Struggling to request or write an employment verification letter?

Whether for a loan request, an application for a visa, or even a new job opportunity, some situations might ask for this sort of document as part of the process.

This article is going to guide you through the most common situations — no matter if you are the one asking or the one writing one!

We'll be covering:

What Is An Employment Verification Letter?

How To Request An Employment Verification Letter (With Samples)

How To Write An Employment Verification Letter

Let's get started!

What Is An Employment Verification Letter?

An employment verification letter, or job verification letter, is a document that confirms an employee's or job seeker's employment status. The document can be used to confirm:

• Employment dates
• Salary information
• Specific capacities
• And other details

This document is often used in one of the following cases below:

1. Application for a home mortgage or an auto loan
2. Application for renting household
3. Request for a loan payment reduction or deferral
4. Application for an H1B visa
5. Starting a new opportunity with another company

If you are an employee requesting a verification letter or an HR professional handling an employee's request, this article is for you! We'll be walking through the process for each case and showing you how to request a job verification letter and how to write one, too. 

Let's start with…

How To Request An Employment Verification Letter

If you need to request a job verification letter, the very first thing you need to do is find out the person or department in charge of handling employment document requests.

In most cases, these requests may be handled by Human Resources (HR). However, if your company doesn't have an HR department, you might want to ask your employer, direct supervisor, or even payroll manager.

Some companies have different procedures for requesting an employment verification letter — like filling in a form or going to a specific person for your request.

In most cases, though, you'll probably have to send out an email to the person responsible.

If that's the case, then after you've identified the person handling your request, it will be time to get to…

Writing Your Employment Verification Letter Request Via E-mail

No matter the purpose of the document you are requesting, your request email should contain the following sections:

1. An introduction explaining the nature of your request (e.g. mortgage)
2. The information the company needs to verify (e.g. employment dates)
3. The contact channels the company needs to send the letter (e.g. e-mail)
4. The desired deadline the company should meet
5. And a final note thanking the company for their time!

By the end, your request should look something like this:

Now, let's see how that would wrap up in some specific examples!

When Applying For Mortgage

If you're applying for a mortgage and you are asked to fill out a job verification letter, here's how you could craft your e-mail request:

Dear Denis Watson,

I hope this message finds you well. I am currently in the process of applying for a mortgage with SecureHome Mortgage Company, and they require an employment verification letter as part of the application process.

Could you please provide a verification letter that includes the following information:

1. Confirmation of my employment status (full-time).
2. My job title and a brief description of my job duties.
3. My start date with the company.
4. My current salary and any additional compensation (bonuses, commissions, etc.).

SecureHome Mortgage Company has requested that the verification letter be sent via email to their Mortgage Processing Department at [email protected]. They have requested that this information be provided by August 15, 2024, to ensure timely processing of my mortgage application.

Thank you very much for your assistance and cooperation. If you have any questions or need further information, please feel free to contact me at (555) 123-4567 or mquinn@gmail.com.

Sincerely,

Marina Quinn

When Applying For Rent

When applying for rent, your job verification letter can be similar to when applying for a mortgage. Here's how you could craft your e-mail request:

Dear Chad Frederick,

I hope this email finds you well. I am currently in the process of applying to rent a house, and the property management company, SafeNest Rentals, requires an employment verification letter as part of their application process.

Could you please provide a verification letter that includes the following information:

1. Confirmation of my employment status (full-time).
2. My job title and a brief description of my job duties.
3. My start date with the company.
4. My current salary and any additional compensation (bonuses, commissions, etc.).
5. A summary of my employment history with the company.

SafeNest Rentals has requested that the verification letter be sent via email to their Rental Application Department at [email protected]. They have requested that this information be provided by August 15, 2024, to ensure timely processing of my rental application.

Thank you very much for your assistance and cooperation. If you have any questions or need further information, please feel free to contact me at (555) 123-4567 or [email protected].

Best regards,

Sallie Curtis

When Applying For Loan Payment Reduction

When applying for a loan payment reduction, this is how you can craft your email request:

Dear Linda Woodward,

I hope this message finds you well. I am writing to request your assistance with an application for a loan payment reduction from PrimeBank. They require an employment verification letter to proceed with my request.

Could you kindly provide a letter verifying the following details:

1. My current employment status (full-time).
2. My job title and a brief overview of my responsibilities.
3. My start date with the company.
4. My current salary along with any additional compensation (bonuses, commissions, etc.).

PrimeBank has requested that the verification letter be sent via email to their Loan Assistance Department at [email protected]. They have asked for this information to be provided by August 15, 2024, to facilitate the timely processing of my application.

Thank you very much for your time and assistance with this matter. If you need any additional information or have any questions, please feel free to contact me at (555) 123-4567 or [email protected].

Sincerely,

Jaydon Bonilla

When Applying For Visa Or Immigration

When requesting an employment verification letter for a visa application, this is how you could craft your e-mail:

Dear Louis Winter,

I hope this message finds you well. I am writing to request your assistance with my H1B visa application. As part of the application process, the immigration authorities require an employment verification letter.

Could you kindly provide a letter verifying the following details:

1. My current employment status (full-time).
2. My job title and a brief overview of my responsibilities.
3. My start date with the company.
4. My current salary along with any additional compensation (bonuses, commissions, etc.).
5. A summary of my employment history with the company.

The immigration authorities have requested that the verification letter be sent via email to their office at [email protected]. They have asked for this information to be provided by August 15, 2024, to ensure timely processing of my H1B visa application.

Thank you very much for your time and assistance with this matter. If you need any additional information or have any questions, please feel free to contact me at (555) 123-4567 or [email protected].

Sincerely,

Allan Robertson

When Starting A New Job With Another Company

In this case, it could be a nice touch to reassure your former employer that you are grateful for the opportunity of working for them during the time you spent at the company. Here's an example of how you could craft your request:

Dear Leyla Elliott,

I hope this message finds you well. I am excited to share that I have accepted a new position with BlueWave and will be starting on August 15th, 2024. I am looking forward to this new chapter and am grateful for the experiences and skills I gained while working at Stellar Wealth.

As part of my onboarding process, my new employer requires verification of my previous employment. I kindly request that you verify the following information:

1. Employment dates
2. Job title
3. Duties and responsibilities

Please send the verification letter via email to [email protected]. They would appreciate receiving this information by August 5, 2024, to ensure a smooth transition.

Thank you very much for your time and assistance. If you have any questions or need further information, please do not hesitate to contact me at (555) 123-4567.

Best regards,

Malika Lyons

These examples should have you covered for different situations!

Now, if you are on the other end of the situation and you're the one having to write an employment verification letter, the next section is for you!

How To Write An Employment Verification Letter

If you were assigned the task of writing the letter, then these are the steps you'll want to take:

1. Add your company's letterhead
2. Add the current date
3. Add the third-party name and address
4. Add a personalized greeting
5. Explain your relationship with the employee
6. Provide context of the time they worked with you
7. Verify the information requested
8. Close with your contact information
9. Sign-off

Your letter might end up looking something like this:

Now, let's see how that would wrap up in some specific examples!

Free Employment Verification Letter Samples & Templates

We took the most common situation where a job verification letter might be required and packed it up into a few examples.

Let's start with…

Home Mortgage Or An Auto Loan

When writing a job verification letter, this is how you could craft one:

Tech Innovators Inc.
123 Tech Drive
Cityville, State 12345
Phone: (555) 987-6543
Email: [email protected]

August 5, 2024

Mortgage Department
ABC Bank
123 Finance Street
Cityville, State 12345

To the Mortgage Department at ABC Bank,

I am writing to verify the employment of Robert Johnson at Tech Innovators Inc. As his direct supervisor, I have had the pleasure of working closely with Robert since March 1, 2018.

Robert holds the position of Senior Software Developer and is a full-time employee. During his time with us, he has consistently demonstrated reliability and dedication in his role.

Robert currently earns an annual salary of $85,000, which is paid on a monthly basis. This information is provided for the purpose of Robert's application for a home mortgage.

If you have any questions or need further information, please do not hesitate to contact me at (555) 987-6543 or [email protected].

Sincerely,

Emily Davis
Director of Engineering
Tech Innovators Inc.
(555) 987-6543
[email protected]

Renting Household

When writing a job verification letter for renting, this is how you could craft one:

Greenfield Marketing Solutions
789 Market Street
Cityville, State 12345
Phone: (555) 123-9876
Email: [email protected]

August 5, 2024

Leasing Office
Sunshine Apartments
456 Rental Lane
Cityville, State 12345

To the Leasing Office at Sunshine Apartments,

I am writing to confirm the employment of Sarah Brown at Greenfield Marketing Solutions. As her direct supervisor, I have had the opportunity to work with Sarah since May 10, 2019.

Sarah is employed as a Marketing Specialist and has been a full-time member of our team. She has proven to be a reliable and responsible employee throughout her tenure.

Sarah earns an annual salary of $60,000, paid on a bi-weekly basis. This verification is provided for Sarah's application to rent a household.

Should you require any additional information, please feel free to contact me at (555) 123-9876 or [email protected].

Sincerely,

Michael Anderson
Marketing Manager
Greenfield Marketing Solutions
(555) 123-9876
[email protected]

Loan Payment Reduction

When writing a letter for a loan payment reduction, this is how you could craft it:

Data Insights LLC
456 Data Avenue
Cityville, State 12345
Phone: (555) 246-1357
Email: [email protected]

August 5, 2024

Loan Services Department
Financial Relief Corp.
789 Assistance Road
Cityville, State 12345

To the Loan Services Department at Financial Relief Corp.,

I am writing to verify the employment of Emily White at Data Insights LLC. As her direct supervisor, I have closely worked with Emily since July 1, 2021.

Emily serves as a Data Analyst and is a full-time employee. She has been a dedicated and valuable member of our team.

Currently, Emily earns an annual salary of $70,000, which is paid on a monthly basis. This information is provided to support Emily's request for a loan payment reduction or deferral due to unforeseen financial circumstances.

If you need any further information, please do not hesitate to contact me at (555) 246-1357 or [email protected].

Sincerely,

David Lee
Head of Data Analytics
Data Insights LLC
(555) 246-1357
[email protected]

Visa Or Immigration

When crafting a letter of verification for a visa application, this is how you could craft one:

Synergy Global Corp.
789 Synergy Lane
Cityville, State 12345
Phone: (555) 321-7654
Email: [email protected]

August 5, 2024

U.S. Citizenship and Immigration Services
[Address]

To the U.S. Citizenship and Immigration Services,

I am writing to confirm the employment of Rajesh Patel at Synergy Global Corp. As his direct supervisor, I have had the pleasure of working with Rajesh since September 20, 2017.

Rajesh holds the position of Project Manager and is a full-time employee. He earns an annual salary of $95,000, paid on a bi-weekly basis.

We are in full support of Rajesh Patel's H1B visa application as he is an essential part of our team, demonstrating exceptional skills and commitment in his role.

If you require any additional information, please contact me at (555) 321-7654 or [email protected].

Sincerely,

Karen Thompson
Senior Vice President
Synergy Global Corp.
(555) 321-7654
[email protected]

New Employer

When writing a job verification letter for a new employer, be sure to properly address the person or department responsible and close your letter by wishing your employer well!

Bright Future Solutions
123 Innovation Road
Cityville, State 12345
Phone: (555) 654-3210
Email: [email protected]

August 5, 2024

HR Department
NextGen Innovations
101 Future Drive
Tech City, State 54321

To the HR Department at NextGen Innovations,

I am writing to verify the employment of Linda Green at Bright Future Solutions. As her direct supervisor, I have had the privilege of working with Linda since January 5, 2016.

Linda has served as a Product Manager and has been a full-time member of our team. She has consistently demonstrated professionalism and dedication in her role.

Linda has decided to pursue a new opportunity and will be leaving our company. Her last working day will be August 31, 2024. She earns an annual salary of $80,000, paid on a monthly basis.

We wish Linda all the best in her future endeavors. If you need any further information, please contact me at (555) 654-3210 or [email protected].

Sincerely,

Paul Martinez
Chief Operating Officer
Bright Future Solutions
(555) 654-3210
[email protected]

Final Notes