An employment Verification Letter also called a Proof of Employment Letter, is an official correspondence and must be treated as such. The layout should be formal and, preferably, written on the letterhead of the organization sending out the letter. The problem is that several organizations consider it less important because it relates to an individual employee, and sometimes, such an employee may no longer be with the organization. However, an Employment Verification Letter relates even more to the organization than just a response on behalf of a former employee. It could actually say a lot about the sender and their outlook and will enforce/reduce the trust other staff have in you.
While writing the letter of verification, it is necessary to assess employee well-being carefully. This letter is very important for the previous employer, supervisor, or manager to confirm his/her work history. It depends upon the policies of the previous organization and how much information they are allowed to disclose about the employee. Also, the time duration is taken and the number and type of questions to be answered are chosen by the previous employer according to the guided policies of the institution.
Tips to Create Proof of Employment Letters, and Verification Forms:
Employment Verification Letter should be addressed and written on a letterhead paper that clearly presents the sender’s identity as a respectable corporate organization. You need to include your phone contacts, company address, and e-mail for further correspondence. There is a need for an employer to avoid signing off on an employee’s already written work. Take time to write it yourself in order to ensure precision and accuracy. There may be a couple of things you won’t consider right or necessary if you’ve done it yourself.
Verification of the employment is necessary to avoid any misguidance regarding the person’s employment background. Using this letter, people who decorate their resume with false information can be easily confronted by cross-checking the given information from a previous employer.
Address Properly:
The proper address shows that you are meticulous and must have considered every detail with clarity. You should write the salutation as “Dear Sir, or Dear Ma’am,” depending on the title of the sender.
Add the Financial Information:
While some organizations precisely demand to know the income of the employee in question, if you are writing to the prospective employer, you may need to exclude financial information in the letter altogether. Sometimes it does work to put your internal system in an unnecessary public glare. occasionally, some organizations will only use it to make comparisons and compare competitors’ figures.
State Everything Clearly:
Clearly state the name as well as the designation of the employee involved. Write a clear and specific title for the Employment Verification Letter. Every official letter needs a title and this shouldn’t be an exception. The purpose of the letter is to help you to write a well-crafted response. So, carefully consider the purpose of the Employment Verification Letter. Just like: Is it for an overseas trip? Is it for education? Is it for a new job?
Companies contact past employers in order to authenticate the information about the new employees. The new employer may ask the previous one about the reasons for leaving the job, why that person should be hired by them, the problematic areas of the employee with regard to the job, etc. As the previous performance is a good indicator of the employees’ future performance these letters help a lot in this way. Also, the work history predicts the success of the employee in a particular job. It is a very critical and crucial task to carry out while hiring new employees. Normally past 7 years are being verified. It varies with the duration for which the worker worked in the organization.
Prohibit the Inclusion of Private Information:
Ensure you are prompt in your response. Some organizations consider silence as proof of bad stewardship. Moreover, you need to be familiar with certain privacy laws that prohibit the inclusion of private information like sex/gender, marital status, or religion on public documents. This will help you to not write the information that needs to be away from a third party. Do include your designation for easy correspondence and clarifications. You can simply sign off with phrases like “Yours Sincerely,”
Add some space for the Signature of the Authorized Person:
Append the necessary signature(s) at the end of the Employment Verification Letter. Ensure you keep the letter simple, straight, and short. Lastly, carefully read through the letter and edit appropriately. Your organization’s reputation is reflected in the Employment Verification Letter (Proof of Employment Letter) issued to the employees.
What you should Include in a Proof of Employment Letter?
The information that you should include in the proof of employment letter depends upon the needs of the requesting person. The proof of employment letter should only contain the information that is necessary for the third party and it should be very to the point. It is very necessary to print this letter on the letterhead of the company, otherwise, the third party will not accept it.
You should compulsorily include the information written below:
- Add the name and contact information of the company that is providing the letter as proof of employment.
- Add the name and the address of the employee.
- Include the job duration of the employee.
- Add the job description and category.
- Write about the performance of the employee.
- Add the salary of the employee.
- Include the reason for termination.
Here is our collection of 10 Proof of Employment Letters, Verification Forms, Templates & Samples,
Free Proof of Employment Letters, Verification Forms, Templates:
25 Free Sample Employment Certificate Templates
If you need to find more similar kinds of letters and certificates, I recommend looking at this resource.
Why Does an Employee Need a Proof of Employment Letter?
Employment verification letters are important in various conditions, such as when applying for a loan in a bank. The bank would ask for it to see if the person applying for a loan is financially stable and to check if the income of the person is enough for him to return the loan. These letters may also be used when you are applying for a new job. It is used to thoroughly confirm that you were actually employed in the organization that you have mentioned in your resume. Your position in that organization, tenure of your work, your work ethic, and general behavior are all mentioned in the cover letter to satisfy the new organization.
Here are some reasons for requesting proof of employment letter:
- When they are applying to get a loan from a bank for a car or home. At this time the lender demands from the borrower to satisfy him that he has a job and earns enough income to pay the monthly installment.
- To have a home on rent because all the landlords and the property management companies verify that the tenant has employment and the tenant can easily pay the amount of rent at the start of each month.
- When applying to get a reduction in the payment the bank wants proof of current salary before accepting the request of the client.
- For starting a new job most companies demand the candidates to provide proof of their previous employment to verify that they have the relevant experience or not.
