Employment Verification Letter: Templates + What to Include

What is an employment verification letter?

An employment verification letter, also called a proof of employment letter or letter of employment, is a short document from an employer that confirms someone’s job. It answers a few simple questions: Does this person work here? Since when? In what role? And sometimes, how much do they earn?

It is a statement of facts, not a recommendation. If someone wants an opinion about a person’s skills or character, they need a reference letter instead.

Who asks for an employment verification letter?

Requester	Why they ask	What they usually want
Mortgage lender	To confirm stable income before a loan	Title, start date, status, pay, likelihood of continued employment
Landlord or property manager	To check that you can afford the rent	Status, start date, pay
Auto or personal loan lender	To confirm income	Status, pay
Government agency	For benefits, assistance programs or licensing	Dates, hours, pay
New employer or screening company	To confirm work history	Dates and job title
Childcare or school program	To confirm eligibility or a work schedule	Status, hours, schedule

What should an employment verification letter include?

Include	Leave out
Company name, address and letterhead	Opinions about performance or attitude
Employee’s full name	Medical information, disability or reasons for leave
Job title and department	Disciplinary history
Start date (and end date for former employees)	Full Social Security number
Full-time, part-time, temporary or seasonal status	Salary, unless the employee has authorized it
Pay rate or annual salary, if authorized	Personal details like age or family status
Average hours per week for hourly workers	Guesses about future raises or promotions
Name, title, phone and email of the person signing	Anything you cannot verify in your records

If the requester asks for income in a specific format, such as annual pay, make the conversion clear. For an hourly worker, our guide to what $25 an hour is per year shows the math.

How do you request an employment verification letter?

Ask the requester exactly what they need. Some want pay, some only dates. Ask whether they have their own form.
Check your company’s process. Your handbook or HR portal may point to a request form or a verification service.
Email HR with the details: who the letter is for, what it must include and your deadline.
Give written permission to share pay, if the letter needs it.
Ask how it will be delivered. Some lenders and agencies want the letter sent directly from the employer by email or fax. If fax is required, a fax cover sheet keeps it organized.

How do you write an employment verification letter?

Read the request. Note exactly which facts the requester wants and whether they supplied a form.
Check authorization. Confirm the employee asked for the letter and, if pay is included, approved sharing it in writing.
Pull the facts from your records. Use HR and payroll data for dates, title, status and pay.
Write three short paragraphs. Confirm employment, list the requested details, then give a contact for follow-up.
Sign and send. Use letterhead, sign it, and send it to the employee or directly to the requester, as agreed.

Employment verification letter format: Keep it to one page in standard business letter format. Address it to the requester by name if you have one, or use “To Whom It May Concern” for a general letter the employee will share.

What if you are self-employed or a contractor?

There is no employer to write the letter, so you will need other proof. Ask the requester what they accept. Common options include recent tax returns, 1099 forms, bank statements, signed client contracts, or a letter from a long-term client confirming your working relationship.

4 employment verification letter templates

Each template uses fictional names and companies. Use company letterhead and adjust the details.

1. Standard employment verification letter (written by the employer)

October 8, 2026

To Whom It May Concern,

This letter confirms that Jordan Lee has been employed by Northwind Logistics since March 14, 2022. Jordan currently works full time as a Senior Dispatcher in our Columbus, Ohio, operations center.

At Jordan’s request and with Jordan’s written authorization, I can confirm a current annual base salary of $58,500.

For further verification, please contact me at (614) 555-0131 or hr@example.com.

Sincerely,
Dana Ortiz
Human Resources Manager, Northwind Logistics

2. Employee request to HR

Subject: Employment verification letter request, Taylor Nguyen

Hi Dana,

I am applying for an apartment lease and need an employment verification letter by Friday, October 16. The property manager asked for my job title, start date, full-time status and annual salary.

I authorize HR to share my salary for this letter. Please send it to me as a PDF, or directly to leasing@example.com.

Thank you,
Taylor Nguyen
Accounts Payable Specialist, ext. 214

3. Employment verification letter for an apartment

October 12, 2026

Lakeview Apartments Leasing Office
Attn: Marcus Hill, Property Manager

Dear Mr. Hill,

I am writing to verify the employment of Taylor Nguyen, who has worked for Contoso since June 1, 2023. Taylor is a full-time Accounts Payable Specialist with an annual salary of $52,000. Taylor’s employment is in good standing, and there are no plans to change this position.

Please contact me at (206) 555-0187 if you need any additional information.

Sincerely,
Dana Ortiz
HR Generalist, Contoso

4. Employment verification letter for a mortgage

October 20, 2026

Tailspin Home Loans
Attn: Loan Processing

Re: Verification of employment for Priya Shah

To Whom It May Concern,

This letter verifies that Priya Shah has been employed full time by Fabrikam since January 9, 2019. Her current title is Lead Systems Analyst.

With Priya’s written authorization, we confirm the following:

Base salary: $96,000 per year, paid biweekly

Bonus paid in 2025: $6,000

Overtime: not applicable (salaried position)

Priya’s employment is active, and we have no current plans to end her position. Please call our verification line at (312) 555-0164 or email verify@example.com with any questions.

Sincerely,
Chris Morgan
Payroll Manager, Fabrikam

How do mortgage lenders verify employment?

A letter is often just the start. Lenders may use their own verification forms, third-party services or a phone call to HR.

Lenders also tend to re-check close to closing. For loans sold to Fannie Mae, the Fannie Mae Selling Guide generally requires a verbal verification of employment no more than 10 business days before the note date. If you are buying a home, tell HR to expect that call so it does not slow down your closing.

Is an employment verification letter the same as Form I-9?

No. Form I-9 is a federal form used to verify the identity and employment authorization of people hired in the United States. According to USCIS, all US employers must complete it for every person they hire, citizens and noncitizens alike.

Employers must complete Section 2 of Form I-9 within 3 business days of the employee’s date of hire, according to I-9 Central. The I-9 stays in the employer’s records. An employment verification letter, by contrast, goes to an outside party like a bank or landlord at the employee’s request.

Tips for employers writing verification letters

Follow one policy. Decide who can sign letters and what they may share, then apply it to everyone.
Get written consent before sharing pay. Many employers require it as a privacy safeguard.
Confirm the requester. Call back a lender or landlord at a number you look up yourself before sharing pay details by phone.
Stick to records. Pull dates and pay from payroll, not memory.
Be careful with “good standing” language. Use it only if it is accurate and your policy allows it.
Keep a copy of each letter and the employee’s authorization.
For former employees, confirm dates and final title only, unless they authorize more.

When a job ends, the dates in your termination letter and your verification letters should match. For new hires, the details in the job offer letter are often what a lender will ask about first.

If your situation involves an unusual request, such as a subpoena or a government inquiry, check with HR or an employment attorney before you respond.

Frequently asked questions

Who writes an employment verification letter?

Usually HR, payroll or the employee's direct manager. Many companies route every request through HR so the information stays consistent. Some employers use a third-party verification service instead of writing letters.

How long does it take to get an employment verification letter?

Many HR teams turn requests around within a few business days, but it depends on company policy and workload. Ask early, especially if you have a closing date or lease deadline, and confirm exactly what details the requester needs.

Can my employer refuse to write an employment verification letter?

An employer may have a policy that limits what it shares or requires requests to go through a specific process or service. If your employer will not write a letter, ask whether it can confirm your details another way, such as recent pay stubs, an offer letter or a verification service.

Is a proof of employment letter the same as an employment verification letter?

Yes. Proof of employment letter, letter of employment and verification of employment (VOE) letter all refer to the same basic document. Some requesters, like mortgage lenders, may also use their own forms.