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Employment Verification Letter Template
An employment verification letter confirms a person's job title, dates and, if asked, pay. Samples for mortgage, rental, visa, USCIS and proof of income.
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What you get
- A blank letter with every field lenders, landlords and consulates check
- Six filled-in samples: mortgage lender, landlord, travel visa, USCIS experience letter, proof of income, former employee
- An employee request letter for asking HR for verification
- A phone script for verbal verification calls (including lender VVOE calls)
- A disclosure policy table: what to confirm, what to confirm only with consent, what to decline
- A request log so every letter sent is on record
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Blank template: standard employment verification letter
[Company letterhead] [Date] [Recipient name] [Organization] [Address] Re: Employment verification for [Employee full legal name] Dear [Recipient name / To whom it may concern], This letter confirms that [Employee full legal name] has been employed by [Company legal name] since [Start date]. [He / She / They] currently hold[s] the position of [Job title] in our [Department] department and work[s] [full-time / part-time], an average of [number] hours per week. [Include only with the employee's written consent:] [Employee first name]'s current base pay is [$amount] per [year / hour], paid [weekly / biweekly / semi-monthly / monthly]. [Optional: [He / She / They] [is / are] also eligible for [bonus / commission / overtime], which totaled [$amount] in [year].] This information is accurate as of the date of this letter. If you need to confirm any detail, contact me at [phone] or [email]. Sincerely, [Signature] [Name] [Title] [Company legal name] [Company address]
Worked example: verification for a mortgage lender
Northfield Logistics, Inc. 1200 Harbor Way, Tacoma, WA 98402 October 8, 2026 Mortgage Underwriting Cascade Home Lending 400 Pine Street, Seattle, WA 98101 Re: Employment verification for Daniel R. Ortiz (loan #[number]) To the underwriting team, At Daniel Ortiz's written request (authorization attached), this letter confirms that he has been employed by Northfield Logistics, Inc. since March 4, 2019. He is a full-time, salaried Operations Manager working 40 hours per week, and he is not in a probationary period. Daniel's current base salary is $86,500 per year, paid biweekly. He is eligible for an annual performance bonus; his bonus was $6,200 for 2024 and $7,100 for 2025. We have no plans to end Daniel's employment. This information is accurate as of the date above. To verify, please call me directly at (253) 555-0148 or email hr@northfieldlogistics.example. Sincerely, Priya Natarajan HR Manager, Northfield Logistics, Inc.
Details to collect before writing
- Requester and purpose— lender, landlord, consulate, USCIS, agency, or the employee
- Recipient name, organization and address— or "To whom it may concern" if the employee will hand it over
- Signed employee authorization on file?— required before disclosing pay to a third party
- Employee full legal name— match the name on their ID or application
Which sample to use
| Requester | What they need | Include pay? | Sample |
|---|---|---|---|
| Mortgage lender | Title, start date, status, hours, base pay, bonus/overtime history | Yes, with consent | Worked example above |
| Landlord or property manager | Employment status and income | Usually annual or monthly income | Sample 2 |
| Consulate (tourist or business visa) | Employment, approved leave dates, return to work | Sometimes | Sample 3 |
| USCIS (green card or work visa experience) | Title, dates, hours, detailed duties | No, unless asked | Sample 4 |
Sample 2: Landlord or rental application
[Company letterhead] [Date] To: [Property manager name], [Property or management company] Re: Employment and income verification for [Employee name] Dear [Name], [Employee name] has worked for [Company name] since [Start date] as a [full-time / part-time] [Job title]. [His / Her / Their] employment is ongoing. With [Employee first name]'s permission, I can confirm [his / her / their] current gross income is [$amount] per [year / month]. If you have questions, I can be reached at [phone] or [email]. Sincerely, [Name], [Title]
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How to use this template
- 1
Find out who the letter is for
A lender wants pay and status, a landlord wants income, a consulate wants approved leave dates, and USCIS wants a description of duties. Pick the matching sample below.
- 2
Get written consent before disclosing pay
If the request came from a third party, confirm the employee signed an authorization. Dates and title are routine; salary should only go out with consent.
- 3
Pull every figure from the HRIS or payroll
Check title, start date, status, hours and current base pay against live records, not the offer letter. Lenders compare your figures with pay stubs and W-2s.
- 4
Print on letterhead with a named signer
Sign as someone in HR or management who can confirm the facts, and include a direct phone number or email so the recipient can call to verify.
- 5
Send it and log it
Send to the named recipient or give it to the employee, then record the date, recipient and what was disclosed in the request log.
Frequently asked questions
What is an employment verification letter?
A short letter from an employer confirming that a person works, or worked, there. It states the job title and dates of employment, and often the employment status, hours and pay. Lenders, landlords, consulates, USCIS and government agencies ask for it to check what an applicant has told them.
What should an employment verification letter include?
The employee's legal name, job title, start date (and end date if they have left), full-time or part-time status, and the signer's name, title and contact details on company letterhead. Add pay, pay frequency and bonus history only when the requester needs it and the employee has consented.
How do I get an employment verification letter from my employer?
Email HR (or your manager at a small company) saying what the letter is for, what it must include, who it should be addressed to, and your deadline. Attach any consent form the requester supplied. The employee request letter above covers all of this. If your employer uses a service like The Work Number, HR may point you there instead.
Can an employer refuse to provide an employment verification letter?
In most states, yes; no federal law requires employers to write one. A few states have service-letter laws that require an employer to confirm dates and certain other details for a former employee who asks in writing, such as Missouri (RSMo 290.140). In practice most employers confirm dates and title, and many will confirm pay with the employee's consent.
Can an employer disclose my salary when verifying employment?
No federal law prohibits it, but most employers only confirm pay with the employee's written authorization. Salary history bans in many states and cities restrict what a prospective employer can ask an applicant; they don't usually stop your current employer from confirming pay to a lender at your request.
Does an employment verification letter need to be notarized?
Usually not. Lenders, landlords and USCIS accept a signed letter on company letterhead with a contact for verification. Some consulates or foreign agencies ask for notarization or an apostille; check the requester's instructions before sending.