Employment Verification Request Letter
[Your Name]
[Your Title/Position]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Today's Date]
[Recipient's Name]
[Recipient's Title/Position]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient's Name],
I hope this letter finds you well. I am writing to formally request employment verification for [Employee's Full Name], who was previously employed at [Your Company Name].
The details of the employee are as follows:
- Full Name: [Employee's Full Name]
- Job Title during Employment: [Employee's Job Title]
- Dates of Employment: [Start Date] to [End Date] (if the employee is still working with us, you can write "Present" or "Current")
- Salary/Wage (optional, if applicable): [Employee's Salary/Wage]
We understand the importance of accurate and timely employment verification, and we would greatly appreciate it if you could provide the following information in your response:
1. Confirmation of Employment: Please verify that [Employee's Full Name] was indeed an employee at [Your Company Name] during the specified period of employment.
2. Job Title: Kindly confirm the job title or position that [Employee's Full Name] held during their tenure with us.
3. Employment Dates: Please provide the exact dates of [Employee's Full Name]'s employment, including the start and end dates, if applicable.
4. Salary/Wage (if applicable): If permissible and within your company's policy, please share the employee's salary or wage during their employment.
5. Additional Information (optional): If there are any other relevant details about the employee's employment that you believe should be disclosed, please include them in your response.
To ensure the security and confidentiality of this information, you may send the verification directly to our HR department at [HR Email Address] or via fax at [Fax Number]. If you require any further verification or have any questions regarding this request, feel free to contact me using the contact information provided above.
Thank you for your prompt attention to this matter. Your cooperation in providing this employment verification is invaluable to our internal processes. We look forward to receiving your response at your earliest convenience.
Sincerely,
[Your Name]
[Your Title/Position]
[Company Name]
[Contact Information]
Download Word Doc
Download PDF
Employment Verification Request Letter – Standard Professional
Subject: Employment Verification Request for [Employee Name]
Dear [HR Manager / Employer Name],
I am writing to formally request verification of employment for [Employee Name], who has indicated that they were employed with your organization from [Start Date] to [End Date] as [Job Title]. This verification is required for [Purpose: loan, rental, background check, etc.].
Please confirm the employment dates, position held, and any other pertinent details. Your prompt response would be greatly appreciated.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Contact Information]
Employment Verification Email – Quick Request
Subject: Quick Employment Verification Request – [Employee Name]
Hi [HR Contact],
Could you please verify the employment details for [Employee Name], who was employed as [Job Title] from [Start Date] to [End Date]? This is needed for [Reason].
Thank you for your prompt attention.
Best regards,
[Your Name]
Employment Verification Request Letter – Informal Approach
Subject: Employment Confirmation Needed
Hello [HR Manager],
I hope you’re doing well. I am reaching out to confirm the employment of [Employee Name] with your company as [Job Title] between [Start Date] and [End Date]. This is for [Purpose].
Please let me know if you need any additional information from me.
Thanks,
[Your Name]
Employment Verification Request Letter – Detailed Formal Version
Subject: Request for Employment Verification of [Employee Name]
Dear [HR Department / Employer],
I am conducting a verification process for [Employee Name], who listed your company as their previous employer. Kindly provide the following information:
- Employment status (current or former)
- Job title and responsibilities
- Dates of employment
- Eligibility for rehire (if applicable)
This information will remain confidential and will be used solely for [Reason]. I appreciate your cooperation and timely response.
Sincerely,
[Your Name]
[Your Position / Organization]
Employment Verification Request Email – Heartfelt and Appreciative
Subject: Assistance with Employment Verification – [Employee Name]
Dear [HR Manager],
I hope this message finds you well. I am requesting your assistance in verifying the employment of [Employee Name], who worked as [Job Title] from [Start Date] to [End Date] at your organization. This verification is critical for [Purpose].
Your help is sincerely appreciated, and I thank you in advance for your time and cooperation.
Warm regards,
[Your Name]
What is an Employment Verification Request Letter and why it is important
- An Employment Verification Request Letter is a formal communication requesting confirmation of an individual's work history.
- Purpose: To verify employment dates, position, and sometimes performance for purposes like loans, background checks, tenancy, or new employment.
- Importance: Ensures accurate and trustworthy information about a candidate or former employee.
- Helps institutions and employers make informed decisions based on verified records.
Who should send an Employment Verification Request Letter
- Typically sent by HR personnel, prospective employers, banks, rental agencies, or background verification companies.
- Can also be sent by legal teams or recruitment agencies requiring official confirmation.
- Should appear as an authorized representative of the requesting organization.
Whom should receive an Employment Verification Request Letter
- Primary recipient: HR department or authorized personnel of the previous employer.
- Secondary recipients (if applicable): Employment verification services contracted by the previous employer.
- Occasionally sent directly to managers who supervised the employee.
When is an Employment Verification Request Letter applicable
- During loan applications or mortgage processes.
- For new job offers requiring background checks.
- For rental applications or tenancy approvals.
- For visa or immigration procedures.
- Anytime official employment confirmation is required.
How to write and send an Employment Verification Request Letter
- Identify the employee’s details: full name, job title, and employment dates.
- Clearly state the purpose of the verification request.
- Request specific information such as dates, roles, responsibilities, and eligibility for rehire.
- Use a professional, concise, and polite tone.
- Send via email for speed or letter for formal/official purposes.
How much or how many details should be included
- Include full name of employee and period of employment.
- Specify the position held and department.
- Indicate the type of verification needed (basic dates, salary, or full employment record).
- Provide your contact information for follow-up questions.
Requirements and prerequisites before sending an Employment Verification Request Letter
- Confirm the identity of the employee being verified.
- Ensure the requesting organization is authorized to receive employment information.
- Obtain any necessary consent from the employee if required by law.
- Prepare a clear list of information needed.
- Choose the proper format (email or formal letter).
Formatting and style considerations
- Length: Typically one page or a concise email.
- Tone: Professional, polite, and neutral.
- Wording: Clear and specific; avoid ambiguity.
- Style: Email for quick requests, printed letter for official documentation.
- Etiquette: Express appreciation and provide a point of contact for questions.
After sending an Employment Verification Request Letter
- Follow up if no response is received within the expected timeframe.
- Maintain a record of correspondence for reference.
- Use the verified information responsibly and confidentially.
- Confirm receipt if requested.
Pros and Cons of sending an Employment Verification Request Letter
Pros:
- Provides accurate employment information for informed decisions.
- Ensures compliance with legal and financial requirements.
- Protects organizations from hiring or lending risks.
Cons:
- May delay processes if the previous employer responds slowly.
- Requires sensitivity to privacy and consent regulations.
- Can be rejected if authorization from the employee is not provided.
Tricks and Tips for effective Employment Verification Requests
- Include all necessary details in the first communication.
- Use polite and professional language to encourage prompt response.
- Provide multiple methods of contact for verification (email, phone).
- Keep the request concise to avoid unnecessary delays.
- Clarify the purpose to avoid ambiguity or miscommunication.
Common mistakes to avoid
- Not specifying exact employment dates or position.
- Sending to the wrong recipient or unverified contact.
- Using informal or casual language in official requests.
- Failing to mention the purpose of the verification.
- Not following up on unanswered requests.
Elements and Structure of an Employment Verification Request Letter
- Subject line indicating employment verification request.
- Salutation addressing HR or authorized personnel.
- Introduction stating purpose of the request.
- Employee details: name, job title, employment dates.
- Specific verification information requested (dates, position, responsibilities).
- Reason for verification (loan, rental, employment, etc.).
- Closing with appreciation and contact information.
- Signature of the requester (if formal letter) or email signature.
- Attachments (if any) like consent forms or verification templates.
Does an Employment Verification Request Letter require attestation or authorization
- Generally, the letter should be sent by authorized personnel to ensure credibility.
- Consent from the employee may be required in some jurisdictions.
- Some organizations may need official letterhead or electronic verification to validate the request.
