Employment verification letter: Sample, format, meaning and more

An employment verification letter (EVL) is typically asked by a company, such as a bank or landlord. So, they did it to confirm your current (or prior) job status and other employment facts. Then, if you have never written an (EVL) before, it may appear challenging. What exactly is it that you mention in this letter? What should you include, and what should you leave out? So, the good news is that writing job verification letters is not difficult.

So, this post is for you if you have been requested to write an (EVL) but do not know where to begin or how to proceed. However, before we get into how to draft an (EVL), let’s first define what it is and why employees want it. In this article, we are talking about this topic. So, keep reading to know more about it.

Employment verification letter meaning

The (EVL), also known as a proof of employment letter, evidence of income, work verification letter. So, it is an official document that certifies a person’s status, date of employment and job title. Also, the requester used this letter to demonstrate to a third party. So, they presently work or formerly worked for your organization, or that they have a legitimate source of income. An employee may obtain an (EVL) for a variety of reasons. These are some examples.

Examples

  • When interviewing for a new job, the employer may request an (EVL). So, they did it to confirm that the candidate held the position and was accurate about their wage.
  • When renting a new flat, the landlord may seek a job verification letter to establish that the tenant has a steady source of income and can easily afford the rent. Landlords do this to prevent renting out their home to persons who would struggle to pay their rent.
  • When applying for a mortgage, the bank or financial institution may seek evidence of income. So, they did it to ensure that the person has sufficient income to repay the mortgage on time. So, the same is true when applying for other types of loans.
  • If a worker’s compensation claim is submitted, the insurance company may require an (EVL). So, it is required to prove that the person is truly an employee of the company for which they claim to work.
  • When asking for social assistance for their children, such as a scholarship or a bursary, they may be requested to present an (EVL) to establish that their income level qualifies them for the bursary. Also, many other social services are in the same boat.
  • So, when applying for a visa to go overseas, you may be requested to submit proof of work. By demonstrating that you are working, you demonstrate that you have a motive to return to your home country. Also, it raises your chances of being given the visa.
  • The reasons listed above are only a few of the many reasons why someone would want an employment verification letter. So, there are various different scenarios in which someone may be required to confirm their work status.

Other

While the job verification letter is a basic document, it is important to know that it is subject to various legal requirements. So, this is due to the fact that this document entails the sharing of an employee’s personal data with a third party. You must ensure that you are in accordance with data protection legislation and employment laws while preparing the employment verification letter, or you risk facing legal action.

The laws that apply while drafting the (EVL) will be determined by the employee, the third party who requires confirmation of employment, and the employee’s agreement to have their data shared with third parties.

Employment verification letter sample

Sample 1

PQR Inc.

134 Main Street

Dallas, TX 75201

June 28, 20XX

JKL Loan Company, LLC

444 First Ave.

Dallas, TX 75001

To Whom It May Concern,

 Please accept this letter as verification of Rick’s employment with the ABC Inc.

Employee Name: Rick Ross

Employment Dates: April 7, 20XX – Present

Current Job Title: Senior User Branch Manager

Current Salary: $190,000

If you have any questions or need any additional information, please feel free to contact us at 214-555-0101 or [email protected]

Sincerely,

Rhea Roy

Branch Manager

PQR Inc.

Sample 2

PQR Inc.

134 Main Street

Dallas, TX 75201

June 28, 20XX

JKL Inc.

444 First Ave.

Dallas, TX 75001

Dear Mr. Sarkar,

This letter is to confirm that Rick Ross was employed as a Senior User Branch Manager at PQR Inc. from April 7, 20XX to September 27, 20XX.

If you have any questions or need any additional information, please feel free to contact us at 214-555-0101 or [email protected]

Sincerely,

Rhea Roy

Branch Manager

PQR Inc.

Employment Verification Letter format

Let’s look at some of the details you should avoid using in your (EVL) below:

  • Your thoughts: Because the job verification letter is not a reference letter, you should omit your thoughts on the employee’s personality, work performance, work ethic, and so on. Simply confirm whether or not the individual is an employee of your organization.
  • Salary of the employee: Then, if the receiver of the letter has not expressly requested pay data from the employee, leave it out.
  • Number of Social Security: Because a person’s social security number is extremely personal, you should never provide data regarding the employee’s social security number. Then, if the receiver wishes to confirm such information, direct them to the Department of Social Security or eVerify.
  • Other personal information: You should also exclude any personal data about the employee that does not pertain to their employment status, such as their health information, marital status, failed drug tests, previous legal trouble, job performance, reasons why you would recommend someone not hire or approve them for whatever they are applying for, and so on. Sharing such data may constitute a violation of the law, thus it is preferable to avoid it.

Employment Verification Letter Template word

Sample 1

[Insert relevant government contact data and date here]

Sir/Madam:

This letter confirms that [insert name] works at [insert company name] and is employed in the role of [insert position]. His or her current annual/monthly/weekly gross income is [insert salary] USD. He or she works [enter full or part-time] hours.

If you have any more queries, please contact our human resources department at [insert phone number].

Sincerely,

[Signature]

[Insert your name and contact details here]

Sample 2

Name

Job Title

Company Name

Address

City, State Zip Code

Date

Name of Person Requesting Verification

Job Title

Company Name

Address

City, State Zip Code

Dear Mr./Ms. Last Name,

This letter is to confirm that (employee name) has worked for (business name) since (start date).

If you want any extra data on (employee name), please contact me at (your phone number).

Sincerely,

(Handwritten Signature)

Your Name

Employment Verification Letter for VISA

Date: [Date of issuing employment verification letter]

To Whom It May Concern:

Dear Sir/Madam,

This is to certify that Mr. [First Name] [Last Name] is an employee at [Company Name] and is working as a [Designation] since [Date]. [His/Her] current gross salary is USD [xx,000] ([salary in words]) per annum.

If you have any questions regarding Mr. [First Name]’s employment, please contact our office at [Office HR Phone Number].

Sincerely,

[Signature of person issuing this letter]

[Manager HR] or [Designation]

Employment Verification Letter h1b

<Date > ( Most recent date, ideally closer to when you would be interviewing)

To

The U.S. Consulate General,

<US Consulate General Address>

(EVL) for <H1B Applicant Name >

To Whom It May Concern :

Dear Sir / Madam,

This is to confirm that <H1B Applicant Full Name>, holder of passport number <XXXX> has been employed with <Name of the company> since <Start Date of employment> as a full-time employee. <He/She> currently holds the designation of <Designation at the company> with an annual salary of < Yearly Salary> [ <Salary in Words >]

If you require any further data or clarification on the employment of <H1B applicant name>, please do not hesitate to contact us at <Company/ person phone number > or email us at <company HR email >.

Thank you,

Yours Faithfully,

<Signature of the HR Manager / relevant Person>. <Company Seal >

Authorized Signatory

<Designation of the person signing>

<Company Name>

Employment Verification Letter for bank loan

When applying for a bank loan, one must provide the concerned person’s job verification letter. A bank needs this job verification letter to ensure that the applicant has a regular income and can pay the amount on time. For this, the applicant must provide employment data from the relevant employer. So, the authority of the relevant firm certifies the applicant in terms of providing data about his employment and income in the letter. To make the letter content authentic, the authority must sign the letter, and the letter must be written on the firm letterhead. So, the letter’s specifics assist the applicant in obtaining the bank loan.

Sample

[Authority name of the concerned company]

[His/her designation]

[Name of company]

[Company address]

[Date]

[Name of bank authority]

[His/her designation]

[Bank name]

[Bank address]

RE: employment verification for [name of the loan applicant

Dear [name of the Bank authority]

The letter is intended to complete your verification procedure for [name of the loan applicant employment]’s verification in terms of applying for a bank loan in your bank. So, this is to notify you that [name of the loan applicant] is now employed as a [designation of the applicant] at our firm [name of the company].

In terms of his job, he has been with our firm for [time duration], and his monthly gross income is [monthly salary amount]. Aside from that, he is a very honest and true guy who does not allow any room for dissatisfaction in any profession.

I hereby attest that the data above is correct to the best of my knowledge. So, i hope this data is useful to you in your verification process. Please contact us if you require any further data on [name of the applicant].

Sincerely,

[Signature of the authority]

[Name of the authority]

[Designation]

[Company name]

Employment verification letter for immigration

It is vital to give evidence of current income or evidence of continuous work when filing certain USCIS immigration applications. An (EVL) is one way to demonstrate current income and/or job status (EVL).

Sample

May 1, 2019

USCIS

PO Box 805887

Chicago, IL 60680-4120

RE: Employment verification for Joel Bacungan

To Whom It May Concern:

This letter confirms that Joel Bacungan has been employed as an Operations Manager at Acme

Solutions for the past nine months. He was hired on August 3, 2018. So, this is a full-time position.

His current gross annual salary is $67,000.

Please feel free to contact me at 513-555-1212 if you require additional information.

Sincerely,

Rick Ross

Director of Human Resources

Employment Verification letter necessary

An employee often obtains an (EVL) for one of four reasons:

  • They’re asking for a house loan or an auto loan, and the lender wants to make sure the employee has consistent work and adequate money to support monthly payments before granting the loan.
  • They’re seeking to rent a house, and the property management business wants to make sure they can afford the deposit, rent, upkeep, and other fees.
  • They wish to reduce or delay their loan payments, and the bank needs to see proof of current income before deciding whether to grant their request.
  • They are interviewing with another firm, and the company wants to verify their data as part of the background check procedure.
  • While the employee is not required to explain why they are requesting an employment verification letter, it is critical that they describe which pieces of data the other party wants as well as their contact data (e.g., address, preferred method of delivery).

Some frequently asked questions

How do I write a proof of employment letter?

  • First, Employer address.
  • Then, Name and address of the company requesting verification.
  • Then, Employee name.
  • Also, Employment dates.
  • Then, Employee job title.
  • Then, Employee job description.
  • Also, Employee current salary.
  • Finally, Reason for termination.

What is a letter of employment verification?

An (EVL) (EVL) is typically asked by a company, such as a bank or landlord, to confirm your current (or prior) job status and other employment facts.

Is an (EVL) the same as an offer letter?

Although an offer letter and an employment contract have certain similarities, they are not the same thing. An offer letter contains extremely basic employment terms and conditions, usually subject to the completion of a successful background check and/or medical test, and emphasizes that employment is at-will.

How do third parties verify employment?

The third party gathers and arranges all data about a candidate’s previous and current job. Then, someone with the necessary authorization contacts the third-party firm. So, it provides that person with their log-in credentials as well as a code that identifies the employee in question.

How do I ask my boss for a letter of employment?

  • Fill out an employment verification form first.
  • Second, if required, create a brief letter of permission.
  • Following that, submit a list of all needed details.
  • Finally, give your contact details to round off your request.

Why do you need employment verification?

The process of establishing a job candidate’s previous work history is known as employment verification. So, this guarantees that the individual has the requisite experience to do the desired job properly. Employment verification can also identify fake employment claims, gaps in employment, and job title forgery.

What causes a red flag on a background check?

Inconsistency is one of the most prevalent red flags in a background check. Then, ifa background check for employment turns up material that contradicts what the candidate and their résumé informed you, you should look into it.

What is an employer certificate?

Employer certificates are written documents in which the applicant’s employer verifies that the applicant lives at a specific address and that the address has been confirmed. Companies typically do background checks as part of their recruitment process. Also, it usually includes address verification.

What can HR ask a previous employer?

  • Dates of employment.
  • Educational degrees and dates.
  • Job title.
  • Job description.
  • Why did the employee leave the job?
  • Whether the employee was terminated for cause.
  • Whether there were any issues with the employee regarding absenteeism or tardiness.
  • Whether the employee is eligible for rehire.

What is an employment letter?

An employment verification letter (EVL) is typically asked by a company, such as a bank or landlord. So, they did it to confirm your current (or prior) job status and other employment facts. Then, if you have never written an (EVL) before, it may appear challenging. What exactly is it that you mention in this letter? What should you include, and what should you leave out? So, the good news is that writing job verification letters is not difficult. So, this post is for you if you have been requested to write an (EVL) but do not know where to begin or how to proceed. However, before we get into how to draft an (EVL), let’s first define what it is and why employees want it.

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