Free Official HR employment verification letter template

Employees may need to provide proof of their employment when they leave a company. A potential employer, landlord, or other entities might need it. This proof usually comes in the form of an employment verification letter.

An employment verification letter is a document that confirms an individual’s employment status. It also contains the job title, salary, and length of employment. This letter is essential because it provides third parties with reliable information about an individual’s employment history.

In this article, we will explore the basics of an HR employment verification letter template.

What is an HR employment verification letter?

An HR employment verification letter is a document provided by an employer. It confirms the employment status of a former or current employee. You should give this letter at the request of the employee. It is proof of employment for a variety of purposes.

It is vital to note that the information included in the letter must be accurate and up-to-date.

When is an HR employment verification letter needed?

An HR employment verification letter may be needed for a variety of reasons. Some common reasons include the following:

Job applications

Many job applications require that applicants provide proof of their employment history. An employment verification letter can provide this proof.

Loan applications

Some lenders may request an employment verification letter when applying for a loan. It confirms an individual’s income and employment status.

Housing applications

Landlords may require an employment verification letter. This is to ensure that tenants have a steady source of income to pay rent.

Immigration applications

Individuals who are applying for immigration status may need to provide an employment verification letter. It is to show that they have employment in the new country.

Background checks

Employers may request an employment verification letter as part of a background check process.

What should be in an HR employment verification letter?

An HR employment verification letter template should include the following information:

The name and address of the company

This information should be included at the top of the letter. It would help if you formatted it in a standard business letter format.

The date of the letter

 This should be below the company’s name and address.

The employee’s name and address

This information should be below the date of the letter.

The employee’s job title

The job title should be included too. It should accurately reflect the employee’s position at the company.

The dates of employment

 The letter should include the dates that the employee worked for the company. This information should be accurate and up-to-date.

The employee’s salary

The letter should include the employee’s salary or an hourly wage. This information should also be accurate and up-to-date.

Any other relevant information

Depending on the purpose of the letter, there may be additional information that should be included. For example, if the letter is being used for a background check, the letter may need to have other information. You can add the employee’s performance and conduct while employed by the company.

How to write an HR employment verification letter

You can use the following guidelines if you’re an HR professional tasked with writing an employment verification letter. This will assist you in producing a well-organized and competent paper.

Start with a heading

Include your company’s letterhead at the top of the page. Then, add your company’s name, address, phone number, and website. This will help establish the letter’s authenticity and provide context for the reader.

Address the letter

Next, send the letter to the right person or company. For example, this could be a lender, a prospective employer, or a landlord.

Introduce the employee

In the opening paragraph, introduce the employee and provide some basic information about their employment history. Include the employee’s full name, job title, start date, and, if applicable, their end date. You may also include a brief description of their job duties.

Provide employment details

In the next section of the letter, provide the requested employment details. This may include the employee’s salary, hours worked, and employment status (full-time, part-time, temporary, or permanent). You can also add relevant benefits, such as health insurance or retirement plans.

Confirm employment status

Confirm the employee’s current employment status. Write their current job title and whether they are still employed with your company. If the employee is no longer employed, include the date their employment ended. Remember to state the reason for their departure (e.g., resignation, termination, or retirement).

Provide contact information

Include your contact information if the recipient has any additional questions or needs further clarification. Provide your name, title, phone number, and email address.

Close the letter

Close the letter with a professional and courteous statement. Use something like “Thank you for your attention to this matter” 

Sign the letter

Sign the letter and include your printed name and title. This will help establish your credibility and demonstrate the letter’s authenticity.

HR employment verification letter template

[Company Name and Address]

[Date]

[Employee Name and Address]

Dear [Employee Name],

This letter is to confirm your employment with [Company Name] from [Start Date] to [End Date]. You held the position of [Job Title] during your employment with us. Your starting salary was [Salary] per [Year/Month/Week/Day] and your final salary was [Salary] per [Year/Month/Week/Day].

Please note that you left the company in good standing and were a valuable member of our team. If you have any issues or require further knowledge, please endeavor to reach out to our HR department.

Sincerely,

[Your Name]

[Your Title]

[Company Name]

Conclusion

An HR employment verification letter is an important document. It can provide valuable information to third parties about an individual’s employment history.

Employers should ensure that they have a standard template that includes all the necessary information. Also, they should have policies and procedures in place. This will ensure they provide accurate and timely information about their employees.

By doing so, they can help their employees obtain loans, jobs, and housing. In the end, this will enable their employees to achieve their goals.