Sample Employer Letter

If you are responsible for HR within your organization, you may occasionally receive requests from employees to provide their proof of employment statements to a third party, such as a bank, financial institution, or another employer. In order to fulfill those requests, it's important to make a formal Letter of confirmation of employment which they can show to the requestors.

How do I write a confirmation letter for employment?

When preparing a Letter of confirmation of employment statement for current or former employees, it is best to be consistent and to abide by the applicable laws regarding what information you’re allowed to disclose and present adequate information in a formal, concise way. This statement's purpose may confirm an employment status, employment starting/termination dates, gross salary information, and other details, depending on the reason why the employee needs it. Its important to consider what according to your organization's HR policies is allowed to share with other companies. Therefore, it might be a necessity to provide a release form regarding the requirements of types of data employers, are permitted to disclose. that the employee needs to sign before you can share information with a third party.

An employment verification letter has to be printed on paper with official letterhead of the organization, or stationery including the following information:

• Delivery instructions and information (e.g., fax number, mailing address, email address);
• The reason for the request (optional);
• Includes the company header and company logo;
• What information the requesting party needs (e.g., employment dates, job title, salary):
          Employer name;
          Employer location/address;
          Reference to Name and address of the company requesting verification;
          Employee name;
          Employment dates;
          Employee job title;
          Employee job description;
          Employee current salary;
          Reason for termination;
          Abide by the applicable laws;
          Be consistent

Sample Employer letter:

This letter is to verify that John J. Doe has worked for our company since 2019.
He is presently a manager in our service department. His current salary is $72,000 a year with generous health and life insurance benefits. The outlook for his continued employment with us is particularly good and we hope to have him with our company for many years to come.
If you have any questions regarding his employment situation, please feel free to contact us at the number listed below.

After downloading this sample employment letter and filling in the blanks, you can easily customize the style, typography, details, and appearance of your letter. If this isn't the right template you are looking for, then certainly take a look at the other letters that Bizzlibrary.com offers. We have many letters ranging from cover letters to business letters and thank you notes.