Employment Verification Letter - Format, Samples & Templates

An official document establishing past and current work details of a candidate citing important information like salary and designation is called an employment verification letter. Agencies, current and previous employers can draft this letter. This article has provided the best samples, examples, and templates of the employment verification letters.

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What is an Employment Verification Letter?

A letter intended to verify a candidate’s background to offer employment is known as an employment verification letter. It indirectly confirms the candidate’s previous job status or role in previous employment before confirming his position in the present company. The employment verification letter caters to other details such as salary scales, benefits enjoyed by the candidate in his current role, work period, etc.

In these days of fraud cases seen everywhere, this is a much-needed step to establish the candidate’s genuine record and confirm the candidate’s transparency. It is also a prior step before confirming employment by the current employer.

How to Request an Employment Verification Letter

It’s not an easy task for a company’s manager to put together crucial information of its employee on short notice. Hence, allow some time for your employer to work on your request and process your needs. In many cases, candidates who have been serving companies for a long time have an easier chance to earn the document without any hassles. In case a candidate is new or serving a company for a short while, then a project completion or other reasonable conditions could be enforced on him.

Ideally, it would be best if you first knocked on your HR’s door to place your request for a job verification letter. An HR would easily contain all the candidate’s required information in one place and bring it to the fore whenever needed. After a formal letter from HR, receive credential letters from your next associate or manager and have a complete set of papers and documents that could easily establish your true credibility as an employer.

Employment Verification Letter Format

A proper format for writing an employment verification letter is presented below.

Name and basic contact details of the verifier.
Company name.
Protocols of official addressing.
Detailed body of the letter.
Employee details like employment tenure, designation, annual CTC etc.
Proper letter closure.
Name, signature and designation should be mentioned at the end.

In case the exact person to whom the letter is written is unknown, then the letter should be addressed as “To whomsoever, it may concern” right at the beginning of the letter.

Name of the Verifier
Name of the company as registered
Complete address

Dear Sir/ Madam,

Candidate XYZ has applied for employment with ABC Company. In this regard, he has mentioned your organisation as part of it from DD/MM/YYYY to DD/MM/YYYY in his records. Kindly co-operate with our team and help us ascertain the candidate’s related records to his service on your company rolls.

We kindly request you to ascertain the following information about the candidate named Mr. EFG

Candidate’s exact employment tenure at your organisation.
Designation held
Annual Salary in CTC
In cases of re-hiring, the candidate describes the considerations you would draw.
Candidate’s adherence to company policies, rules and regulations.
Employee growth chart and performance track.
Current employment status of the candidate.
Looking for an early response from your organisation.

Kindly contact us in case further clarifications are needed.

Yours Sincerely,
Name:
Designation:
Contact Number:
E-mail ID:

Employment Verification Letter Sample

Name: ABC Verifying agency
Contact Number: 12389076
E-mail ID: [email protected]

Respected Sir/Ma’am,

Please find the details of the employee mentioned below. Kindly co-operate with us in verifying his credentials and establish his candidature.

Name of the employee: Nidhi Kapoor
Employee ID: 1234567
Date of Birth: 11-10-1987

The employee mentioned above served your organisation APS Educational Consultants Private Limited for tenure for two years from 5-7-2018 to 8-7- 2020. Kindly look through the details provided by the candidate and confirm their credibility to us at the earliest.

Designation: Consultant
Salary: 2.7 lakhs CTC plus quarterly bonus based on performance.

If there’s any specific information about the candidate you would like to share with us, we would be happy to hear from you.

Yours Sincerely,
Name:
Designation:
Signature:

Employment Verification Letter for Bank

Whenever a bank has to approve a loan or lend money, a standard protocol is to acquire an employment verification letter from a designated authority. Various reasons why a bank needs this letter are cited below:

Customer/ prospective borrower’s work details and source of income.
In a future handover scenario of the business to a third party representative, no barriers with respect to the reimbursement amount designated for the bank.
A strong, trustworthy connection with the borrower avoids a situation where he defaults the borrowed money without repaying the principal amount and accrued interest.

When writing an employment verification letter to a bank, include these details without fail:

Date in DD/MM/YYYY format.
Employer details
Complete details of employee
Current employment status
Annual salary in CTC
Employee’s character and moral conduct code.
Designation of the candidate and his performance thereof.
Job security to his roles and responsibilities in the organisation.
Signature of the candidate