Employment verification letters (or proof of employment letters) are formal documents that provide new employees with a recap of their working conditions and employment history. It is also useful for your inactive and active employees, who may need this proof of employment to complete their administrative paperwork.
How do you write such a letter, and what should it include? Discover frequently asked questions, our answers and tips, as well as an employment verification letter template you can use whenever you need it.
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Why provide an employment verification letter?
For new hires, before sending the more detailed employment contract, the employment verification letter helps secure the employee’s agreement to accept the position and join the organization.
In other situations, this letter can represent a useful work certificate for the employee, whether they are currently working for the organization or not. It is often provided to financial institutions or for immigration purposes.
What should be in the employment verification letter?
Regardless of the format and template you use, the letter should include some essential information. Be sure to include the following elements in your employment verification letter:
- The company’s name, address, and the employee’s name;
- Employee job title;
- Date of employment or start date;
- Employment status;
- End date of employment (if it’s a temporary position or if sent to a former employee);
- Number of hours worked per week and working hours;
- Length of the probation period (if sent to new hires to prepare their probation review);
- Annual salary or hourly wage;
- Contact details for questions (human resources department, manager, etc.);
The employment verification letter is straightforward and one page long. It is always a good idea to ensure that your employment verification letter complies with labor laws to avoid any issues.
When should you send the proof of employment letter?
For new hires, the letter should be sent within days following the final decision at the end of the recruitment process, after the job offer is signed.
When a current employee or former employee requests a verification of employment letter, be prepared to send them a copy to facilitate their administrative procedures.
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