An employment verification letter is a letter written by an official of one company to the official of another, confirming or verifying that an aforementioned employee is working in the former’s office.
Employment verification letters are formal letters written in a cordial tone and with the sole purpose of providing legitimate information about the employee of a company. Inquiries about the employees in a company may be done for several reasons.
An official of another company may be planning a crossover or a conference wherein he might need the help of a particular official. The employment verification letter is a letter that provides the relevant information, that is, whatever basic details that are asked by the opposite official.
Before appointing an employee, the company may need proof and some evidence about the candidate and his former experience. Hence, a verification letter from the former company proves to be beneficial to the potential employer for judging the candidate and his credibility. Such a letter is formal and hence must be short and precise.
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Employment Verification Letters Writing Tips
- Always be clear, concise and practical in your tone. Keep the approach of the letter formal and short. Do not be over-the-top with your answers or sentimental in your descriptions [if any are required].
- While providing information about an employee to someone who isn’t an employee of the company, keep the work ethics of your job and company in mind and then divulge the details.
- Confirm whether what you’re going to disclose is permitted to be disclosed or not. Make sure the details aren’t susceptible to distortion or any other sort of malpractice.
- When you’re answering the queries of a particular person about a particular employee, do not be extravagant in your answers simply because you and employee belong to the same company. Instead, be clear, understated, practical, genuine, and modest. This will uphold your company’s name and authenticity as well as its ethics.
Employment Verification Letters Template
Use our free Employment Verification Letters to help you get started.
Date:________(date on which the letter was written)
Subject: Verification of employment
Dear Mr./Ms __________ [Name and designation],
This is to inform you that ____________ [name and designation of employee] has been an employee with __________ [name of company] since the past ________ [mention time period for which the employee has been working for the company]. He is a commendable and hard-working individual and we deem ourselves lucky to have him.
I have attached his basic details with this letter in case you might want to get in touch with him.
_________ [Name and designation]
Employment Verification Letters Sample
The following is a sample of an employment verification letter.
Date 19th oct 2016
Mr. Tom Holmes,
Subject: Verification of employment
Dear Mr. Tom,
This is in reply to your letter sent on the 1st of August, inquiring about the person occupying the position of Senior Executive Officer in our company. This is to bring to your kind notice that Mr. Kevin Dsouza is the Senior Executive Officer (SEO) in our company, and has been working under my supervision for the past six months.
He is a recommendable employee with impressive educational credentials as well as a solid work record. His ethics are respectable, and his conduct is also quite agreeable. He has been in the offing for a promotion for quite some time now. The company considers itself lucky to have an employee like him.
If you have any further queries about any other position-holder or employee in our company, feel free to get in touch with our Human Resources or Public Relations department.
Infotech Pvt. Ltd.,
420 Saint Sebastian Street,
San Francisco, California,
August 1, 2013
GOP Health Care.
6591 Irvine Centre Drive,
Subject: Employment Verification Letter to GOP Health Care
This is to bring to your kind notice that Mr. Bruce Norton is working in our organization as the Senior Marketing Executive for the past 5 years. For all these years, he has been an honest and very hard-working employee of our organization and will continue to be so for years to come.
He has a curiosity to learn the working of the entire organization and also possesses a great grasping power to understand every aspect of it. For the first 2 years, he was on probation period as per the contract of our company, but now he has become our permanent employee. The gross monthly remuneration given is $67000.
I hope that I have provided you with all the essential details that you had been requiring. If you require any further details, feel free to contact me at firstname.lastname@example.org.
Customer Relations Manager,
Infotech Pvt. Ltd.
Employment Verification Letters Email Format
The following is the email format to be followed while writing an employment verification letter.
Date: ______ (Date on Which the Letter is Written)
Subject: Employment Verification Letter to the _____________ (Name of the Company)
Dear _____________ (Sir or Madam),
This is to bring to your kind notice that Mr./Ms. _____________ (Name of the Employee) is working in our organization, ______________ (Name of the Organization) as the _____________ (Designation of the Employee) since the past ____________ (Duration of Time-Period). For all these years, he has been a sincere and a very hard working employee in our organization and will continue to do so for years to come.
He/She has a curiosity to learn the working of the entire organization and also possesses a great grasping power to understand every aspect of it. For the first 2 years, he was on probation period as per the contract of our company, but now he is our permanent employee. The gross monthly remuneration given is $__________ (Amount).
I hope that I have provided you with all the details that you were looking for. If you require more details, feel free to contact me.
_______________ (Name and Signature)