What Is a Letter of Employment? Your Guide on How To Write One

A letter of employment — sometimes called an employment verification letter — is written by an employer to verify an employee’s working status. It confirms the employee’s job title, salary, history at the organisation and the organisation’s contact information. 

A letter of employment is short and to the point. It includes the below information: 

Include the basic information about your company, such as the organisation’s name, address and contact information.

Address the organisation requesting the letter by name and include the name of the contact person there. 

This information includes the employee’s name, job title and dates of employment (starting from induction day). It may also include salary and other specific information asked by the requester. 

Follow these best practices to write a letter of employment… 

For a formal letter, follow the business letter format, which consists of writing your organisation’s contact information, name and address at the top of the page. 

Next, state the date the letter is written and then the contact information of the recipient. If you have the name of who you’re writing the letter to, address them by name in the opening of the letter. If you don’t have a name, “Dear Sir or Madam” or “To Whom it May Concern” are acceptable alternatives.

State right off that this is a letter of employment, so the reader knows precisely what they’re reading.

In addition to the standard information in a letter of employment, the employee may need other items addressed. Make sure to ask for these details and that they’re included in your draft. Keep this additional information brief and easy to read.

Offer to answer questions the recipient may have, and provide your contact information so they can reach out to you. You can share your work email or phone number. Then, end with your signature.

Carefully read over the letter for spelling or grammatical errors. Fact-check the information provided. Be aware of tone when editing, too — it should sound professional and polite. 

Save this letter of employment template example for future use. 

[Your company name] [Your company address] [Your company phone number, if applicable] [Date] [Company name that you’re contacting] [Address of recipient]

Dear [Person’s name, or nameless greeting], This letter is to verify [insert name of employee’s] employment at [insert name of your company]. [Name of employee] was hired on [insert state hire date] and has been working [full time/part time/other type] as a [insert job title] with us since then [if employment ended, add the end date here]. [Employee’s name] annual salary is [insert salary amount].  [In a new paragraph, include other details the employee mentioned to you.] If you have any questions, you can contact me at [insert your phone number or email address here]. 

Sincerely,

[Your printed name] [Your signature] [Your job title] [Your company’s name again]

In search of other letter types? Check out our other HR templates that make day-to-day employee management easier.

Here are practical tips to consider when writing and revising your letter of employment:

To ensure that your letter looks professional, incorporate your organisation’s official letterhead styling. This often includes your organisation’s logo and contact details. 

Don’t delay the purpose of the letter when drafting a letter of employment. After the proper formatting and introductions, get right to the information.

A handwritten signature – instead of a script font – lends authority and authenticity to your letter. Use a PDF reader, a stylus, insert a drawing of your signature or print and scan a signed letter to add your signature.

In most cases, your employee can read their employment verification letter, but double-check with your organisation’s policy beforehand. If they can read it, they can bring any errors in fact to your attention.

Time is often of the essence when a letter of employment is requested. Don’t delay drafting and submitting the letter. The template and tips in this guide can help you write a letter of employment quickly. 

A letter of employment is used to verify that an employee works where they say they work. It’s often reviewed by lenders, landlords and other decision-makers when it comes to significant financial decisions. 

A good letter of employment template is short and to the point. It includes the basic information required, plus space to include other requested details. 

A good letter of employment is short and provides all the necessary details straight away. For other tips on professional communication, check out Personio’s articles on how to write a professional rejection email, informal communication methods or how to introduce new employees.

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