By: First Union
Writing an Employee Verification Letter
Has an employee asked you to provide an employee verification letter? Have you recently had a former employee contact you requesting proof of employment? Are you unsure of what can and cannot be included in an employee verification letter? Are you looking to create a template and process for employee verification letters that your human resource department can use going forward?
An employee verification letter confirms your current or former employee's employment status with your organization. These requests typically come from a potential employer, bank, or government agency. Example scenarios include:
- A potential employer asks for a letter on your former employee to verify the dates of their employment. They may also request their salary details.
- A government agency asks for a letter to one of your employees to request a wage garnishment.
- A bank or other lending agency asks for a letter to verify your employee's employment and income history, so your employee can take out a mortgage.
Details to Include in an Employee Verification Letter
When you start building your company's employee verification letter template, it's important to use company letterhead, where you can add your company's name and logo. Typically, an employee verification letter includes the following details:
- Employee name
- Employment status (e.g., former employee, current employee, contractor, etc./)
- Employment dates
- Job title(s/)
Employee verification letter can also include:
- Employment history
- Address on file
- Job performance assessment(s/)
- Salary growth
- Title/position growth
Build a template that allows you to provide all of these details, and easily take out the sections you do not need. It is probably best to build the template in a text editor, whether it be Microsoft Word, GoogleDocs, Apple Pages, or another system, so you can easily enter information and save as PDF documents for filing reasons.
Implementing a Process for Your Organization
Once you have created your template, take the time to create a request form you can send to your current/former employee. Have the form identify what information is needed. Here's a starting point for creating a process to handle these requests:
1. Receive a request from your (former/) employee for an employee verification letter
The best way to ensure you receive the information you need from your (former/) employee is to create a request form that they can fill out. Consider including the following information for them to document:
- Employee name
- Employee contact information
- Reason for verification letter
- Details that need to be included in the employee verification letter
- Location(s/) to send verification letter
Make sure you add the submission details to the bottom of the form. Having all of the details of how to fill out the form and where to send it will save your (former/) employee time.
2. Log the request, then notify human resources and management
Once the request is received, let your human resources department (HR/) and/or management (depending on your organizational policies/) know that it has been requested. When sending the request details to HR it is important to log all of the letters you provide over the years. These records are important and should provide accurate details.
3. Notify your (former/) employee that their request has been received
Let your (former/) employee know the status of the letter as soon as status change or responsibility is transferred to another person. This is a recommended practice and a simple courtesy to your current or former employee, even when they have submitted all signed request forms. They are likely looking to make a big financial move with their life, whether it be taking out a bank loan or starting a new job, so try to keep a level of understanding and urgency when handling these letters.
4. Review what you have on file for your (former/) employee
You should have on file, per your former employee's exit interview or existing employee's onboarding process, a signed release of information. If not, make sure you obtain this.
Tip: If you receive a request with a signature, make sure you check the signature against the (former/) employee's signed release of information.
5. Write the employee verification letter
6. Send the employee verification letter for internal confirmation and approval
It may be a good idea to have the letter reviewed by the employee's (former/) manager if the performance details are requested to be included in the letter. You may also want to have a check to make sure all the information added is accurate.
7. Send your (former/) employee their letter
Once you send the letter, keep your organization open to answering any follow-up questions or sending other entities requested by your (former/) employee. Being accommodating goes a long way and maintains a positive perception between your company and your (former/) employee.
Employee Verification Letter Example
Here is an all-inclusive example of an employee verification letter:
(your company name/)
(your company's address/)
(your company's city, state, and postal code/)
(your company's phone number/)
(date of response/)
Dear (entity sending employee verification letter to/),
The purpose of this letter is to verify the employment of (employee name/).
Employee Name: (employee's name/)
Social Security Number: (employee's SSN/)
Date of Birth: (employee's date of birth/)
Employee (employee name/) is/was an employee of (your company/).
Employment Dates: (employment date range/)
Job Title: (employee's last job title with your company/)
Current/Final Salary: (salary, including bonus details/)
Please feel free to contact us for any additional information that is not included.
(signature of the authorized employee/)
(authorized employees department/)
Please Note: (any performance-related details regarding the employee, as well as title and salary changes throughout their time with your company/)
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