How to Request an Employment Verification Letter
What if you needed to verify your current or past employment, but the person responsible for providing the employment verification letter delayed the process or sent an incomplete one? In this blog post, you’ll learn how to properly request an employment verification letter to ensure a smooth and timely response.
What is a Employment Verification Letter?
An employment verification letter is a formal way to verify that a person is or was employed by a company. It is sometimes called a “work verification letter” or “verification of employment.” This letter is crucial for verifying an individual’s employment history, status, and professional credibility.
Most people may think that an employment verification letter is only requested by employees. However, an employer, an HR representative, or third persons such as banks and credit institutions can order one.
Employees often ask it for job applications, loan applications, or to establish their rental capacity with a landlord. Some employers may require it to confirm a prospective employee’s past or current employment details. Banks or lending institutions may use it to verify a borrower’s capacity to pay.
The common notion about employment verification letters is that they can be created urgently. However, this notion should not cause you to commit common mistakes and overlook principles needed to maintain professionalism.
Important factors to consider:
1) First, here are the terms you need to remember:
- Requester/Requesting Party: The person or organization that requests the letter.
- Subject: The person whose employment is to be verified.
- Verifier: The person that confirms the employment, such as the current or previous employer or the accountant of a self-employed individual.
- Requesting Letter: This is the document asking a verifier to confirm an individual’s employment. This is different from the employment verification itself.
2) Next, ensuring that your letter is clear and professional is essential for fostering a smooth process and maintaining a good work relationship with the HR or employer. We will give you tips on how to achieve this. When writing a letter, it is crucial to avoid common letter-writing mistakes that can undermine your communication:
- This includes ambiguous writing that may confuse the reader;
- Being too wordy, which makes reading tedious for your reader;
- A letter that lacks structure.
3) Lastly, be aware that policies on verification letters vary between companies. Don’t expect that all companies have a uniform process, so always check specific company policies. Some companies may require you to contact HR instead of going directly to the employer. This requirement may stem from local laws, regulations aimed at preventing fraud or misuse of information, the availability of resources, or the volume of requests.
For Employees
Follow these simple steps to get an employment verification letter:
1. Confirm Required Details
Before requesting an employment verification letter, check with the recipient to clarify what information they need.
In most cases, the letter should include your job title, job description, salary, and employment dates. However, certain situations—such as loan applications, visa processing, or specialized job opportunities—may require additional details like a portfolio, work samples, or educational background. Verifying these requirements in advance can save time and prevent unnecessary back-and-forth requests for missing information.
Additionally, some organizations have specific formats or templates for employment verification letters. For example, banks and immigration offices often provide pre-prepared forms that your employer simply needs to complete. If a template is required, ensure you obtain and submit it along with your request to streamline the process.
2. Choose the Best Way to Request
Deciding whom to ask and how to request an employment verification letter is essential.
Who do you ask? At first, you may feel uncertain. You might believe that your direct supervisor is the most knowledgeable person. However, this may not always be true in larger organizations or structured corporate settings, where the HR department manages this data.
Whom to Ask
To avoid confusion or delays, start by checking your company’s policies. Review your employee handbook, onboarding materials, or internal guidelines to determine the designated point of contact. Demonstrating that you’ve done your due diligence shows professionalism and respect for company procedures.
If company policy isn’t clear, follow these steps:
- Start with your immediate supervisor. They may either handle the request or guide you to the correct department. This approach also acknowledges their role and maintains professional courtesy.
- If your supervisor is unresponsive or unsure, escalate to HR. In large organizations, HR typically manages employment verification requests.
- If no HR department exists, contact the owner. This is common in startups, small businesses, or freelance engagements.
By following company policies—whether written or informal—you can minimize delays and ensure your request is processed efficiently.
3. Templates and Best Practices for Requesting a Verification Letter
It’s always best to submit your request in writing rather than relying on a verbal request. A written request helps both you and your employer keep track of the process and ensures clarity. If email requests are allowed, this is the most efficient option. Otherwise, submit a printed document in person or via mail.
How to Request a Verification Letter via Email –
Before sending an email, check your company’s policy on employment verification requests. Review the employee handbook or consult your supervisor to confirm whether email requests are permitted. If allowed, obtain the contact details of the appropriate HR representative or manager. If email is not an option, submit a printed request and ask for a stamped receipt as proof of submission.
Requesting via email offers several advantages:
- Simplified follow-ups – If there are any delays or issues, you can refer back to the email thread for context.
- Easy tracking – You can monitor when the request was sent and received.
- Clear documentation – A digital record ensures that all details are accurately communicated.
— Template for Verification Request —
(Email Format)
[Email Subject line – “Employment verification request”]
[Formal Salutation]. [Purpose of the email]
[Information to be verified]
[Requester’s information: If the requester wants the letter to be sent to them directly, state their name and email address]
[Request to be cc’d in the email]
[Signature above the person’s name- Be aware that most organizations requesting verification letters require a “wet” or handwritten signature. To accomplish this, ask HR to print it out and have you sign it before scanning and emailing it to the requesting organization.]
[Name of the subject to be verified]
— Sample Text for Verification Request —
(Email Format)
Dear Mr. Johnson:
I want to request an Employment Verification Letter. This is a requirement for me to execute a rent contract with a nearby apartment at 123 Street, San Francisco, CA. Please indicate my job role from 2018-2021 and the corresponding job description and salary.
Kindly provide the letter to ABC Corporation, 123 Street, New Jersey, 12345.
[Sign]
Harvey Johnson
Requesting Through a Printed Document –
This is the default method for requesting a verification letter. It ensures accuracy by printing the requested information and achieves efficient communication.
— Template for Verification Request —
(Printed Format)
[Date]
[Formal Salutation: If you know the recipient’s name, use a formal salutation followed by their first and last name. Typically, the recipient is the HR officer. If the recipient is unknown, it is appropriate to use the generic term “To Whom It May Concern.”]
[Purpose: Start by clearly stating your letter’s purpose. You don’t need to reveal the specifics of your request, but doing so may assist the recipient in crafting a more tailored letter, primarily if you have held multiple roles with the employer.
[Enumerate everything that the requester wants to be verified]
- ______________________________________________________________________
- ______________________________________________________________________
- ______________________________________________________________________
[Request to double-check and sign: Ask the verifier to have you double-check the verification letter. After you check, ask the verifier to place a “wet” or handwritten signature before sending it.]
[Requester’s mailing information: If the requester wants the letter to be sent to them directly, state the representative’s name, company name, address, and mailing address]
[Closing]
[Name of the subject to be verified]
— Sample Text for Verification Request —
(Printed Format)
January 19, 2025
Dear Mr. Stark,
This letter is my formal request for an employment verification letter for a loan application. I kindly ask for the following details to be included in the verification letter to ensure it meets the requirements of the requesting party:
- Confirmation of employment status (e.g., currently employed or past employment)
- Position or job title(s) held within the organization and their corresponding employment start and end dates.
- Salary information (if required by the requesting organization)
Kindly send the letter to the following recipient:
Milton Carter
United Heritage Bank
289 Patriot Blvd, New York, NY 10001
Please provide a handwritten signature for the final document to fulfill the requesting organization’s requirements. Just print the letter and sign it before mailing it.
Sincerely,
Arnel Greenman
4. Adapt the Template for Different Scenarios
The template and samples above are not one-size-fits-all solutions. Consider adapting them accordingly. Here are the common scenarios in which your request may be modified accordingly:
- a loan or mortgage application,
- a visa or immigration application,
- a rental application,
- a job application,
- a loan or credit card application,
- or legal proceedings.
5. Ensure Compliance with the Requesting Party’s Needs
One advantage of the email format is that you can be cc’d, allowing you to promptly ensure compliance with the requesting party’s requirements and request corrections. Tailoring the letter to specific requests cannot be emphasized enough.
6. A Faster and More Accurate Alternative
Alternatively, if the verifier allows it, you may send them a link to an online generator that will enable them to generate employment verification letters quickly and accurately.
If you are an employer or verifier responsible for providing employment verification, you can use our generator to streamline the process. Before proceeding, ensure you have the necessary details, including:
- Company’s information – Name, address, and contact person.
- Employee details – Full name, job title, employment status (current or former employee), employment type (full-time or part-time), start date, and average weekly working hours.
Having this information ready will help you generate an accurate and complete verification letter efficiently.
7. Post-Delivery
Be prepared for potential challenges that may arise after submitting the request. For instance, you might encounter an unresponsive verifier. In these cases, a plan can help ensure your verification process remains on track. Consider methods of reaching out, such as follow-up calls or emails, to facilitate communication with the employer or verifier.
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