How to email for employment verification
Requesting an employment verification letter may be stressful: You may not be sure who is the relevant point of contact internally, and you may worry about an employer thinking that you’re preparing to leave the organization for a new role.
Companies frequently receive employment verification requests, however, so you shouldn’t fret as long as you’re taking steps to follow company policy and communicate the reason for the request.
Inform the company of your need for an employment verification letter
Depending on the size of your company, there may be specific steps in place to secure an employment verification letter. Unless you’re told otherwise, the HR department should be your first point of contact.
Ask them how to request an employment verification letter, and be sure to do it in writing. They may refer you to your manager, but it’s best practice to inform HR of your need for the request in case there’s another designated point of contact in place to handle employment verification.
Put it in writing
Sending a formal letter to HR or another designated point of contact helps add urgency to your request and gives the company context for why verification is needed.
Explain the reason for the request
Employment verification letters are used in a variety of contexts, so let your employer know why you’re requesting one in order to help them understand the importance of completing the letter. Possible reasons for requesting employment verification include the following:
- Lenders verifying income information: Loan origination or credit line approval usually hinges upon successful verification of your salary and earnings.
- New employers verifying past employment: During the hiring process, a potential new employer will likely want to verify your past employment to ensure that your resume is thorough and correct.
- Visa offices confirming work history: Work visas typically require an applicant to verify their ongoing employment to confirm eligibility to remain in a given country.
Want to help get the ball rolling? Give your former or current employer a head start.
Draft a sample letter to aid your company’s timely response
The majority of employment verification letters contain your job title, dates of employment, and occasionally, salary and job responsibilities.
Salary information is usually only relevant for financially centered requests, such as loan origination or confirming your employment and earnings when negotiating a new property lease.
If an employer notifies you of a request for your earnings information that you weren't expecting, inform your company that they're not obligated to respond to such requests.
If your employer hasn’t responded to employment verification requests before, consider supplying them with a template. Even if your company has crafted these letters before, it’s a helpful step that can speed up the process.
Not sure how to write an employment verification letter? We’ve provided a sample letter for you to use as a template:
Frequently Asked Questions
1. Who can request employment verification?
- Employment verification requests can be made by various parties, including potential employers, lenders, government agencies, landlords, or even individuals themselves seeking confirmation of their own employment history.
2. What information is typically included in an employment verification?
- An employment verification typically includes the individual's name, job title, dates of employment, salary or hourly rate, and sometimes additional details like employment status (full-time, part-time) or the employee's immediate supervisor.
3. How long does it take to receive an employment verification via email?
- The time required to receive an employment verification via email can vary depending on the employer's internal processes and workload. It is recommended to specify a deadline in your request to ensure a timely response.
4. Can an employer refuse to provide employment verification?
- In most cases, employers are legally obliged to provide employment verification upon request. However, there may be exceptions depending on the local labor laws or specific circumstances. If an employer refuses to provide verification without a valid reason, it's advisable to seek legal advice.
