An employment verification letter is written by an employer to confirm that someone works, or worked, for them: their job title, start date and, if they agree, their salary. Fill in the form below and the letter is written for you, ready to sign as a free PDF or send by email.
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What to include in an employment verification letter
The reader wants to check facts quickly and know they can trust them. Keep it to the facts the employee asked you to
confirm, on one page:
Company letterhead or details. The company name, your name and job title, and a work email or phone number the reader can use to check the letter is genuine.
The date. Lenders and landlords often only accept letters dated within the last month or so.
The employee’s full name and job title. Exactly as they appear on payroll, so the name matches the person’s ID.
Start date, and end date if they have left. The core fact every verification letter confirms.
Type of employment. Full-time, part-time, fixed-term or casual, and hours per week if asked.
Salary, only if the employee asked. Pay is personal data. Include it only with the employee’s consent.
A line saying what the letter does not cover. One sentence confirming the letter only covers the facts listed. It protects you and the employee.
Who asks for one, and what they look for
Landlords and letting agents want to know the job is real and the pay covers the rent. Salary and contract type matter most.
Mortgage lenders and banks check income, how long the person has worked there, whether they are on probation and whether the contract is permanent.
Embassies and visa offices want proof of a job to return to. Approved leave dates help, so add them in the last box.
New employers and background-check companies usually only need dates and job title.
If the person asking has their own form, use that instead, or attach this letter to it. Some lenders will only
accept their own form.
Consent and privacy
A verification letter shares someone’s personal information, so write it for the employee, not about them. Good
practice is to:
write one only when the employee asks, or when they have signed a consent form from the lender or landlord;
include only the facts they ask you to confirm, and leave salary out unless they want it in;
send it to the employee, or straight to the organisation they name, and keep a copy on their file;
check the caller first if someone phones to confirm a letter, and never give out more than the letter says.
The tool only uses what you type, and your draft stays in your own browser. Use "Start over" to clear it on a shared
computer.
Data protection and employment laws vary by country and state. This is general information, not legal advice. If
you are unsure what you can share, check your company policy or ask HR or a legal adviser.
Employees: how to ask for one
Email HR or your manager with what the letter is for, who it should be addressed to, the facts it needs to include
(for example salary, or that you have passed probation) and when you need it. Giving them the details up front gets
you the right letter faster. You can also send them a link to this page.
Employment verification letter examples
Six common requests, from a tenancy check to a visa application. Load any one into the tool and change the details.
For a landlord or letting agent
Confirms a permanent job and salary so a tenancy can go ahead.
Employment verification: Daniel Okoro
To whom it may concern,
I am writing to confirm that Daniel Okoro has been employed by Brightwater Hotels Ltd since 13 March 2023, and is currently employed as Front Office Supervisor. I understand this letter is needed for a tenancy application.
The role is full-time, at 40 hours a week. Their current basic salary is £29,800 a year.
Daniel has completed his probation period and is on a permanent contract.
This letter is provided at the request of Daniel Okoro and confirms only the information above. If you need to verify it, please contact me using the details at the top of this letter.
Yours faithfully, Rachel Moore
Why it works: Letting agents mainly want to see that the job is permanent and the pay covers the rent. It gives exactly that and nothing more.
For a mortgage lender
Lenders usually ask for salary, contract type and start date.
Employment verification: Sophie Tran
To whom it may concern,
I am writing to confirm that Sophie Tran has been employed by Clearline Engineering since 2 September 2019, and is currently employed as Senior Quality Engineer. I understand this letter is needed for a mortgage application with Harbour Building Society.
The role is full-time, at 37 hours a week. Their current basic salary is £52,000 a year, plus overtime paid at time and a half.
Sophie is on a permanent contract, is not in a probation period and is not under notice.
This letter is provided at the request of Sophie Tran and confirms only the information above. If you need to verify it, please contact me using the details at the top of this letter.
Yours faithfully, Gareth Hughes
Why it works: Mortgage underwriters check income and job security. Stating the contract type and probation status saves a follow-up call.
For a visa or embassy application
Confirms the job and approved leave for a holiday visa.
Employment verification: Chinedu Eze
To whom it may concern,
I am writing to confirm that Chinedu Eze has been employed by Lagoon Logistics Nigeria Ltd since 6 January 2020, and is currently employed as Fleet Operations Manager. I understand this letter is needed for his visitor visa application.
The role is full-time. Their current basic salary is ₦9,600,000 a year.
Chinedu has approved annual leave from 1 to 19 December 2026 and is expected back at work on 21 December 2026.
This letter is provided at the request of Chinedu Eze and confirms only the information above. If you need to verify it, please contact me using the details at the top of this letter.
Yours faithfully, Amina Bello
Why it works: Visa officers want proof the applicant has a job to return to. The approved leave dates make that explicit.
Former employee, dates and title only
The cautious version many companies use for people who have left.
Employment verification: Ben Whitaker
To whom it may concern,
I am writing to confirm that Ben Whitaker was employed by Marlow Retail Group from 17 May 2021 to 29 August 2025. Their job title when they left was Assistant Store Manager.
This letter is provided at the request of Ben Whitaker and confirms only the information above. If you need to verify it, please contact me.
Yours faithfully, Lisa Grant
Why it works: Many employers only confirm dates and job title for former staff. This keeps to that policy while still being useful.
US: proof of employment for an apartment
American date format, hourly pay and a named property manager.
Employment verification: Alicia Gomez
Dear Ms. Liu,
I am writing to confirm that Alicia Gomez has been employed by Greenleaf Grocers since February 12, 2024, and is currently employed as Shift Lead. I understand this letter is needed for a rental application.
The role is part-time, at 30 hours a week. Their current basic salary is $19.50 an hour.
This letter is provided at the request of Alicia Gomez and confirms only the information above. If you need to verify it, please contact me using the details at the top of this letter.
Sincerely, Marcus Reed
Why it works: Property managers often ask for hourly pay and typical hours. Both are here, with a named contact for checking.
Fixed-term contract for a loan
Shows the contract end date honestly, plus an extension plan.
Employment verification: Tom Ashby
To whom it may concern,
I am writing to confirm that Tom Ashby has been employed by Crestfield Research Ltd since 1 October 2025, and is currently employed as Research Assistant. I understand this letter is needed for a car finance application.
The role is on a fixed-term contract, at 35 hours a week. Their current basic salary is £27,400 a year.
Tom’s contract currently runs to 30 September 2027, and we intend to offer an extension subject to project funding.
This letter is provided at the request of Tom Ashby and confirms only the information above. If you need to verify it, please contact me using the details at the top of this letter.
Yours faithfully, Priya Nair
Why it works: Lenders will see the contract type anyway. Saying clearly when it ends, and that an extension is planned, avoids surprises.
Frequently asked questions
Who should write an employment verification letter? +
Someone with access to the employee’s records and the authority to confirm them: usually HR, payroll, the owner of a small business or the employee’s line manager. Sign it with your real job title and a work contact, so the reader can check it.
Do I need the employee’s permission? +
In most cases, yes. Employment details are personal data, and in many countries privacy laws limit what you can share without consent. The safest approach is to write the letter only when the employee asks, include only what they ask you to confirm, and give it to them or send it where they tell you. Laws vary, so check your local rules. This is general information, not legal advice.
Should I include the employee’s salary? +
Only if the employee has asked you to. Mortgage lenders and landlords usually need it; visa offices often do too. If the employee has not mentioned it, leave the salary box blank and the sentence is left out.
Is an employment verification letter the same as a reference? +
No. A verification letter confirms facts: dates, job title and sometimes pay. A reference gives an opinion of how well someone did their job. If you want to recommend the person, use our reference letter template instead.
What should I write for a former employee? +
Choose "Former employee" in the form and the letter gives the start and end dates and their job title when they left. Many companies confirm only those facts for people who have left, and say nothing about why they left.
Is this employment verification letter template free? +
Yes. Fill in the form, download a free PDF on your letterhead style or copy the text into an email. There is no watermark, and you just need a free account to download.