The type of employment letter depends if you’re receiving it or giving it away. There are multiple reasons why an employer is asked to write an employment letter by their employee. The most common cause could be due to a third party who demands employment details for verification purposes, such as landowners.
What is an employment letter?
An employment letter is a formal letter that validates employment and job history. However, it can also be referred to as a job letter, i.e., a letter sent by the employer on getting selected for a particular job role with the joining date.
Tips for Managers Writing Employment Verification Letters
The HR Managers need to write employment letters most frequently, on behalf of the company. The employment letters are written to provide proof of employment to a third party. These third parties could be banks, financial institutes, or landlords.
Key points to mention in an employment letter:
While writing an employment letter, one must keep in mind that the letter will be used as proof of employment, hence containing all the valid information about the employee.
The letter must be printed on the company’s official letterhead, which contains the name, emblem, and address of the company. Along with that, it must have the following details:
- Name of the employer
- Address and contact details of the employer
- Name of the company with the address
- Name of employee
- Date of employment
- Job title of the employee
- Job Description
- Current salary
- Reason of resignation/termination (if required)
You must confirm with the requesting firm/ person whether they require a physical letter or an email will do. An employment letter should be simple, to the point, and short. There is no need for any third-party information. And it must be preferentially not more than 100 words.
Sample Letter: For a Current Employee
City and Pincode
City and Pincode
To Whom It May Concern,
Kindly accept this document as the proof of employment of [employee name] with [company name]. Mentioned below are the details as requested.
Employee name: [full name]
Employment dates: [employment start date]
Job description: [job title and description]
Current salary: [salary details]
For any further questions or details, you may contact us at [contact details] or firstname.lastname@example.org
[ HR Manager details]
Sample Letter: For a Former Employee
Previous employer name
City and Pincode
New employer name
City and Pincode
Sub: Employment verification letter
Dear (recipient’s name),
This letter confirms that (employee name) was employed with (previous company name) as a/an (job title) from (start date) to (end-date).
If you want more information or have any queries, please contact us on (contact details).
(HR manager details)
Sample Letter for Employment
Name of the Adresse
Company Name of the Adresse
Address of the Company
Sub: employment letter for (employee name)
To whomsoever, it may concern
Hello, I am [full name] and I am the HR manager of [company name]. This letter is drafted to state/confirm that [employee name] is working as a full-time employee of the company since [joining date] as a/an [job title of the employee]. He/she was responsible for (job description; example: driving sales at supermarkets and brand promotional activities). Mr/Ms (employee last name) has high spirited with excellent team management capabilities.
For further information or other queries, do not hesitate to contact us on [contact details] and email@example.com
Verification of Employment
An employment verification letter is an official document issued by your current employer or previous employer as proof of your employment.
The employment verification letter can be used or is issued for various reasons, such as:
- While applying for a loan or mortgage, the lending financial institution may wish to confirm current employment status as a security verification and check if you earn enough to cover your monthly payments.
- While seeking a home to rent, the property management company or landlord mostly wants to confirm if you have a steady income and can afford to pay the rent on time, as well as other deposit and maintenance costs, if any.
- If you are applying or requesting to defer or reduce loan payments, the bank usually asks for your current income proof and uses this information to determine whether or not they should accept your plea.
- While pursuing a new job opportunity with another employer, the new company may want to verify the information you provided in your application and resume as part of their background check process.
These are the cases where an employment letter acts as a verification letter, so it is of great importance.
In order to get an employment verification letter, you must request the employer by following a proper procedure. In addition, you must ask for an employment letter keeping some buffer time in your hand, as it might take time for them to prepare and process the document.
Some companies even ask the employees to fill out an employment verification request form before sending the letter. This is done to maintain a proper procedure and so that the request doesn’t stay unheard.
You can also start by contacting the human resources department, as they mostly handle employment cases. Although the company may have a policy by which you may have to submit written permission before sending any information to the organization requesting verification, the HR department can guide you with their respective company policy.
Letter of employment holds immense value. Hence it must be written with caution. Make sure to add only the necessary and relevant information that has been requested. Avoid adding sensitive or personal employee information notes as it would make the letter highly unprofessional, and there is a risk of the data getting misused by external media. Therefore, it is suggested to write compact and precise employment letters.