An employment verification letter is a short document from an employer that confirms a person works, or worked, at the company. Landlords, lenders and new employers ask for one to check a job before they say yes.
This guide gives you 8 sample letters for rentals, loans, former employees and visas, 3 sample emails to request a letter, and a free builder. It covers both sides: what an employer writes and what an employee asks for.
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8 Employment Verification Letter Samples
Quick jump: RentalMortgage and loanFormer employeesVisa and otherFree employment verification letter builder
Verification Letters for Rental Applications
120 Main Street, Charlotte, NC 28202
November 10, 2026
Re: Employment verification for Emily Carter
To Whom It May Concern:
This letter confirms that Emily Carter has worked full time at Summit Insurance Group since March 3, 2020, as a Customer Success Manager. Her current annual salary is $58,000, paid every two weeks. Her employment is ongoing.
We are providing this letter at Emily’s request for her apartment application. For questions, contact Human Resources at (555) 010-1740.
Sincerely,
Dana Whitfield
Human Resources Manager
Summit Insurance Group
2. Lakeshore Outfitters
45 Harbor Drive, Cleveland, OH 44114
November 12, 2026
Re: Employment verification for Brian Foster
To Whom It May Concern:
I am writing to verify that Brian Foster has worked part time at Lakeshore Outfitters since August 18, 2025, as a Sales Associate. He earns $19 an hour and averages 24 hours a week. His employment is ongoing.
Brian asked for this letter for a rental application. You may reach me at (555) 010-1752 with any questions.
Sincerely,
Karen Lopez
Store Manager
Lakeshore Outfitters
Verification Letters for Mortgage and Loan Applications
300 High Street, Columbus, OH 43215
November 13, 2026
Re: Employment verification for Sarah Mitchell
To Whom It May Concern:
Greenfield Financial Services confirms that Sarah Mitchell has been a full-time Senior Accountant with the company since January 12, 2018. Her base salary is $72,000 a year. She is also eligible for an annual bonus, which was $4,000 for 2024 and $4,500 for 2025.
This letter is provided at Sarah’s request for a mortgage application. Contact Human Resources at (555) 010-1760 for questions.
Sincerely,
Michael Brooks
Director of Human Resources
Greenfield Financial Services
4. Riverside Law Office
88 Court Street, Dayton, OH 45402
November 14, 2026
Re: Employment verification for Rachel Turner
To Whom It May Concern:
This letter confirms that Rachel Turner is employed full time at Riverside Law Office as an Administrative Assistant. She started on June 2, 2019, and earns $48,000 a year, paid twice a month.
We are providing this letter at Rachel’s request for a car loan application. Contact the office manager at (555) 010-1771 for questions.
Sincerely,
Diane Parker
Office Manager
Riverside Law Office
Verification Letters for Former Employees
16 Quarry Road, Raleigh, NC 27601
November 17, 2026
Re: Employment verification for Daniel Reed
To Whom It May Concern:
This letter confirms that Daniel Reed worked full time at Cedar Ridge Builders from June 1, 2016, to October 31, 2026. His final job title was Project Manager.
Under company policy, we confirm only employment dates and job title. Contact Human Resources at (555) 010-1780 for questions.
Sincerely,
Laura Hayes
Human Resources Director
Cedar Ridge Builders
6. Mercy Valley Hospital
900 Valley Parkway, Denver, CO 80203
November 18, 2026
Re: Employment verification for Jennifer Lee
To Whom It May Concern:
I am writing to verify that Jennifer Lee worked at Mercy Valley Hospital as a full-time Registered Nurse from February 2, 2019, to August 15, 2025.
This letter is provided at Jennifer’s request for her new employer. You may reach Human Resources at (555) 010-1795.
Sincerely,
Robert Harris
Human Resources Manager
Mercy Valley Hospital
Verification Letters for Visas and Other Requests
7. Riverbend Medical Group
50 Medical Center Drive, Columbus, OH 43210
November 19, 2026
Re: Employment verification for Linda Martinez
To Whom It May Concern:
Riverbend Medical Group confirms that Linda Martinez has been employed full time as Operations Manager since January 5, 2021. She leads a team of 40 and oversees scheduling and budgeting for four clinics. Her annual salary is $86,000.
This letter is provided at Linda’s request for a travel visa application. Contact Human Resources at (555) 010-1810 for questions.
Sincerely,
Jessica Brooks
Vice President of Human Resources
Riverbend Medical Group
8. Dayton Public Library
215 Third Street, Dayton, OH 45402
November 20, 2026
Re: Employment verification for Nicole Harris
To Whom It May Concern:
This letter confirms that Nicole Harris works part time as a Library Assistant at Dayton Public Library. She started on December 2, 2025, and works 24 hours a week.
Under library policy, we confirm only dates, title and hours. Contact the business office at (555) 010-1820 for questions.
Sincerely,
Patricia Carter
Business Manager
Dayton Public Library
Who Asks for a Verification Letter
| Who asks | Why |
|---|---|
| Landlords and property managers | To confirm a renter has a steady job |
| Banks and mortgage lenders | To check income and job stability for loans and mortgages |
| New employers | To confirm titles and dates against a resume |
| Government agencies | For visas, work permits and benefits |
What to Include in the Letter
| Include | Details |
|---|---|
| Company letterhead | Helps show the letter is genuine |
| Date and recipient | The date, and the requester’s name if known, or To Whom It May Concern |
| Employee name and job title | Full name as on the company’s records |
| Hire date and status | Full time, part time or contract, and the end date for a former employee |
| Pay, if requested | Salary or hourly wage, and bonus if required |
| Duties, if requested | A brief description, often needed for visas |
| Contact person | A name and phone number for follow-up questions |
| Signature | Signer’s name, title and signature |
What to Leave Out
| Leave out | Why |
|---|---|
| Opinions about the employee’s performance | The requester needs facts, not praise |
| Personal details such as age, health or family | Not needed and may be private |
| Pay, unless requested or approved | Share only what the employee agreed to |
| Reasons a former employee left | Not part of a basic verification |
3 Sample Emails to Request a Letter
Subject: Employment verification letter request – Emily Carter
Dear Ms. Whitfield,
I am writing to request an employment verification letter for my apartment application. Could the letter confirm my job title, hire date, full-time status and current salary? My landlord needs it by Friday, November 14.
Thank you for your help.
Sincerely,
Emily Carter
Subject: Verification letter for former employee – Daniel Reed
Dear Ms. Hayes,
I am requesting a letter confirming my employment at Cedar Ridge Builders. I worked full time as a Project Manager from June 1, 2016, to October 31, 2026. My new employer asked for dates and title only.
Thank you for your time.
Sincerely,
Daniel Reed
Subject: Employment verification for mortgage – Sarah Mitchell
Dear Mr. Brooks,
I am writing to ask for an employment verification letter for my mortgage application. The lender needs my title, hire date, base salary, pay schedule and bonus history for the last two years. Could you send it as a PDF by Friday?
I appreciate your help.
Sincerely,
Sarah Mitchell
How to Request a Letter in 5 Steps
| Step | What the employee does |
|---|---|
| 1. Ask HR for the process | Some companies use a form, a portal or a third party |
| 2. Send a clear email | Use a subject such as Employment verification letter request |
| 3. Say why you need it | Rental, loan, new job or visa |
| 4. List what it should say | Title, hire date, status, and pay if the requester needs it |
| 5. Give the deadline | Requests often tie to housing or loans, so quick replies matter |
Other Proof of Employment
| Proof of employment | What it shows |
|---|---|
| Employment verification letter | Status, title and dates, often with pay |
| Pay stubs | Pay period, hours, gross pay, deductions and year to date |
| W-2 form | Wages and tax withholdings for an employee |
| 1099 form | Income paid to an independent contractor |
| Phone verification | A lender or landlord may call HR to confirm status, title and dates |
Free Employment Verification Letter Builder
Step 1. Which opening fits you?
Step 2. Which employment line fits you?
Step 3. Tap the lines to add. Keep the letter to one page and include only what the requester needs.
Step 4. Click any text in the letter below and type or modify to make it yours.
Replace the company, names, dates, title, pay and contact details with your own. Employers should add only what the requester asks for, and have an authorized person sign on letterhead.
My Employment Verification Letter
Summit Insurance Group
120 Main Street, Charlotte, NC 28202
November 10, 2026
To Whom It May Concern:
This letter confirms that Emily Carter is currently employed full time at Summit Insurance Group.
I am writing to verify that Emily Carter works full time for Summit Insurance Group.
Summit Insurance Group confirms that Emily Carter is a full-time employee of the company.
Emily began working here on March 3, 2020, and holds the position of Customer Success Manager.
Her hire date is March 3, 2020, and her job title is Customer Success Manager in our Client Services department.
She has held the title of Customer Success Manager since March 3, 2020.
Her current annual salary is $58,000.
She is paid $24 an hour and works 40 hours a week.
She is also eligible for an annual bonus, which was $3,000 last year.
Her duties include managing a portfolio of client accounts and leading client onboarding.
For questions, contact Human Resources at (555) 010-1740.
We are providing this letter at Emily’s request.
The information in this letter is accurate as of the date above.
She is paid every two weeks.
Her regular schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m.
Emily asked for this letter for her apartment application.
She works in our Client Services department.
We can confirm her employment dates and title only, in line with company policy.
Sincerely,
Dana Whitfield
Human Resources Manager
Summit Insurance Group
To save your letter: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the letter prints. To copy it, select the text inside the letter and press Ctrl+C or Cmd+C.
Weak Letters and How to Fix Them
| Weak letter | Why it fails | Better move |
|---|---|---|
| No letterhead or signature | Harder to trust | Use letterhead and an authorized signer |
| Says Emily is a great worker | Opinion, not verification | State only facts |
| Pay included without being asked | Shares more than needed | Include pay only if requested and approved |
| No contact for follow-up | The requester cannot confirm | Add a name and phone number |
| Wrong dates or title | Can cause a denial | Check HR records before signing |
Mistakes to Avoid
- Adding opinions. Stick to facts the requester needs.
- Sharing too much pay or personal detail. Include only what was asked for and approved.
- Skipping letterhead or signature. Both help the letter look genuine.
- Getting dates or titles wrong. Check the records first.
- Typos. Proofread twice.
Verification Letter Checklist
Tick each item as you finish. The letter is ready when the counter reaches 10.
Frequently Asked Questions
What is an employment verification letter?
The Muse describes it as a formal letter from an employer confirming an employee’s job status, income and work history. Indeed says it confirms that a current or former employee works or worked there, usually with dates and contact details.
Who asks for one?
Landlords, banks and mortgage lenders, new employers and government agencies, per The Muse and Indeed.
What should the letter include?
Company letterhead, the employee’s name, job title, hire date, employment status, salary if requested, the end date for former employees, a contact person and a signature with the signer’s name and title.
How long should it be?
Indeed says most are short and contain little beyond what was requested. One page is enough.
Should the letter include salary?
Only if the requester needs it. The Muse says to include only necessary information, and Indeed suggests having the employee consent before sharing pay information.
Does an employer have to provide one?
None of the sources I could read states a requirement. Indeed says to check company policy and state law, so ask your HR department about its process.
How do I request one?
Ask HR for the process, then send a clear email with a subject such as Employment verification letter request, the reason and what the letter should say, as The Muse suggests.
What if I am a former employee?
Email HR or your former employer with your dates and title. The letter then includes the end date.
Are pay stubs or W-2s accepted instead?
Often, yes. Indeed lists pay stubs and tax forms such as W-2s and 1099s as common proof of employment, along with letters and phone verification. Ask the requester which they accept.
Are there privacy rules?
Indeed says to check company policy and state law, and to consider a signed release before sharing work and pay details. Some states also limit how pay history is used, as HR Dive reports. This page is not legal advice.
Conclusion
A good verification letter is short, factual and signed by someone authorized to release the information. Employers should include only what was requested, and employees should ask early with a clear reason and deadline. Use the builder above to write your letter today.
Related Reading
- To whom it may concern letter format
- Self declaration letter samples
- No income letter sample
- Letter of recommendation from an employer
Sources: The Muse, Employment Verification Letter: Examples, Templates and Tips. Indeed Career Guide, Employment Verification Letter Examples. Indeed for Employers, Proof of Employment: How To Get and Provide It. HR Dive, Salary history ban states and cities. The sample letters, people, employers, addresses, pay and phone numbers are fictional.