An employment verification letter is a short, formal note from an employer that confirms a person works (or worked) at the company. It is usually written by HR or a manager and addressed to a third party who needs proof, not to the employee themselves.
To Whom It May Concern
To Whom It May Concern,
I am writing to confirm the employment of Marcus Bell at Brightwater Systems. This letter is provided at Mr. Bell's request to verify his current employment status.
Mr. Bell has been employed with Brightwater Systems since March 4, 2021, and remains actively employed in a full-time capacity. He currently holds the position of Senior Operations Analyst.
At his request, we can confirm that his current annual salary is $82,000. Please note that we are able to share compensation details only because Mr. Bell has authorized this disclosure for the purpose of this verification.
If you need to confirm any of the information above, please contact me directly at (415) 555-0142 or hr@brightwatersystems.com. I am happy to answer any questions.
Sincerely,
Diana Okafor
The most common requesters are mortgage lenders, landlords screening a rental application, banks reviewing a loan, and immigration or visa offices. Each one wants the same core facts: the employee's full name, job title, employment status (full-time or part-time), and dates of employment.
Some requesters also ask for salary, but that is where people slip up. The rule is simple: confirm only what has been requested, and do not volunteer compensation, performance details, or the reason someone left unless the employee has asked you to include it.
Over-sharing can create privacy and liability problems. A strong letter is brief, sits on company letterhead, states the facts plainly, and gives a name and phone number so the reader can verify it directly.
This page gives you a complete employment verification letter example you can adapt line by line, plus a section-by-section guide, ATS-friendly keywords, and answers to the questions employees and HR reps ask most. Swap in the real names, dates, and title, keep it factual, and you are done.
A verification letter carries weight because it comes from the employer. Print or export it on official letterhead with the company name, address, and logo. For lenders and visa offices, a letter without letterhead often gets rejected, so this is not optional.
Stick to name, title, status, and dates unless the requester specifically asks for more. Do not add performance notes, the reason for leaving, or opinions about the employee. The letter is a factual record, not a reference, and extra detail creates risk.
End with a real name, phone number, and email so the reader can call to confirm. This is what makes the letter credible to a mortgage underwriter or landlord. A verification letter with no way to verify it defeats the purpose.
Never volunteer salary, Social Security numbers, or other sensitive data unless the employee has authorized it in writing and the requester actually needs it. If you do include compensation, note that it is shared with the employee's consent, as the example does.
Three or four short paragraphs is plenty. Use plain, neutral language, avoid marketing about the company, and date the letter. A clean, one-page note reads as more official than a long one and is easier for the requester to file.
Keep the tone professional and specific. Swap in real names, dates, and details so the letter reads as genuine, not a filled-in template.
Who writes an employment verification letter?
Your employer writes it, usually someone in human resources, a payroll administrator, or your direct manager. It is not something you write for yourself, because its value comes from being an official statement from the company. Larger companies may route all verification requests through a dedicated HR contact or a third-party service.
How do I request one from my employer?
Email HR or your manager and ask for an employment verification letter. Tell them who the letter is for (a landlord, lender, or visa office), what facts it needs to confirm, and any deadline. If salary must be included, say so explicitly and confirm you authorize it. Providing the requester's mailing or email address up front speeds things up.
Does an employment verification letter include salary?
Only if it is specifically requested and you have authorized it. Many letters simply confirm employment status, title, and dates without any compensation figure. When salary is required, such as for a mortgage or visa, the letter should state it plainly and note that it is shared with your consent. Employers should never volunteer pay when it was not asked for.
How long does it take to get one?
Often the same day or within a few business days, depending on the company. Small businesses can turn one around quickly, while larger organizations may route the request through a formal HR process or an external verification vendor, which adds time. Ask early and give a clear deadline so you are not waiting on it at the last minute.
Is it the same as a proof of income letter?
Not exactly. An employment verification letter confirms that you work somewhere, your title, status, and dates, and may or may not include salary. A proof of income letter focuses specifically on how much you earn, often with year-to-date pay or an annual figure. They overlap when salary is included, but a lender or landlord may ask for one, the other, or both, so check what the requester actually needs.
