Updated November 16, 2025

How to Write a Salary Verification Letter (With Examples)

Salary verification letters reassure landlords, lenders, and agencies that an applicant earns enough to qualify. To avoid delays, the letter should come from HR or payroll, be concise, and include clear salary frequency wording.

Who should sign the letter?

• HR or People Operations is ideal because they manage employee records.
• Payroll managers can sign if they handle wage records directly.
• Team managers should only sign if HR authorizes them and can be reached for confirmation.

Common mistakes to avoid

• Leaving out the salary frequency (monthly vs. yearly), which forces reviewers to guess income.
• Quoting net pay instead of gross salary when the requester expects gross compensation.
• Omitting start dates or employment status (full-time, part-time, contract).
• Using personal email addresses instead of an HR inbox that can verify the details.

Best practices for landlords and lenders

• Compare the stated salary to lease or loan thresholds and request paystubs if needed.
• Confirm the HR contact details match the employer's domain before relying on the letter.
• Check that the signature includes a printed name, title, and the date.

Write the letter in five steps

1. Start with employer name and address at the top.
2. Add the employee's name, title, employment status, and start date.
3. State the current salary and frequency in one sentence.
4. Provide an HR contact with phone and email for verification.
5. Close with a signature block listing name, title, company, and date.

Example wording

“This letter confirms that [Employee Name] is employed as a [Job Title] on a [full-time/part-time/contract] basis. They began employment on [Start Date] and currently earn [Amount] per [frequency]. For questions, contact [HR Name] at [phone/email].”

Keep a consistent template

Using the same format for each request saves HR time and ensures every requester receives the salary frequency, contact info, and date they need. CourtPDF's tool keeps salary data private because the PDF is generated in your browser with no uploads.