What is an Employment Verification Letter?
An Employment Verification Letter Email is a formal email sent by an employer or HR department to confirm an individual’s employment details. It is often requested by financial institutions, landlords, or other organizations for purposes such as loan approvals, rental agreements, immigration, or background checks.
Steps to Write an Employment Verification Letter:
1. Use a Professional Format
Use your company’s letterhead if available.
Include the date and recipient’s details (if applicable).
2. Include Employee Details
Full name of the employee.
Job title and department.
Employment start date (and end date, if applicable).
Employment status (full-time, part-time, contract, etc.).
3. Mention Salary Details (If Required)
Base salary or hourly wage.
Additional compensation (if relevant).
4. Specify the Purpose of Verification
If the request specifies a reason (e.g., bank loan, visa application, apartment rental), briefly mention it.
5. Provide Contact Information
Offer a way for the recipient to follow up if needed.
6. Maintain a Professional Tone
Keep the letter concise, factual, and formal.
Here are some Employment Verification Letter Email Templates:
1. General Employment Verification Request
Subject: Employment Verification for [Employee’s Name]
Dear [Recipient’s Name],
I hope you are doing well. This email serves as formal confirmation that [Employee’s Full Name] has been employed at [Company Name] since [Start Date] as a [Job Title] in the [Department Name].
[He/She/They] is currently a [Full-Time/Part-Time/Contract] employee, and as per our records, their annual salary is [Salary Amount] (if required).
If you need any additional details, please feel free to reach out.
Best regards, [Your Name] [Your Job Title] [Company Name] [Your Contact Information]
2. Employment Verification for Loan or Mortgage Application
Subject: Employment Verification for Loan Application—[Employee’s Name]
Dear [Bank/Lender’s Name],
We are writing to verify the employment details of [Employee’s Name], who has applied for a loan with your institution. [He/She/They] has been employed with [Company Name] since [Start Date] and currently holds the position of [Job Title] in the [Department Name].
[Employee’s Name] is a [Full-Time/Part-Time/Contract] employee earning an annual salary of [Salary Amount].
If you require further information, please do not hesitate to contact us.
Best regards, [Your Name] [Your Job Title] [Company Name] [Your Contact Information]
3. Employment Verification for Rental Agreement
Subject: Employment Verification for Rental Application—[Employee’s Name]
Dear [Landlord/Property Manager’s Name],
This letter is to confirm the employment details of [Employee’s Name], who has applied for tenancy at your property. [He/She/They] has been employed with [Company Name] since [Start Date] as a [Job Title].
[Employee’s Name] works as a [Full-Time/Part-Time/Contract] employee and earns [Salary Amount] per year. Based on our records, they are a reliable employee in good standing.
If you require any further information, please feel free to contact us.
Best regards, [Your Name] [Your Job Title] [Company Name] [Your Contact Information]
4. Employment Verification for Visa and Immigration Purposes
Subject: Employment Verification for Visa Application—[Employee’s Name]
Dear [Immigration Officer/Consulate’s Name],
This letter serves as official confirmation that [Employee’s Name] is currently employed with [Company Name] since [Start Date]. [He/She/They] hold the position of [Job Title] in the [Department Name] and is a [Full-Time/Part-Time/Contract] employee.
Their current annual salary is [Salary Amount], and their employment status remains active. Should you require any further verification, please do not hesitate to contact us.
Best regards, [Your Name] [Your Job Title] [Company Name] [Your Contact Information]
5. Employment Verification for Background Check
Subject: Employment Verification for Background Check—[Employee’s Name]
Dear [Background Verification Agency/HR Representative],
I am writing to verify the employment of [Employee’s Name] as part of the background check process. [He/She/They] has been employed with [Company Name] since [Start Date], holding the position of [Job Title] in the [Department Name].
[Employee’s Name] is a [Full-Time/Part-Time/Contract] employee, and their annual salary is [Salary Amount] (if required).
If any additional information is needed, please feel free to reach out.
Best regards, [Your Name] [Your Job Title] [Company Name] [Your Contact Information]