An employment verification letter confirms the current or former employee's employment status. The employment verification letter is a response to a request for information from a potential employer, government agency, or bank, for example.
A bank might request employment verification in order to make a decision about a house or automobile loan. The potential employer may verify dates of employment and salary. Government agencies might seek this information to request wage garnishment. The majority of requests will come from potential employers and banks and other lending agencies.
Commonly, the request for employment verification seeks the individual's employment status, job title, and salary. Occasionally, an employment verification requests employment history, address in the employment file, salary growth, and an assessment of job performance. Some employees request a letter of employment verification when they leave your employ.
Each employer needs to establish an employment verification policy and follow it.
How to Provide Employment Verification
An employment verification letter is typed on stationery or you can also use a standard form that includes your company's name and logo. Make sure that you notify a current employee that an employment verification letter has been requested and by whom to make sure that the employee is authorizing the disclosure.
This practice is recommended, as a courtesy to the current employee, even when his or her signature is on the form that requests and authorizes the employment verification letter. You will want your communication with external organizations transparent to the employee.
For example, an employee may be waiting stressfully to learn whether he is eligible for a bank loan. Letting him know that you are responding to the bank's request for information is transparent communication that will relieve his stress.
Disclosure of Information About a Former Employee
If the employment verification request asks for information about a former employee, make sure that you have a signed release of information on file. You would have obtained this release when you met with an exiting employee to review the employment ending checklist.
Or, the request for employment verification must contain the former employee's signature authorizing the request. You should check the signature against signatures you have in the employee file.
Sample Employment Verification Letter
Dear Madam / Sir:
The purpose of this letter is to verify the employment of the named employee.
Employee Name: Susan Smith
Social Security Number: 000-00-0000
Date of Birth: 08-19-78
Employee Susan Smith is (was) an employee of the XYZ Company.
Employment Dates: January 22, 2011, until current.
Job Title: Public Relations Specialist
Current (Final) Salary: $62,000.00 per year plus potential quarterly performance bonus.
Please feel free to contact us if you need additional information that is not included on this form
Signature of Authorized Employee
Human Resources Department
Date of response
Please note: Susan Heathfield makes every effort to offer accurate, common-sense, ethical Human Resources management, employer, and workplace advice both on this website, and linked to from this website, but she is not an attorney, and the content on the site, while authoritative, is not guaranteed for accuracy and legality, and is not to be construed as legal advice.
The site has a world-wide audience and employment laws and regulations vary from state to state and country to country, so the site cannot be definitive on all of them for your workplace. When in doubt, always seek legal counsel or assistance from State, Federal, or International governmental resources, to make certain that your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.