Employment verification letter template

LiveRec EditorialUpdated

An employment verification letter is a short document from an employer confirming that a person works, or worked, for the company. It usually states the name, job title, employment dates and, if the employee agrees, pay. Send the template on company letterhead, signed by HR or a manager, and only to a requester you have confirmed.

At a glance

  • Common requesters: landlords, lenders, visa or benefits offices, and new employers.
  • Always include: employee name, company, job title, start date, and end date or "current".
  • Include pay or hours only with the employee's written permission.
  • Never include opinions, medical details or reasons for leaving unless the employee asks and you have a clear policy.

Template: short version

[COMPANY LETTERHEAD]
[DATE]

To whom it may concern:

This letter confirms that [EMPLOYEE FULL NAME] [is currently employed / was employed] by [COMPANY LEGAL NAME] as [JOB TITLE]. Employment [began on [START DATE] / ran from [START DATE] to [END DATE]]. [He/She/They] works [full-time / part-time] ([HOURS] per week).

For questions, contact [HR NAME] at [EMAIL] or [PHONE].

Sincerely,
[NAME]
[TITLE], [COMPANY]

Template: detailed version (with pay)

[COMPANY LETTERHEAD]
[DATE]

Re: Employment verification for [EMPLOYEE FULL NAME]

This letter confirms, at the written request of [EMPLOYEE FULL NAME], that [he/she/they] is employed by [COMPANY LEGAL NAME] as [JOB TITLE] in the [DEPARTMENT]. Employment began on [START DATE]. [He/She/They] is a [full-time/part-time], [permanent/temporary] employee working [HOURS] hours per week.

Current base pay is [AMOUNT] per [year/hour]. [Additional pay such as bonus or commission: DESCRIBE, OR "None"].

This information is accurate as of the date of this letter.

Sincerely,
[NAME], [TITLE], [PHONE], [EMAIL]

How to handle requests

  1. Confirm the requester. Call back on a known number or use the employee's written authorization.
  2. Get the employee's consent for any pay information.
  3. Use a single approved template so every letter is consistent.
  4. Keep a copy with the date it was sent and to whom.
  5. Route lender requests to your payroll or HR contact, as some use verification platforms.

What to leave out

  • Performance comments, discipline, or reasons for leaving, unless the employee requests and your policy allows it.
  • Health, disability, family or other protected information.
  • Information about other people.

Sources

  • LiveRec editorial templates; no external data used (accessed 31 October 2026)