Employment Verification Letter: how to write it?

Learn how to make the perfect Employment Verification Letter. You are in the right place.

What is the first thing that comes to mind when you hear the term “hiring”?

When you think about this challenging activity, do you feel the sweat running down your spine?

We feel you! It can be scary to hire someone because you want them to be the best fit in your company.

This is a significant investment, and you want to reap all the benefits.

What is the result of making the wrong decision?

It is expensive to hire. Did you know that hiring is expensive? The number of new hires multiplied by this number will result in a higher number!

Making a mistake in inducting an incorrect individual can cause you to lose time and result in significant financial loss.

Is it possible to hire the wrong person?

Given the strict hiring process, it’s not surprising that this is a common misconception. The process of getting hired takes work. This is evident from when you send in your resumes to when you meet with them. This is also a great way to find the right candidate and filter out those who need to be more suitable.

Imagine this: You have found the perfect candidate and hired them based on their qualifications, interview, and resume. You even gave them their offer letter. You later discover that they had lied about their professional experience on their resume.

Shocking, right? This is how you’ve lost your precious time and your money.

But wait! Does this happen in real life?

It does. Let’s not just believe us; let’s look at these bizarre statistics…

66% of employers acknowledge that potential candidates exaggerate skills and competencies.

Another survey found that 78% of applicants exaggerated their skills.

60% of applicants claimed to have mastery in skills they only had a basic knowledge of.

Nearly half of the candidates claimed they had worked longer hours to avoid an employer.

45% of job candidates gave false reasons for quitting).

Nearly 43% of applicants made use of their relevant experience.

Nearly 41% of applicants used the title ‘Director’ when it was ‘Manager.’

36% of Americans admitted to lying on their CVs because they lacked experience/long-term employment.

93% said they knew somebody who had lied in their CVs.

You can see why background checks are so necessary for potential employees. This will help to prevent any mishaps in your workplace.

What do you need to do?

This is where employment verification letters come in!

Before we get into the details of writing an employment verification letter, let’s first look at what they are and why they are so important.

What is an Employment Verification Letter? 

A letter to verify employment is a letter that is sent to the current or former employer of the candidate. It is used to confirm that the candidate was employed for a specific period, as indicated by the candidate during the interview.

The letter serves as proof of employment and work experience. This letter is crucial in cementing the applicant’s chances of getting a job or helping to secure a loan or lease.

What’s more? Employers who have a limited amount of background information about the applicant can also use this document.

A letter of verification of employment is typically written on company letterhead and includes the signature of the competent authority and the stamp of the company.

Let’s move to the next section, which focuses on creating a letter verifying employment.

Continue reading: Employee Development Plan: What is and how to create it? (Steps Included)

Why is creating an Employment Verification letter important?

You thought creating employment verification letters was only for recruitment and selection purposes? There are many other situations where employment verification tools could be helpful.

1. How to get a mortgage

Mortgage lenders, banks, and financial institutions often require a letter of employment verification at the beginning of the mortgage process.

Why is this? Why is this?

A pay stub is sufficient in most cases to get a mortgage. Sometimes, banks may request a verification letter from the employee or employer.

2. Application for a loan or credit card

Banks often require 100% verification that a person applying for a loan or credit card is qualified to guarantee timely repayment of the borrowed amount.

A bank may request a letter of employment verification if a customer asks for a lower interest rate on loan or deferred payments.

3. Application for a lease

Sometimes landlords need to ensure prospective tenants can pay their rent on time.

An employment verification letter assures landlords that the tenant is responsible and has a steady income.

4. Work visa application

A letter of employment verification is required depending on the country and visa application.

This allows the country to verify the worker status of the applicant and gives them the contact information for the employer.

5. Tourist visa application

Sometimes, a tourist visa can be secured only if you have an employment verification letter. What is it used for? It allows the country concerned to be sure that the application is in good standing with the country of its residence.

This ensures that travellers have a compelling reason to return home and not stay in another country.

6. Selection and recruitment

This point has been discussed extensively before, but let’s review it.

While an employer may interview the candidate in person, review their resume, and perform background checks, employment verification letters are required to certify the current job status.

Now that you know the basics of employment verification letters let’s look at how to create one.

How do you create an employment verification letter? 

Employment verification letters should be formal and professional. You must format your letter in the business letter style. 

You need to follow these steps to get an employment verification letter.

Step 1. 

Your name, designation in the organization, and address should be mentioned at the beginning of your letter. This is an essential step in any business letter. It signifies your professional identity.

This will also give you your contact information for the organization you are contacting to verify.

Step 2. 

Next, please write down the date you are writing it and then send your employment verification letter. The following are some ways you can write the date:


December 12, 2022

December 12, 2022

Step 3. 

After you have mentioned the date, you can address the letter to the person you are contacting. Most people include the name and contact information of their former/current employer in their references section. You could also look up the person on LinkedIn.

If you cannot locate their name, you can mention their title or address, and you will be all set!

The following should be the format of your letter:




Step 4. 

If you know the name and address of the recipient, use the following salutation: Dear Mr/Mrs/Ms [lastname].

If you’re unsure who to address the letter to in other situations, you can keep it simple and say, “Dear Sir/Madam.”

Step 5. 

The purpose of your letter’s subject should be clear.

Since you are asking for the verification details of an employee, the subject of your letter would be “Request to Verify Employee” or “Request to Verify [insert applicant].”

Step 6. 

The main body of the letter should consist of three paragraphs. These are listed as follows:

First Paragraph

Begin the letter by explaining why you are asking for employment verification. If the applicant has applied for a bank loan, you can write a letter saying, “XYZ applied for a loan at [insert banking name].”

Second Paragraph

Next, please mention that you are seeking their assistance to verify some details provided by the applicant’s resume.

• The job title of the employee

• Employee’s roles and responsibilities

• The annual salary for an employee

• What if the company hires the applicant again?

• Whether the applicant followed company policies

• What was the job performance of the applicant was

Last Paragraph

End the main body by saying thank you to the person who has responded to your request. This is a polite, courteous, and simple way to end a letter. It goes a long distance!

Step 7. 

• Warm Regards

• Best Regards

You can choose a different ending phrase, provided it is formal and courteous.

Do you have the right tools to create a letter of verification for employment?