Sometimes you need more than your pay stubs to prove your employment status. The requesting party might ask for an actual letter from your employer. For example, if you are renting a home or applying for financial credit or certain government benefits, you might need to submit a letter verifying employment. Some employers have standard letter templates, others prepare the letter from scratch, while some allow employees and third parties to personally access the information.
A standard proof of employment letter contains your job title, department, salary or hourly rate, full-time or part-time status and employment dates. It might include other types of compensation, such as bonuses, commission and health and retirement benefits. The letter should be printed on a company letterhead and must be factual, containing only verifiable information. Information about your personal characteristics, and in most cases, job performance, should be excluded. However, in specific instances, such as teaching professionals who need to prove their work experience to a school district, the letter may contain a job performance rating.
Generally, current and former employees can submit proof of employment requests to an employer. In some cases, third parties with a legitimate reason for needing the information can make the request, such as potential landlords, government agencies and mortgage companies. In other cases, the third party has to go through the employee to obtain an employment verification letter.
An employee or her legal representative might need to submit proof of employment in special situations. For example, a non-immigrant working in the United States on a special visa might need to submit a letter from her employer to the respective embassy. The letter should explain her current employment duties and request permission for her to re-enter the country so she may resume her role in the company.
Your employer may create the letter by inserting the requested information into its standard template, or it may type a customized letter. Some employers have human resource online self-service tools that allow employees to generate their own standard employment verification letters, such as for banks and landlords. For more specialized cases, such as foreign national employees, the employee may need to obtain the letter directly from an authorized person at the company. If third parties are allowed to make employment verification requests directly to an employer, they might need to get the employee’s consent beforehand.
A typed verification letter includes an authorized company representative’s signature, such as the employee’s manager or supervisor, the human resources manager or the owner of the company. The self-service option that allows employees to generate their own letter might not include a signature. If a signature is required, the employee can obtain it from the designated department.