Employment Verification Letter Tips

If you have employees, you may find yourself with a request for an Employment Verification Letter on occasion. This letter allows you to verify employment and compensation. This guide will help you understand how to use these effectively and safely, without violating any employment privacy laws.

In This Article We Will Cover:

• What Is an Employment Verification Letter
• When Can I Use an Employment Verification Letter Template?
• What Is Included in Employment Verification Letters?
• What Is Not Included in Employment Verification Letters?
• Tips for Personalizing an Employment Verification Letter

An employment verification letter is a simple correspondence between an employer, either current or former, and another party that needs to know whether or not someone was employed and what they earned. This may be requested by the party who needs the information or by the employee. Using an employment verification letter template makes it easy to write these letters by simply filling in the information and mailing the letter.

You might need to use an employment verification letter in several circumstances, including:

• Applying for a mortgage
• Applying to rent a home
• Applying for a form of credit
• Applying for a job

In each of these instances, having proof of employment is important, and an officially signed employment verification letter gives that proof.

Employment verification letters are fairly simple documents, but it’s important not to include too much or too little information. Typically, these letters will include:

• Name of the individual
• Current employment status
• Dates of employment
• Job title
• Compensation

When filling out an employment verification letter, employers must avoid the temptation to divulge too much information. In fact, some information can place the person in violation of state or federal employment privacy laws. Some facts that your letter should not include are:

• Race
• Sexual orientation
• Disability or health issue
• Religion
• Ethnicity
• Personal information about the employee

Using a template will make your employment verification letter simple to draft. All you need to do is fill in the information, like the name, address, and salary, for the employee. Using a template will prevent you from including private information inadvertently.

When filling in the letter, be sure to include your contact information, either in email or with a phone number. This will allow the recipient to reach out if they have any questions.

Finally, make sure you sign the letter to make it official. Have an HR representative sign it, if you have an HR department. You can use Nitro Sign to send the letter to the appropriate party to get it signed.

If you regularly receive requests for employment verification letters, you can use Nitro Sign to make it easier to send and receive documents, like employment verification letters, in a secure, online environment. Get a free trial of Nitro Sign to learn more about how this system can make your work just a little easier.