Employment Verification Letter — Free Template & Generator
Landlords, lenders and government agencies often ask for a short letter from an employer confirming that someone works there, in what role and for what pay. Answer the questions below and your employment verification letter fills itself in as you type.
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Free to preview[Company name]
[Company address]
October 15, 2026
To Whom It May Concern:
Re: Employment verification for [Employee's full name]
I am writing to confirm that [Employee's full name] is currently employed by [Company name] as [Employee's current job title] on a [Employment status] basis. [Employee's full name] has worked for us since [Employee's start date].
This letter is provided at the employee's request and confirms the information above as of the date of this letter. If you need to verify any of these details, please contact me at [Phone or email for verification].
Sincerely,
[Your name (the person signing)]
[Your job title]
[Company name]
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Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Get the employee's permission
Only send a verification letter when the employee has asked for one or signed a release. Ask exactly what the requester needs — some only want dates and title, others want pay or hours.
Check your records
Confirm the start date, current title, status and pay against payroll or HR records rather than memory. A wrong date or figure can delay the employee's application.
Fill in the letter
Answer the questions above. Stick to facts you can confirm, and leave out anything the employee didn't ask you to share, such as performance or medical information.
Sign it on company letterhead
Print or paste the letter onto letterhead if you have it, and have someone with authority — usually HR, a manager or the owner — sign it.
Send it and keep a copy
Give the letter to the employee or send it directly to the requester, as agreed, and keep a copy in the employee's file.
What if the landlord or lender wants more than a letter?
Some requesters accept a letter on its own, while others also ask for recent pay stubs, a W-2 or tax return, or a form of their own that the employer must complete. If a form is required, fill in that form and attach the letter only if it helps.
Many lenders and landlords also call to confirm the details. Make sure the contact you list will answer and knows the letter was sent, so the employee isn't held up waiting for a callback.
If you are asked for information you'd rather not share, such as the reason someone might leave or anything about health or performance, it's reasonable to confirm only dates, title and pay. Check your company policy on what HR may disclose.
Example employment verification letter
A filled-in sample with made-up details, so you can see the finished result.
Brightline Logistics, Inc.
4800 Industrial Pkwy, Columbus, OH 43228
October 5, 2026
To Whom It May Concern:
Re: Employment verification for Marcus Bell
I am writing to confirm that Marcus Bell is currently employed by Brightline Logistics, Inc. as Senior Warehouse Supervisor on a full-time basis. Marcus Bell has worked for us since March 15, 2021.
Current compensation: $68,500 per year, paid every two weeks.
Marcus works an average of 40 hours per week, and his position is ongoing with no planned end date.
This letter is provided at the employee's request and confirms the information above as of the date of this letter. If you need to verify any of these details, please contact me at (614) 555-0142 or dana.whitfield@brightlinelogistics.com.
Sincerely,
Dana Whitfield
Human Resources Manager
Brightline Logistics, Inc.
Frequently asked questions
What should an employment verification letter include?
At minimum: the employee's name, job title, start date and employment status, plus the name, title and contact details of the person confirming it. Many requesters also want current pay and typical hours. Keep it factual, date it, and put it on company letterhead if you have it.
Who should sign an employment verification letter?
Someone with access to employment records and the authority to speak for the company, usually a human resources representative, a direct manager or the business owner. Include a phone number or email so the requester can confirm the letter is genuine.
Can I write my own employment verification letter?
You can draft one for your employer to review and sign, which often speeds things up. It must be signed by someone at the company, though. A letter written and signed by the employee about themselves won't be accepted as verification.
Do employers have to provide an employment verification letter?
In most cases there's no general rule requiring it, but most employers will confirm basic facts when an employee asks. Some companies only verify through HR or an outside verification service, so check your employee handbook or ask HR how requests are handled.
Should the letter include salary?
Only if the employee wants it included and the requester needs it. Landlords and lenders usually do, because they're checking income. If you're unsure, ask the employee first. Some employers state pay only as an annual or hourly figure without bonuses or overtime.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.