Employment Verification Letter: What to Include + Free Template

An employment verification letter is a short, formal letter in which an employer confirms that someone works (or worked) for them. Landlords ask for one before signing a lease. Lenders ask for one before approving a mortgage or loan. Embassies ask for one with visa applications. This guide explains what an employment verification letter should include, what to leave out, and gives a template you can use today.

Who asks for an employment verification letter?

• Landlords and property managers — to check you can pay rent.
• Mortgage lenders and banks — to confirm income and job stability.
• Embassies and immigration offices — as part of visa applications.
• Government agencies — for some benefits and permits.
• New employers — during background checks.

In some countries the same document is called a salary certificate (common in the UAE and wider Gulf) or a letter of employment. The purpose is the same.

What an employment verification letter should include

Include only what the person requesting it needs:

1. Company letterhead with the address and a contact person.
2. Date of issue.
3. Addressee — the landlord, bank or embassy by name, or "To Whom It May Concern".
4. Employee's full name (exactly as on their ID).
5. Job title and, if helpful, department.
6. Start date and, if they have left, end date.
7. Employment type — full-time, part-time or contract.
8. Salary — only if the employee or the requester asked for it.
9. Name, title and signature of an authorised person (usually HR), and contact details so the recipient can confirm the letter is real.

What to leave out: performance reviews, reasons for leaving, health or personal information, and anything the requester didn't ask for. Many employers deliberately confirm only dates and job title unless the employee requests more in writing.

Employment verification letter template

[Company Name]

[Address] · [Phone] · [HR Email]

[Date]

To: [Landlord / Bank / Embassy name, or "To Whom It May Concern"]

Re: Employment Verification for [Employee Name]

This letter confirms that [Employee Name] has been employed by [Company Name] as a [Job Title] since [Start Date]. [He/She/They] is a [full-time / part-time / contract] employee.

[Optional — include only if requested:] [His/Her/Their] current annual base salary is [Currency and Amount].

This letter is issued at the employee's request for the purpose of [rental application / mortgage application / visa application].

For verification, please contact me at [phone] or [email].

Sincerely,

[Name]

[Title, e.g. HR Manager]

[Signature]

Tips for employees

• Ask early. HR teams can take a few days. Landlords and lenders often have deadlines.
• Tell HR exactly what's needed. If the lender needs salary, say so. Otherwise it will likely be left out.
• Check the name spelling against your passport or ID — mismatches cause delays at banks and embassies.
• Ask for PDF on letterhead. Most recipients will not accept a plain email.

Tips for employers and HR

• Get the employee's written consent before sharing salary or other details.
• Keep a copy of every letter issued and who it went to.
• Use a consistent template so letters look official and nothing is missed.
• Never "verify" information you can't confirm from your records.

Create one in minutes

The AI Employment Verification Letter Generator writes a clean, formal letter from a few details. Choose who it is addressed to (bank, landlord, embassy), the country format, and whether to include salary or a salary breakdown. It uses the right term for each country — "salary certificate" in the UAE, for example. Missing details are left as [placeholders], and you can download it as PDF or Word to print on your letterhead.

Related tools and guides:

• Salary certificate format in the UAE — the Gulf version of this letter, with bank requirements.
• Experience Letter Generator — when an employee leaves.
• Resignation letter template and examples.

All letter tools are in CV Studio.

FAQ

Is an employment verification letter the same as a salary certificate? Very close. "Salary certificate" is the common name in the UAE and Gulf, and it usually includes a salary breakdown. Elsewhere, the letter often confirms only job title and dates.

Can I write my own employment verification letter? You can draft it to save HR time, but it must be issued and signed by your employer. A self-issued letter won't be accepted.

Does an employment verification letter have to include salary? No. Include it only when the employee or the requester asks for it.

How long is it valid? There is no universal rule. Many landlords and banks prefer a letter dated within the last 30 days.

Who should sign it? Usually HR or a manager with authority to confirm employment details, with contact information for verification.

This guide is general information, not legal advice. Privacy and disclosure rules vary by country — check local requirements before sharing employee information.