Employment Verification Letter

A company is liable to provide an employment verification letter in various situations. Many of your present and prior employees must request that you provide their proof of employment. Another employer or a financial condition might demand this proof of accountability and credibility.

It is vital to learn the importance of employment verification letters if you are new to a human resources career or department. This blog will guide you to draft timely, high-quality work verification letters.

Professionals drafting an employment verification letter must ensure correct information and appropriate format. 

It is vital to consider the company’s official letterhead or stationary while drafting this document. The letter will start to look like a form where you will enter the relevant information about the employee and their employment status. 

Include the following information in the employee verification letter; 

• The employee’s current address
• Address and name of the requesting party
• Employee name
• Employment dates (Joining and leaving dates)
• Employment job title
• Employment job description
• Employee’s current salary
• Reason for termination

It is not a straightforward process to write an employee verification letter. You must follow these practices to draft a proper official document; 

Use a Business Letter Format

Professionals can use a standard business letter format while drafting the document for employment verification. Start by mentioning your contact information at the top, a date, and lastly, the recipient’s contact details. 

You must start the letter with a proper salutation and finish it with a signature. 

Keep it Short and Simple

It is pointless to overcomplicate by including multiple paragraphs. Avoid adding any information beyond what the employee is looking for. Ignoring this could also backfire against your company. 

For example, there’s no necessity to include a complete evaluation of an employee’s performance report. 

Provide all Requested Information 

The requesting party might be demanding certain things from the work verification letter. Most letters include the following details; 

• The individual’s name
• Their role and department in the organization
• Their past employment records
  

Talk to the employee once if they require any additional information. For example, some employee verification letters mention the salary, frequency of payments (bi-weekly or monthly), working hours, etc. 

You should only add these details if the employee requests the company. 

Include Your Contact Details 

Provide a scope for further discussions at the end of the job verification letter. You can provide your phone number or email as contact information for the recipient. Many like to cross-verify the details by reaching the employer directly. 

Proofread and Rectify the Final Draft 

An employment verification letter is a critical official document. You cannot afford to make mistakes since it might affect an employee’s future employment, insurance, housing, etc. Take your time to polish the letter by proofreading and editing. 

Spot and rectify errors before you finally send the employee verification letter. 

Employees can use multiple methods to request an employment verification letter from their current or past employer. 

Request the Supervisor or Manager 

It is the easiest way to acquire this vital document without hassles. However, ensure you provide complete details and context to the employer. Many employees often have good connections with their current or former organizations. They smoothly reach the respective representatives to drop a request for the document. 

Reach the Human Resources 

Many companies implement a formal process where the current or former employees can reach the human resource department. 

Acquire a Template from the Firm Requesting the Letter 

Sometimes parties will provide their template to the employer. This employment verification letter template contains specific information they need. 

Use an Employment Verification Service

It could be challenging for employees to get the letter from their employers in some situations. They can opt for a service that sends the request on their behalf. 

Many companies also prefer these services to streamline their processes. It saves countless hours and time to fetch employee verification letters. 

Every genuine professional requires an employment verification letter to display credibility and reliability. These situations require them to provide this document; 

Taking a Mortgage

Banks and other financial institutions would request an employment verification letter from individuals applying for a mortgage. It ensures that, as a lender, you have a steady income source to give monthly mortgage payments to these institutions. 

Most verification letters for mortgage cases also require a pay stub. However, some financial institutions will only demand a simple letter of employment verification. 

Applying for Credit Card and Loans

Banks and credit card companies need a guarantee that the borrower won’t become a defaulter. An employee verification letter often ensures the prompt repayment of debt.

These institutions may even request this document if the customer requests a lower interest rate or postpones payments. They don’t want to risk their money at any cost. 

Requesting a Lease 

Landlords expect their tenants to pay rent on time. An employee verification letter gives assurance that the tenant has enough funds to rent their property. 

The tenets show they can pay their rent and build a trustworthy image with information on reliable sources of income. 

Applying for a Job 

Any new company would try to look for your past employment records before hiring you. The human resource department of the previous organization can provide a proper employment verification letter as evidence.  

Getting a Work Visa 

The visa application in some countries requires a letter of employment verification to confirm the individual’s purpose of visit. This letter may come from an existing or potential employer representing their current employment status. 

Many use this letter of employment verification in immigration cases. For example, a professional might request a visa or green card. 

Getting a Tourist Visa 

An employment verification letter may be necessary in some cases to get a tourist visa. The requesting party receives an assurance that the applicant has strict obligations and ties to their home nation. 

The employer must attest to the letter and outline the activities the applicant will engage in in the new country. It is also helpful to mention a quick trip and provide proof of income to support the tourist visa application. 

The visitor gives a compelling reason to return to their home country rather than illegally immigrating. 

New HR professionals may find it challenging to draft and send job verification letters without mistakes. Here are some critical dos and don’ts of sending these letters. 

Dos 

• Show Clarity and Conciseness. Draft the letter of employee verification most concisely and straightforwardly. Provide clear information about the recipient’s name, job title, and date of confirmation. Inform them about their status as a permanent employee. 
• Implement a Positive Tone. Express gratitude and enthusiasm, and wish them well on their successful application. Talk about the value they will be bringing to the organization with their expertise.  
• Mention the Key Details. You must mention the salary, benefits, joining date, reporting process, and other necessary details related to the job title. 
• Express Appreciation. Show how grateful you are to the professional’s decision to join the company. Thank them for accepting the placement, and also motivate them for their upcoming journey. 
• Include Contact Information. The employees might demand further discussion with their employer. It is essential to provide your contact details, including phone number and email address. 
• Define Expectations. Outline the next steps of the onboarding process and define their upcoming responsibilities. You can mention employee onboarding paperwork and orientation meetings. 
• Proofread the Letter. Don’t leave any scope for grammatical, typos, or formatting mistakes in the employment verification letter. It preserves the professional image of your company.

Don’ts 

• Avoid Delays. Promptly send the letter confirming employment after the professional accepts the job offer. It helps you verify their joining date and reporting time. 
• Say No to Ambiguity. Refrain from using ambiguous terms and conditions in your job verification letter. Negligence might increase the chances of misunderstandings. 
• Don’t Overpromise. Stay as realistic as possible in the employment verification letter. Don’t make promises that you cannot fulfill. It leads to dissatisfaction and even legal action in the future. 
• Avoid Jargon. The language of the letter confirming employment must be simple and easily understandable. Technical jargon will only confuse the recipients. 
• Don’t Get Informal. It is not a marketing material. Display a completely formal tone throughout the letter, even if you have good relations with the candidate. This letter will work as an official document in various premises and institutions.
• Don’t Skip the Vital Details. You must add all the necessary information regarding the job role, benefits, and other employment terms. The candidate shouldn’t have any confusion while reading the letter of employment verification.

Many professionals use the words “appointment letter” and “job confirmation letter” interchangeably. Both documents are employment-related, but they have different use cases. An appointment letter is handy for informing candidates about their selection for a specific position. 

It explains the terms of employment, job roles, salary, benefits, and joining date. In contrast, companies send a job confirmation letter after a candidate accepts the job offer. They confirm the candidate’s acceptance and highlight the core details of the employment agreement.

 Also Read: How Can You Write a Thank You Letter to Employees

Many new organizations face challenges while verifying a new employee. However, they can follow this simple process for every employee verification letter. 

Get an Individual’s Employment Verification Letter

Every organization must ask their employees for an income verification letter. Carefully analyze the document to spot any red flags. You must not overlook inconsistencies with basic information or other vital details. 

Forgery of documents is becoming more common in corporate environments. These employees could be fatal for your organization and its operations. 

Search for the Organization 

Employers must cross-verify their employees’ previous organizations. Only consider legit organizations to complete the verification process. A Secretary of State lookup tool could be handy to support your research. 

The author of the candidate’s employee verification letter should match the information on the Secretary of State’s website. Many people write false letters only to get a job. 

Reach the Employer 

Fake employment verification letters are becoming common to acquire jobs. Expert HR professionals often reach their past employers through phone or email to confirm the letter draft and signatures. 

You should also try to contact the employers during traditional business hours to have the best chance of a response. Secretaries or assistants could be useful for arranging virtual meetings with past employers. 

Request Pay Stubs 

Fraudulent employees provide incorrect salary information to expect a higher package in the new organization. It is necessary to ask candidates about two of their most recent payslips. 

They may even provide these income proofs if they don’t have payslips; 

• Tax returns (1040)
• Bank statements
• Wage and tax statements (w-2)
• Evidence of worker’s compensation
• Social Security proof of income/benefits verification
  

Run a Credit Report 

You will need a background check authorization form to acquire the candidate’s permission to organize a background check. It helps in running a credit report through one of three popular credit reporting agencies; 

• Experian 
• TransUnion 
• Equifax 

 Also Read: Policy Change Letter to Employees

Professionals employ different methods for drafting verification of employment letters. Your draft will depend on the use case and the individual’s current employment status. Use the following approach to draft your employment verification letter accordingly; 

Include the Employer’s Details 

Start the letter by mentioning the employer’s details. Provide the name or company name of the current or former employer confirming the employment. It is a great practice to provide an address to help the recipient to revert. 

Provide the Requesting Party’s Details 

An employment verification letter must include the proper name and address of the requesting party, such as a bank, landlord, another employer, or visa office. You can even leave this section blank if there is no information about the requestor. 

Fill in Verification Details 

Write the full name of the individual the employer is verifying for. HR professionals also provide complete employment details, such as their job title, employment start date, salary breakdown, and company address. 

It might be necessary to include supporting documents depending on the situation and use case of the employee verification letter. Some requestors might demand information on salary and bonus. 

However, you should consider the respective state and local laws for salary disclosure and authorization.  

Mention the Employer’s Contact Information 

The requesting party may have further concerns or questions regarding the information on the letter of employment verification. It is vital to include the employer’s contact information, including phone number and email address. 

Get Notary Acknowledgement

An employment verification letter doesn’t need notarization. However, it is a good practice to increase the letter’s legitimacy. 

Drafting, printing, and mailing employee verification letters is a hassle manually. Companies often have many processes and other activities, making it challenging to draft job verification letters. 

PostGrid’s print & mail API is a perfect solution for businesses to send employment verification letters with full automation. HR departments can save countless hours on the tedious drafting and printing of employment verification letters. 

Personalization of Documents for Mailing 

Companies get innovative personalization capabilities while drafting letters for different parties. 

Our support has a built-in HTML editor that lets users personalize their documents with custom branding elements. PostGrid provides an additional brand awareness channel to influence people and build a market presence. 

Incredible Scaling 

HR departments have a lot of responsibilities and paperwork to handle every day. It becomes daunting to manage print and mail communication documents at scale. PostGrid’s API scales with any mail volume. We ensure sufficient bandwidth to handle print and mail tasks efficiently. 

Smooth Integrations to Ensure Full Automation 

Manual mailroom management is a resource-intensive and time-consuming process. Many organizations have an insufficient workforce and equipment to handle official and communication paperwork. 

PostGrid’s API integrates flawlessly with any of your existing software stack, CRM software, or marketing automation tools. It provides automated workflows to streamline offline communication. Professionals save countless hours by introducing automation to their workflows. 

Enterprise Data Security and Secure Hosting 

Security is everything in a business environment. We cannot put our data at risk while sharing documents with others. PostGrid secures and handles your data on Amazon web servers. 

Your mailing process always complies with the regulatory requirements in the USA. Our print & mail API protects you from data breaches, hefty fines, and lawsuits. 

Address Verification Capabilities 

It is pointless to send offline communication via mail if you can’t ensure 100% deliverability. You can also integrate our address verification API to automatically validate and correct recipient addresses according to USPS, Canada Post, Royal Mail, & Australia Post standards. 

The address autocomplete feature saves you time and reduces the chances of making mistakes at the entry point. 

Track Every Document and Mail from the API 

PostGrid provides a unified dashboard with incredible analytics and tracking features for your mailpieces. There are proper pipelines for mail campaigns with individual milestones. You can watch the sending activity log, which includes the status of every existing and past order. 

An employment verification letter is a critical official document. Every HR department must be capable of drafting professional employee verification letters. However, they must acknowledge the situation to use the most appropriate verification of employment letter. 

It is the first tool you need to ensure fruitful employee engagement. By drafting the best employment verification letters for every professional setting, recruits gain confidence and prepare for a harmonious and productive work journey. 

Sign up now to integrate print & mail automation into your employee verification letters.