.webp)
If you work in Legal or People Ops, chances are an employee or third party has asked you for a proof of employment letter. Also known as an employment verification letter, this document confirms an employee’s work status, often in support of a visa or mortgage application.
Knowing how to draft employment verification documents correctly and compliantly is essential. There are local labor and privacy laws that protect some information about employees, even if a third party asks. And different reasons for letters means you’ll need different information and approaches at the ready.
In this guide, we’ll cover what an employment verification letter is, common reasons an employee needs one, and templates for different employment verification purposes.
What is an employment verification letter?
An employment verification letter, also known as a proof of employment letter, is a formal document that confirms someone’s current or past employment with a company. People teams typically issue these letters to a third party at the request of the employee.
Banks, immigration officers, landlords, and employers often need this information for proof of income or to verify status or identity. Typically, the letter includes details such as job title, duration of employment, and (in some cases) salary information. It doesn’t have to be long—the more succinct, the better.
Common reasons for employment verification letters
The most common situations where an employee or third party might request an employment verification are similar but require different information, so here’s what to expect from each scenario.
Applying for a mortgage, loan, or rental lease
Lenders and landlords often ask for an employment verification letter to establish and confirm financial stability and the ability to pay for loans and lease agreements. Consistent income and employment reduces the lender or landlord’s risk in underwriting decisions, making it more likely they’ll move forward.
Requesting a visa or immigration support
In order to grant visas or establish residency, government agencies might request an employment verification letter. It helps the agency confirm employment, location, and if a candidate can support themselves.
Verifying income for government benefits
When applying for government assistance—like public housing, unemployment, or financial aid—an employee might need to show that they fall within a specific income range. A proof of employment letter confirms their earnings.
Applying for a new job
In some industries and for certain positions, such as contract work or security-sensitive roles, a prospective employer might ask for an employment verification letter as part of a background check. This helps the company confirm details and corroborate the candidate’s honesty about their previous work.
Satisfying internal HR or audit requirements
Sometimes the request for an employment verification letter comes from another HR department. An organization might request this letter for audit or tax purposes, to confirm eligibility for employee promotions or relocation, or as part of new hire paperwork or onboarding forms. This is one way HR departments check facts and verify that their employee has been honest.
What to include in an employment verification letter
While the exact contents vary by request, most employment verification letters contain the following information:
- Employer’s name and contact information: List your company’s official name and mailing address, as well as a People team member’s contact information, like their email or phone number. This makes it easy for the recipient to verify the letter’s source.
- Employee’s full name and job title: Clearly state the employee's full name and most recent job title.
- Employment dates: Include the employee’s start date and, if applicable, end date.
- Employment status: Identify the employee’s status, whether it’s full-time, part-time, contract, or freelance. This step is important, since misclassifying an employee or contractor can have consequences for everyone later.
- Salary or income details: State the employee’s salary in a monthly or annual amount when the request involves income verification. Just be sure to make it clear which rate you’re sharing.
- Employer signature and official letterhead or seal: Print the proof of employment letter on company letterhead and include the signature of a leader in the appropriate department, such as People Ops or Legal.
Whatever you include in the employment verification letter needs to comply with local labor and privacy laws. When in doubt, double check. If you manage teams across borders and this letter will cross into a new region, a trusted EOR partner can help you remain compliant.
How to write an effective employment verification letter
Writing a compliant employment verification letter is a straightforward process, with four best practices to follow:
- Confirm details with the employee first: Before sending the letter, confirm details with the employee to avoid errors.
- Include only the necessary information for the request: If a request only asks for job title and status, only provide those details. There’s no need to include additional information, such as income information, in requests that don’t ask for it.
- Avoid disclosing sensitive data without permission: Never share salary, benefits, or other personal information unless the employee has provided consent or the law requires your cooperation.
- Provide contact details for follow-up questions: End every employment verification letter with the name, contact information, and job title of the person in your organization who can verify the contents of the letter.
Example employment verification letters
These employment verification samples form the foundation of the basic document. Not all letters will look exactly like this, but these employment verification letter templates will give you a good place to start when you receive a request.
General proof of employment
“To whom it may concern,
This letter confirms that (employee name) is employed with (your company name) as a (job title). (He/She/They) started employment on (start date) and is currently a (part-time/full-time) employee.
If you need further information, feel free to contact us at (contact info).
Sincerely,
(Name/title/company name)”
Income verification for a financial institution
“To whom it may concern,
This letter confirms that (employee name) is employed with (your company name) as a (job title). (His/Her/Their) current salary is (enter monthly or annual amount, specifying frequency) and (he/she/they) have been employed since (start date).
If you have further questions, please contact us at (contact info).
Sincerely,
(Name/title/company name)”
Employment verification for visa or immigration use
“To whom it may concern,
This letter confirms that (employee name) is employed with (your company name) as a (job title) in (city, state, country). (He/She/They) started employment on (start date) and is currently in good standing. We are providing this letter in support of (his/her/their) (visa/residency/work permit) application.
Please contact us at (contact info) if you need further verification.
Sincerely,
(Name/title/company name)”
Ensure every hire meets compliance standards with Oyster
If you manage distributed teams—epsecially with employees worldwide—it can be extra tricky to issue these letters across borders because labor and privacy laws vary. Different states, regions, and countries have different labor and data protection laws, as well as minor expectations like formatting or language formality. Visas and work permits, such as digital nomad visas and the H-1B visa, have their own requirements, too.
Oyster’s global compliance solution simplifies employment verification letters—and other critical HR processes—by acting as the legal employer and maintaining up-to-date employment documentation for international hires. Oyster handles everything from payroll to navigating regional laws so you can focus on finding the right talent and growing your business.
Book a demo to learn more about Oyster’s EOR and global compliance support.
About Oyster
Oyster is a global employment platform designed to enable visionary HR leaders to find, engage, pay, manage, develop, and take care of a thriving distributed workforce. Oyster lets growing companies give valued international team members the experience they deserve, without the usual headaches and expense.
Oyster enables hiring anywhere in the world—with reliable, compliant payroll, and great local benefits and perks.
