Free Employment Verification Letter Template (Download a PDF)
Landlords, lenders, and government agencies often request written proof of employment. Build a letter that covers the essentials without oversharing private details.
TL;DR
- Include employer letterhead info, employee name, start date, title, and status.
- Add salary or schedule details only if policy or consent allows it.
- Sign with HR or supervisor contact info so the requester can verify.
Generate your letter
Open the Employment Verification tool →When landlords or lenders ask for verification
Housing providers use the letter to confirm employment and income stability. Lenders request it to validate mortgage or loan applications. Respond quickly; some underwriters pause files until they receive verification.
What to include vs. omit
Include only the facts: employment status, start date, title, and confirmation of compensation if permitted. Omit social security numbers, internal IDs, or health data. Note in the letter that sensitive details are withheld for privacy.
Sample wording blocks
Our records confirm that [Employee Name] has been employed with [Employer] since [Start Date] and currently holds the position of [Title]. [He/She/They] is employed on a [Full-time/Part-time/Contract] basis. Should you require additional information, please contact [HR Contact] at [Phone] or [Email].
FAQs
- Do I have to share salary?
- Only if the employee authorizes it or the recipient insists. You can provide a range or verify employment only.
- Can HR sign electronically?
- Yes, as long as the signature clearly shows the name and title. Some organizations use digital signature platforms.
- What if the employee is on leave?
- State the leave type (paid/unpaid) and expected return date if known.
- How should I send the letter?
- Email directly to the requester or provide it sealed for the employee to deliver. Follow any instructions on the form.