What is an employment verification letter, and why is it so important? Through the medium of this Workspirited article, we answer the above-noted questions, and provide a template with a sample employment verification letter, besides a few fillip tips to back up the process. Yes, you get all of this, on this page.
An employment verification letter is an official document printed by a company on its letterhead stating that a specific person, in whose name the letter is printed, is an employee of the company. The person in whose name the letter is printed should be an employee of a company according to the definition of ’employee’ in the country in which he is working. It is similar to a reference letter, and it can be used as a substitute to it when the company policy does not allow you to refer an employee.
When a lender gives a loan to a person, or when a house-owner gives his house on rent to a person, they need to be assured that the person to whom they are lending has a steady source of income. If the person doesn’t have a steady source of income, then it will be risky to lend him money or trust him with your asset. This is where the verification letter comes in. The employing company vouches for the fact that the person who is being given a loan, in fact, does work at their company. This gives an assurance of sorts to the lender that the person has a steady source of income and should be able to pay the periodical interest payments without default.
Which people ask for such a letter? The letter maybe asked for by various institutions when and where their money or trust is involved. It is required by a number of people, right from lenders, home owners, insurance companies, the passport/Visa Offices, etc.
An employment verification letter is an instrument of formal business communication. Hence, it should be short and to the point. The point of this letter is to establish that a certain person is working in your company.
Framing the Letter
- You start by addressing the company to whom you are sending the letter. The first paragraph should state that the person in question is indeed employed in your company.
- In the second paragraph mention the period of employment, i.e., from the time he joined and serving the company. It may be useful to add the monthly remuneration of the employee.
- In the last part of the letter, say that the person you are addressing the letter to, ought to feel free about asking any more details.
- Be clear, concise, and courteous.
- Use “To Whom it May Concern” only when you do not know the addressee’s name. “Dear” is suitable a salutation followed by a personal title, such as Mr./Ms./Mrs./Dr.
- Use a colon after the salutation; never a comma. Commas are used when writing to someone you know on a personal level.
- Capitalize the first word of the formal closing — “Thank you,” “Yours sincerely.” Safer bets include “Sincerely,” “Cordially,” or “Respectfully.” Always use a comma after the closing.
- Leave four lines between the formal closure of the letter and the sender’s name for the signature.
- Preferably, use Times New Roman, size 12 to word the letter.
|[Name of the Authority]
[Designation of the Authority]
[Name of the Sender Company]
[Address of the Sender Company]
Date: [Month and date, Year]
[Name of the Addressee]
Re: Employment Verification for [Name of the Employee]
Dear Mr./Ms./Mrs./Dr. [Full name of Addressee]:/To Whom it May Concern:
[Introduction] This letter is to inform you that [name of the employee] is working in our company [name of the employing company] as a [designation of the employee].
[Employee history] He has been working here for the past [time period] months. His gross monthly remuneration is $ [amount].
[Closing] If you need any more details, please feel free to contact us.
[Formal Closure] Sincerely,
[Signature of the authorizing person]
[Name of the authorizing person]
Riverdale Business Solutions
Mondole Lane, Anytime Town
February 26, 2013
Re: Employment Verification for Mr. John Mandelene
Dear Mr. Jill Marian:
On February 28, 2013, you requested an employee verification information for Mr. John Mandelene with regard to a signed authorization, which you provided me, in order to release the particulars of the concerned employee. This is to verify that Mr. John Mandelene has worked for our company since 1998. He joined Riverdale Business Solutions on August 22, 1998. He, currently is the Manager in our service department.
His current salary is $58,000 a year with life insurance benefits. His employee record, to date is very good.
If you have any questions with regard to his employment status, please feel free to contact us. We would be happy to host your request.