Employment Verification Letter Template (Income Verification, Previous Employment)
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.
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:
- Current company name
- Currently employed job title
- Starting date of the employee
- Employee’s employment status or previous employment status
- If an employee is writing their own employment income verification then employee income, income information, and salary verification (may include a pay stub along with this letter for verification purposes) may be included in the salary verification letter.
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
- During a work visa, green card, or citizenship process.
- During a real estate process, like rental properties or the mortgage loan application process.
- During new employment, where the potential employer is asking for previous employment history and income verification.
- Other person verification requests that require character validation and verification.
Inside Your Letter
Be sure that the following pieces of information are in the letter for the letter recipient to review:
- Your name
- Company name
- Your email address
- Your work number
- Your job title and department name
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.
Former Employee Verification Letter
Below is an employment verification letter sample for a former employee.
Employment Verification Letter
Below is a sample employment verification letter. This sample letter can be used for most general verification purposes.
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.
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