Most of these letters come from the employer side: HR teams, managers and small business owners. Two are useful to anyone, the fax cover sheet and the reference letter. Use the table to check who normally writes each letter and who reads it, then open the matching template page.
Which business letter do you need?
| Letter | Who writes it | Who reads it | What the page offers |
|---|---|---|---|
| Fax cover sheet | Anyone sending a fax | The receiving office | A fill-in generator you can print or save as a PDF |
| Job offer letter | Employer or HR | The selected candidate | 3 templates and the terms to include |
| Employment verification letter | HR or a manager | Lenders, landlords and government agencies | 4 templates and how to request one |
| Reference letter | A former manager, coworker, teacher or client | Employers and others reviewing a candidate | 5 templates and how to ask for one |
| Termination letter | Employer or HR | The departing employee | 5 templates and final pay and COBRA notes |
What should an employer check before sending one?
Every HR letter should be short, factual and consistent with your records. A job offer letter states the title, manager, start date, pay, schedule, overtime status, benefits and any contingencies, and HR or an employment attorney should review the template. A termination letter names the last day, final pay timing, benefits and company property, and some states, such as New York, require written notice. An employment verification letter confirms title, dates and status, and includes pay only with the employee's permission.
What if you are the employee or candidate?
You will usually be the one asking. Request a verification letter from HR when a lender or landlord needs one. Ask a former manager, teacher or client for a reference letter and send two or three points you hope they will mention. If you still need to send records by fax, the free fax cover sheet maker builds a page with the sender, recipient, page count and an optional confidentiality notice.