Employment Verification Letter Template (Income Verification, Previous Employment)

employment verification letter

An employment verification letter is a business letter or formal letter written on behalf of an employer for an employee. This formalized letter is often used for real estate purposes, insurance purposes, citizenship purposes (work visa or green card), and other personal needs where employment verification may be requested.

This can be confused with a reference letter, which is not the same. A reference letter is from one previous employer to another, referencing the previous employee’s work performance. An employment verification letter will never or rarely be used from one employer to another. For example, from a current employer to a prospective employer.

Verification Purposes

As an employee asks you, the employer, to verify certain pieces of information about their employment, there may be specific requests that the employee has asked you to refer to. If the employee has not given you enough information to properly write a verification letter, you should ask your employee to clarify their needs so you can list the proper information and format in the letter.

Information may include:

Your employee may contact the human resource department and inform them that he or she has had an employment verification request. When doing so, be sure to ask the employee their exact needs. If the employee is simply looking for income verification, you may want to direct them to theworknumber.com (The Work Number or Work Number Database is provided by Equifax) to receive one-time access of salary information through a salary key created by the software.

Additionally, if a previous employee is contacting you regarding the writing of a previous employment verification request, you may want to direct them to SSA.gov where they can use their social security number to retrieve a list of their previous employment history for verification purposes.

An income letter can be written by an employee themselves using a pay stub as verification or receive income verification directly from their financial institution. Though it may be a special request that the employer writes this letter. If that is the case, be sure to follow your company policy and human resources department guidelines on looking up personnel records and including personal information. Depending on the request and the services used by the department, they may have special tools that you must use to follow permissible purpose laws issued by the FTC. Be sure to contact your HR representative and director for clarification when writing this letter.

Situations Where Employment Verification is Required

Inside Your Letter

Be sure that the following pieces of information are in the letter for the letter recipient to review:

It's important to include these pieces of information so the recipient can reach you if they have not received the right type of verification or have other information requests.

Income Verification Letter

Below is a sample of an income verification letter.

Sean Eaton
Director of Finance
GNA Trusts
188 Chestnut Blvd.
San Francisco, CA 94112

May 1st, 2020

Ian Anderson
SVP of HR
Apple, Inc.
1 Infinite Loop.
San Francisco, CA 94112

Dear Mr. Eaton:

This letter is a verified letter of intent to confirm the employment status of Mr. Jackson, who is employed by us with the job title of Senior Product Manager. Currently, this employee is compensated at roughly $4,580 per month or $94,500 per annum.

If you have any further questions please do not hesitate to contact me.

Sincerely,
Ian Anderson

Former Employee Verification Letter

Below is an employment verification letter sample for a former employee.

Sean Eaton
Director of Finance
GNA Trusts
188 Chestnut Blvd.
San Francisco, CA 94112

May 1st, 2020

Ian Anderson
SVP of HR
Apple, Inc.
1 Infinite Loop.
San Francisco, CA 94112

Dear Mr. Eaton:

This letter is a verified letter of intent to confirm the previous employment status of Mr. Jackson. Mr. Jackson was employed by Apple Inc from April 1, 2018, to March 1, 2020.

If you have any further questions please do not hesitate to contact me.

Sincerely,
Ian Anderson

Employment Verification Letter

Below is a sample employment verification letter. This sample letter can be used for most general verification purposes.

Sean Eaton
Director of Finance
GNA Trusts
188 Chestnut Blvd.
San Francisco, CA 94112

May 1st, 2020

Ian Anderson
SVP of HR
Apple, Inc.
1 Infinite Loop.
San Francisco, CA 94112

Dear Mr. Eaton:

This letter is a verified letter of intent to confirm the current employment of Mr. Jackson with Apple, Inc. Mr. Jackson started his role of Senior Product Manager on April 1, 2018. The employee’s employment status is intact and valid. If you’d like information about his income, please contact myself.

If you have any further questions please do not hesitate to contact me.

Sincerely,
Ian Anderson

Employment Verification Letter Template

Below is an employment verification template you can use when writing employment verification letters. Be sure to use one of the letter examples above to customize and tailor your letter to the employee’s needs.

Name
Job Title
Company Name
Address (City/State/Zip)

May 1st, 2020

(Name of Person Requesting Verification)
Job Title
Company Name
Company Mailing Address (City/State/Zip)

Dear Mr.Ms. Last Name:

This letter is a verified letter of intent to confirm the current employment of (employee name) with (company name). (employee) started his/her role of (job title) on (start date). The employee’s employment status is intact and valid. If you’d like information about his income, please contact myself.

If you have any further questions please do not hesitate to contact me at (phone number).

Sincerely,
(Your name)
free employment verification form template

Employment Verification Form Download

Download this employment verification template in Word format. Can be imported as a Google Doc. Instant download. No email required.

Download Template

author: patrick algrim
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams. Patrick has been a source for Human Resources and career related insights for Forbes, Glassdoor, Entrepreneur, Recruiter.com, SparkHire, and many more.

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