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.
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.
An employment verification letter is typed on stationery or you use a standard form. 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 authorizes the employment verification letter.
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.
Sample Employment Verification Letter
Dear Madam / Sir:
Employee Name: Susan Smith
Social Security Number: 000-00-0000
Date of Birth: 08-19-75
Employee Susan Smith is (was) an employee of the XYZ Company.
Employment Dates: January 22, 2008 until current.
Job Title: Public Relations Specialist
Current (Final) Salary: $42,000.00 per year plus potential quarterly performance bonus.
Please feel free to contact us if you need additional information.
Signature of Authorized Employee
Disclaimer – 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 your legal interpretation and decisions are correct. The information on this site is for guidance, ideas, and assistance only.