How to Write an Employment Verification Letter?
The human resources department of your company may sometimes take in requests from other companies to provide proof of employment to a mediator. Financial institutions or other employers could be involved. A letter of employment verification is the preferred method of addressing these requests.
If the new employer needs employment verification and your company allows you to share it with other employers, you may use this letter to validate a former employee’s employment status, date of joining, income data, and other information.
We will provide some background information on how this document may be requested by employees in this article. A company verification of employment letter is also included as well as what you should include and how to create one.
What is a proof of employment/verification letter?
Professional verification of an employee’s relationship with an employer is provided by a proof of employment letter. Most proofs of employment letters contain the following information:
- Name and address of employer (or use official corporate letterhead): Identifies the company verifying employment by verifying its name and location.
- Currently employed or exempt employees’ job titles: Provides confirmation of a company employee’s position.
- Currently or previously employed staff members’ dates of employment: Determines how long the employee has worked for the company.
- The employee’s duties and responsibilities: Indicates whether or not the employee is proficient in the position and its responsibilities.
- Contact details of the employer: Ensures that the verification request is addressed in the future.
Employers or hiring managers can use Zella’s services to simplify the verification process for a company. This is whether they are looking for a proof of employment letter or to simplify the verification process for a new employee.
Why you may have to write a verification letter?
There are four main reasons why employees request proof of employment/verification letters:
- A property manager may request proof that the applicant can afford an installment, monthly rent, repairs, and other costs integrated with renting a home.
- Another company can verify their information as part of a verification check procedure if they are interested in an opportunity with the company.
- Whenever someone applies for a loan against a property or vehicle loan, the lender wants to verify he or she has a steady job and sufficient income to cover monthly payments.
- An employee’s current income must be verified before the bank can approve his or her loan deferral request.
- In addition to explaining why they are requesting an employment verification letter, it is imperative that they include their contact information (e.g., residence, approved delivery method) and the pieces of information the other party requests.
What information should be listed in a verification letter?
Depending on what the appealing company needs, you may need to include certain information in employment verification letters.
Moreover, employers must comply with local laws regarding what employee data they may disclose. Especially when it involves sharing information with third parties. If you want to share information with a third party, the employee may have to sign a release form. Letterhead or stationery featuring your company logo should be used for employment verification letters. The following information should be listed:
- Company’s address
- Employee’s name
- Requesting party’s name and address
- Date of joining and leaving
- Job title of the employee
- Job profile of the employee
- Previous income of the employee
- Reason for termination
Determine if the requestor prefers an e-mail or a physical letter. To write physical employment verification letters, use an official company letter format. Ensure that your company’s contact information, the date, and the recipient’s contact information are at the top of the message.
It is also recommended that employment verification letters be brief and should only include the information requested by the third party. There is usually a 60-110 word limit on these letters.
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