A proof of income letter from an employer is a short letter on company letterhead that confirms an employee’s job, start date, status and earnings.
It is signed by someone in human resources or management and gives a phone number so the landlord, lender or agency can confirm the details.
Below are 6 complete samples: a salaried employee, an hourly employee with overtime, an employee with a bonus, a part-time employee, an employee with commissions and a new hire.
A free builder lets you tap, edit, print or copy your own letter.
The people, employers and amounts are fictional. This page is general information, not legal or financial advice, so ask the recipient what documents it needs.
6 Proof of Income Letter Samples
Quick jump: LandlordOvertimeBonusPart-timeCommissionNew hireFree proof of income letter builder
Proof of Income Letter for a Landlord
Human Resources
1800 Grand Boulevard, Kansas City, MO 64108
(555) 010-3101
November 14, 2026
Ms. Denise Walker
Leasing Manager
Cardinal Property Management
450 Main Street
Kansas City, MO 64105
Re: Income Verification for Jason Rivera, Rental Application
Dear Ms. Walker,
This letter confirms the employment and income of Jason Rivera for his rental application at Cardinal Property Management, at his request.
Mr. Rivera has worked for Heartland Software Group as a Software Engineer since June 3, 2019. He is a full-time, regular employee and earns an annual salary of $96,000, which is $8,000 a month before taxes.
Our HR office can confirm these details at the number above, Monday through Friday. This letter does not guarantee future earnings.
Sincerely,
Diane Cooper
Human Resources Manager
Proof of Income Letter for an Hourly Employee With Overtime
Human Resources
2716 Industrial Way, Omaha, NE 68102
(555) 010-4212
November 14, 2026
Mr. Kevin Mitchell
Loan Officer
Midwest Federal Credit Union
600 Dodge Street
Omaha, NE 68102
Re: Employment and Income Verification for Brandon Taylor, Mortgage Application
Dear Mr. Mitchell,
We are writing to verify the employment and income of Brandon Taylor for his mortgage application with Midwest Federal Credit Union, at his request.
Mr. Taylor has worked for Prairie Valley Distribution as a Warehouse Associate since February 10, 2020. He is a full-time, regular employee scheduled for 40 hours a week at an hourly rate of $19.50, which is $40,560 a year before taxes.
He also worked overtime, which averaged $176 a week, or about $9,150 a year, over the last 12 months. His combined earnings are about $49,700 a year before taxes. Our HR office can answer any questions.
Sincerely,
Tiffany Brooks
Human Resources Specialist
Proof of Income Letter With a Bonus for a Mortgage Lender
Human Resources
200 Bay Street, Tampa, FL 33602
(555) 010-5323
November 14, 2026
Ms. Angela Perry
Senior Loan Officer
Lakeview Mortgage Company
100 Bayshore Boulevard
Tampa, FL 33606
Re: Employment and Income Verification for Emily Carter, Mortgage Application
Dear Ms. Perry,
This letter verifies the employment and income of Emily Carter for her mortgage application with Lakeview Mortgage Company, at her request.
Ms. Carter has worked for Brightwater Marketing Group as a Marketing Manager since April 15, 2018. She is a full-time, regular employee with a base salary of $88,000 a year, or $7,333 a month, before taxes.
She earned annual bonuses of $5,800 in 2024 and $6,600 in 2025, which average $6,200 a year. Bonuses depend on company results and are not guaranteed. Our HR office can confirm these details at the number above.
Sincerely,
Paul Henderson
Director of Human Resources
Proof of Income Letter for a Part-Time Employee
Human Resources
88 Pine Street, Seattle, WA 98101
(555) 010-6434
November 14, 2026
Mr. James Anderson
Property Manager
Riverbend Apartments
350 Rainier Avenue
Seattle, WA 98144
Re: Income Verification for Maria Gonzalez, Rental Application
Dear Mr. Anderson,
I am writing to confirm the employment and income of Maria Gonzalez for her rental application at Riverbend Apartments, at her request.
Ms. Gonzalez has worked for Evergreen Community Pharmacy as a Pharmacy Technician since August 22, 2021. She is a regular part-time employee scheduled for 24 hours a week at $21.00 an hour, which is $504 a week, or $26,208 a year, before taxes.
Her schedule has stayed at 24 hours a week for the last 12 months. You may call me at the number above to confirm.
Sincerely,
Susan Reed
Office Manager
Proof of Income Letter With Commission for an Auto Lender
Human Resources
1200 Larimer Street, Denver, CO 80202
(555) 010-7545
November 14, 2026
Ms. Laura Simmons
Auto Loan Specialist
Frontier Auto Finance
900 Broadway
Denver, CO 80203
Re: Employment and Income Verification for Daniel Foster, Auto Loan Application
Dear Ms. Simmons,
This letter verifies the employment and income of Daniel Foster for his auto loan application with Frontier Auto Finance, at his request.
Mr. Foster has worked for Summit Wireless Sales as a Sales Representative since January 9, 2022. He is a full-time, regular employee with a base salary of $42,000 a year before taxes, plus commissions.
His commissions totaled $38,500 over the last 12 months and $35,300 over the 12 months before that, an average of $36,900 a year. Commissions vary with sales and are not guaranteed. Our sales office can confirm these details at the number above.
Sincerely,
Greg Patterson
Sales Director
Employment and Income Letter for a New Hire
Cedar Ridge Health Partners
Human Resources
700 Fayetteville Street, Raleigh, NC 27601
(555) 010-8656
November 14, 2026
Ms. Karen Brooks
Property Manager
Greenway Townhomes
400 Hillsborough Street
Raleigh, NC 27603
Re: Employment and Income Confirmation for Rachel Adams, Rental Application
Dear Ms. Brooks,
This letter confirms the employment offer and income of Rachel Adams for her rental application at Greenway Townhomes, at her request.
Ms. Adams has accepted a written offer to join Cedar Ridge Health Partners as a Registered Nurse. Her start date is January 4, 2027, and she will be a full-time employee at a salary of $78,000 a year, or $6,500 a month, before taxes.
We have attached a copy of the signed offer letter. Our HR office can confirm these details at the number above.
Sincerely,
Laura Simmons
Human Resources Director
Free Proof of Income Letter Builder
Step 1. Who needs the letter?
Step 2. How are the earnings set?
Step 3. Tap the lines to add. Three to five keeps the letter short.
Step 4. Click any text in the letter below and type or modify to make it yours.
An employee can bring this draft to human resources. The employer replaces the names, dates and amounts with true figures from company records, prints it on letterhead and signs it.
Lakeshore Manufacturing
Human Resources
600 Industrial Parkway
Toledo, OH 43604
(555) 010-4417 | hr@lakeshoremfg.example
November 14, 2026
Ms. Angela Perry
Property Manager
Oakwood Apartments
200 Fayetteville Street
Charlotte, NC 28202
Mr. Kevin Mitchell
Loan Officer
Buckeye Community Credit Union
600 High Street
Columbus, OH 43215
Ms. Laura Simmons
Auto Loan Specialist
Northstar Auto Finance
1200 Commerce Street
Nashville, TN 37203
Re: Income Verification for Michael Turner, Rental Application
Re: Employment and Income Verification for Michael Turner, Mortgage Application
Re: Employment and Income Verification for Michael Turner, Auto Loan Application
Dear Ms. Perry,
Dear Mr. Mitchell,
Dear Ms. Simmons,
This letter confirms the employment and income of Michael Turner for his rental application at Oakwood Apartments, at his request.
This letter verifies the employment and income of Michael Turner for his mortgage application with Buckeye Community Credit Union, at his request.
This letter verifies the employment and income of Michael Turner for his auto loan application with Northstar Auto Finance, at his request.
Mr. Turner has worked for Lakeshore Manufacturing as a Production Supervisor since March 4, 2019 and earns an annual salary of $72,000, which is $6,000 a month before taxes.
Mr. Turner has worked for Lakeshore Manufacturing as a Production Supervisor since March 4, 2019 and earns an hourly rate of $24.00. At 40 hours a week, his earnings are $960 a week, or $49,920 a year before taxes.
Mr. Turner has worked for Lakeshore Manufacturing as a Production Supervisor since March 4, 2019 and earns an annual salary of $64,000 plus a quarterly bonus that averaged $2,000 over the last 4 quarters, for about $72,000 a year before taxes.
He is a full-time, regular employee.
He has been with the company for more than 7 years.
He is scheduled for 40 hours a week.
Earnings are issued every 2 weeks.
All amounts are before taxes.
His bonuses were issued in each of the last 4 quarters.
He worked an average of 4 overtime hours a week over the last 12 months.
His employment is expected to continue.
Our HR office can confirm these details at the number above.
We issued this letter at his request.
Future earnings are not guaranteed.
Thank you for reviewing this letter.
Sincerely,
Karen Walker
Human Resources Manager
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.
Which Sample Fits the Employee?
| Employee’s earnings | Best sample | Key details |
|---|---|---|
| A yearly salary | Samples 1 and 6 | Title, start date, status and annual salary |
| An hourly rate | Samples 2 and 4 | Rate, weekly hours and overtime history |
| A bonus or commission | Samples 3 and 5 | Base salary plus an average of past bonuses or commissions |
How to Get a Proof of Income Letter: 6 Steps
Step 1. Ask the Recipient What It Needs
Landlords, lenders and agencies set their own rules. The CFPB advises asking your lender what documents it needs.
Step 2. Request the Letter From Human Resources
Ask HR or your manager in writing. Offer the sample as a draft and give the name and address of the recipient.
Step 3. State the Facts the Recipient Needs
Include the title, start date, status, hours and the salary or hourly rate, and say whether amounts are before taxes.
Step 4. Add Bonus, Overtime or Commission History
Give past amounts with dates or an average. Say they are not guaranteed.
Step 5. Print on Letterhead and Sign
The signer prints the letter on company letterhead, signs it and gives a phone number that can confirm it.
Step 6. Attach Supporting Documents
Add recent earnings statements, W-2s or an offer letter. Keep copies of everything.
What to Include in the Letter
| Part | What to write |
|---|---|
| Letterhead | The company name, address and phone number |
| Date and recipient | Today’s date and the landlord, lender or agency |
| Re line | The employee’s name and the purpose of the letter |
| Opening | A clear sentence saying the letter confirms employment and income, at the employee’s request |
| Employment | Job title, start date, full-time or part-time status |
| Earnings | Salary or hourly rate, weekly hours, and whether amounts are before taxes |
| Bonus or overtime | Past amounts with dates, and a note that they are not guaranteed |
| Contact | An HR phone number so the recipient can confirm |
| Signature | The signer’s name and title, signed on letterhead |
Income Verification Facts From CFPB and Fannie Mae
| Where | What the source says |
|---|---|
| Mortgage applications (CFPB) | Earnings statements from the last 30 days, W-2s from the last two years and signed federal tax returns from the last two years |
| Other income (CFPB) | Documents for any income besides regular wages; requirements vary by lender |
| Earnings statement (Fannie Mae) | The most recent one is dated no earlier than 30 days before the application, with year-to-date earnings |
| Employer verification (Fannie Mae) | Documents must be typed or computer-generated by the employer and name the employer and the source of the information |
| Source of the information (Fannie Mae) | HR, personnel, the earnings records department, an outside records vendor or a supervisor |
| Timing of verification (Fannie Mae) | Employment is verified no more than 10 business days before the note date, or 15 in some cases |
Weak vs Strong Lines
| Weak line | Why it fails | Stronger line |
|---|---|---|
| He earns a good salary | Gives no number | He earns an annual salary of $96,000, which is $8,000 a month before taxes. |
| He has worked here a while | Gives no date | He has worked here as a Software Engineer since June 3, 2019. |
| He gets bonuses | Gives no history | Bonuses averaged $6,200 a year over 2024 and 2025. |
| He is a valued employee | Adds praise, not facts | He is a full-time, regular employee. |
| Call us | Gives no number | Our HR office can confirm these details at (555) 010-3101. |
Mistakes to Avoid
- Leaving out the amount. Give the salary or rate in numbers.
- Not saying before or after taxes. State which one.
- Mixing in praise or recommendations. Keep the letter to facts.
- Counting benefits as income. List health coverage and retirement contributions separately, if at all.
- Promising future earnings. Say bonuses and commissions are not guaranteed.
- Skipping a contact number. The recipient may want to confirm by phone.
Proof of Income Letter Checklist
Tick each item as you finish. Your letter is ready when the counter reaches 5.
Frequently Asked Questions
What is a proof of income letter from an employer?
It is a letter on company letterhead that confirms an employee’s job, start date, status and earnings. Landlords, lenders and agencies use it to verify income.
What should a proof of income letter include?
The company details, date, recipient, the employee’s name, job title, start date, full-time or part-time status, salary or hourly rate, hours, whether amounts are before taxes, a contact number and a signature.
Who writes a proof of income letter?
Human resources, the employee’s manager or the business owner writes and signs it. An employee can ask for it and offer a draft.
Should the letter show gross or net income?
Say which it is. Lenders generally look at income before taxes, so the samples on this page state amounts before taxes.
Can the letter include bonuses and overtime?
Yes. Give past amounts with dates or an average, and say they are not guaranteed.
What other documents should I send with it?
The CFPB lists earnings statements from the last 30 days, W-2s from the last two years and signed federal tax returns from the last two years for a mortgage application.
Does the letter have to be on letterhead?
Fannie Mae’s standards say employer documents must be typed or computer-generated and identify the employer and the source of the information, so letterhead and a named signer help.
How recent should the letter be?
Recent. Fannie Mae verifies employment no more than 10 business days before the note date, and 15 in some cases. Ask your lender about its timing.
Can a new hire get a proof of income letter?
Yes. The employer can confirm the accepted offer, start date and salary, and the employee can attach the signed offer letter. Sample 6 shows how.
What if I am self-employed?
The CFPB says self-employed applicants or those with irregular or nonwage income may need additional documentation, so ask your lender what it requires.
Conclusion
A strong proof of income letter is factual, current and signed. State the job, the start date, the status and the earnings before taxes, add any bonus or overtime history and give a contact number. Use the builder above to draft yours today and take it to human resources.
Related Reading
- No income letter samples
- Proof of residency letter from a landlord
- Self declaration letter samples
- Letter stating that someone lives with you
Sources: Consumer Financial Protection Bureau, Create a loan application packet. Fannie Mae Selling Guide, Standards for Employment and Income Documentation and Verbal Verification of Employment. The people, employers and amounts are fictional.