eligibility. Some institutions accept general confirmation without salary figures, while others require precise income details.
2. Landlords and property managers
When applying for an apartment or house rental, landlords want to ensure that the prospective tenant has a reliable and stable source of income. Employment verification letters serve as proof that the applicant can afford the rental payments and is engaged in regulated employment.
Certain property managers also request the letter as part of their risk assessment process or to comply with internal tenant screening policies.
3. Embassies and consulates (visa applications)
Embassies frequently require employment verification as evidence that the applicant has strong ties to their home country and reasons to return after travel. An employment verification letter may:
- confirm that the applicant is currently employed;
- provide proof of authorised leave dates;
- state the applicant’s intention to resume work after the trip;
- serve as a formal document supporting the visa application.
Some embassies also cross-check employer details, therefore it is important that the letter contains accurate contact information and is signed by an authorised representative.
4. HR departments, recruiters, and background checks
Recruitment agencies and corporate HR teams often verify employment history as part of the hiring process. An employment verification letter helps confirm dates of employment, job title, and sometimes job duties. Although background verification companies usually rely on direct employer confirmations, applicants are occasionally asked to supply a formal letter when direct verification is not possible.
What information should an employment verification letter include?
While requirements differ depending on the purpose, an employment verification letter typically includes:
- Employee’s full name (as written in official documents).
- Current job title or most recently held position.
- Employer’s legal name and company address.
- Employment start date (month and year or an exact date).
- Employment type — full-time, part-time, fixed-term, or contractor.
- Statement that the employee is in good standing (optional but beneficial for the applicant).
- Salary details (only when required by the receiving institution).
- Purpose of the verification — bank, visa, landlord, general HR check.
- Contact details of the authorised person issuing the letter.
- Signature and company letterhead (for printed versions).
Organisations often prefer concise letters that contain only the necessary factual information. Avoid including personal details that are irrelevant or confidential, such as performance reviews, reasons for taking leave, or internal salary breakdowns.
When salary should be included in the letter
Salary information is the most sensitive part of employment verification. It should only be disclosed when required by the receiving party. Below are common scenarios where salary details must be included:
- Mortgage and loan applications.
- Credit card or refinancing applications.
- Income-based tenancy approvals.
- Visa applications requiring financial proof.
In contrast, salary is usually not required for:
- general employment verification;
- standard visa applications (tourist visas rarely ask for income details);
- internal HR background checks;
- simple proof of employment letters.
Who can sign an employment verification letter
Ideally, the letter should be signed by a person who has the authority to confirm employment details. Common authorised signatories include:
- HR Manager or HR Officer;
- Direct Manager or Department Head;
- Company Director or CEO;
- Office Manager (in smaller organisations);
- Payroll / Finance Department (if salary is included).
It is not recommended for the employee to sign the letter themselves, even if they prepared the text. A third-party institution must see verification from the employer.
Formatting guidelines for employment verification letters
A professional employment verification letter should follow a clean and consistent layout. While each organisation may have its own format, the following guidelines are widely accepted:
- Use company letterhead for printed documents.
- Include the date the letter was issued.
- Use formal and neutral language.
- Ensure that all names and dates are accurate and consistent.
- Avoid unnecessary personal details.
- Use a professional font such as Arial, Calibri, or Times New Roman.
Digital vs printed employment verification letters
Many organisations now accept digital letters in PDF format, especially when they include a secure digital signature or come from a verifiable corporate email address. However, some industries — especially real estate and finance — may still require printed letters with a wet signature.
If sending the letter electronically, ensure:
- the PDF is clear and readable;
- the issuing person’s contact details are included;
- the letter looks professional and contains no edits or annotations;
- the document name is descriptive (e.g., “Employment_Verification_Letter_John_Smith.pdf”).
How long is an employment verification letter valid?
Most institutions consider employment verification valid for 30 to 90 days. Banks and embassies often require the letter to be issued within the last 30 days, while landlords may accept letters up to 90 days old. When in doubt, always issue an updated version.
Common mistakes to avoid
- Missing dates (especially employment start date).
- Incorrect or outdated job titles.
- Missing contact information.
- Including confidential internal data.
- Providing salary details when not required.
- Misspelled names or incorrect formatting.
- Lack of signature for printed versions.
When an employment verification letter may not be enough
Some institutions require additional documentation. Depending on the scenario, the following may be requested:
- Recent payslips (1–3 months).
- Employment contract.
- Bank statements showing salary deposits.
- Tax forms (e.g., W-2, payslips, or local equivalents).
- Proof of leave approval (for visa applications).
In most cases, however, a correctly prepared employment verification letter is sufficient.
Frequently asked questions
What is an employment verification letter?
An employment verification letter is an official document issued by an employer to confirm that a person currently works or previously worked for the organisation. It typically includes job title, employment dates, and sometimes salary information. Third-party institutions use this letter to verify the accuracy of the information provided by the applicant.
Who usually requests an employment verification letter?
The most frequent requesters are banks (for loans, mortgages, credit cards), landlords and property managers, embassies or consulates (visa applications), government agencies, background verification companies, and HR departments during hiring processes.
What information must be included?
The letter should include the employee’s full name, job title, employer’s name, employment start date, current employment status, and contact details of the authorised person issuing the letter. Salary information is included only when specifically required.
Does it need to include salary information?
Salary should only be included when the receiving institution requests it. Banks, lenders, and certain landlords may require salary details, while general employment verifications or visa applications often do not. If salary is not required, it is better to omit it due to confidentiality.
Who is authorised to sign an employment verification letter?
Typically, HR Managers, Directors, Payroll Managers, or direct supervisors sign employment verification letters. In smaller organisations, a company owner or office manager may be authorised as well. The employee themselves should not sign the letter.
Can the letter be sent by email?
Yes. Many banks, embassies, and landlords accept employment verification letters in scanned PDF format or sent directly from a corporate email address. Some institutions, however, may still require an original signed paper copy. Always check the requirements of the receiving party.
How long is an employment verification letter valid?
Most institutions accept letters that are 30 to 90 days old. Banks often require letters issued within the last 30 days. Landlords and visa centres may accept documents up to 90 days old. If unsure, it is better to issue an updated letter.
Do embassies require specific wording?
Some embassies require confirmation of approved leave dates and a statement confirming the employee’s intention to return to work after travel. The rest of the content usually follows standard employment verification structure. Your employer should check the specific requirements of the embassy you are dealing with.
Is a digital signature acceptable?
Many institutions accept digital signatures, especially when the letter is sent from an official corporate email domain. However, certain banks and government agencies still require a handwritten (wet) signature. When in doubt, prepare both versions.
Do I need to print the letter on company letterhead?
If the letter is printed or scanned, it should typically be on the company’s official letterhead. For digital versions (PDF), it is optional but strongly recommended as it improves credibility and reduces additional questions from the receiving organisation.
Is an employment verification letter legally binding?
The letter serves as a factual confirmation based on the employer’s records. While not a “contract”, the employer is responsible for ensuring the accuracy of information. Providing false information may have legal implications depending on the jurisdiction and purpose of the request.
Can I request an employment verification letter for myself?
Yes. Employees typically request such letters from HR or management for banking, rental, visa, or administrative needs. Most employers are legally required to provide factual employment confirmations within a reasonable timeframe.
Can a company refuse to issue an employment verification letter?
Employers generally cannot refuse to confirm factual employment details unless restricted by specific privacy, legal, or regulatory reasons. They may decline to include salary details if the request is unjustified or violates internal policy. In most cases, however, companies provide standard employment verification without delay.
Is salary verification the same as employment verification?
No. Salary verification is a specialised form of employment confirmation that includes income details. Employment verification confirms only the fact of employment. Some institutions require both, while others only need basic employment details.
Do I need to include job responsibilities?
Usually not. Job duties are only included for specialised cases such as immigration processes or background checks for sensitive positions. Most banks, landlords, and embassies require only factual confirmation of employment.