Employment Verification Letter for Immigration — Free Template
Immigration and visa applications often ask for a letter from an employer confirming a person's job, dates of employment, hours and pay. These letters are read carefully, so accuracy and completeness matter more than polish. This template gives you a factual starting point you can adapt to the instructions for your specific application.
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[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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Follow the instructions for your application
Different immigration processes ask for different details. Some want job duties described in a few sentences, some want exact weekly hours, and some want past employment covered with dates for each role. Read the instructions for the specific form or program and make sure every requested item appears in the letter.
Use the details field to describe main duties, weekly hours and any changes in title over time. Write in plain, specific language — tasks, team size and responsibilities — rather than general praise.
Accuracy is everything
Every date, title and figure should match payroll records, tax documents and anything the applicant has submitted before. Inconsistencies between documents are a common reason for follow-up requests and delays. If a detail is uncertain, check it rather than estimating.
Sign the letter on official letterhead with a real signature and a contact who can confirm it. Some processes, especially those involving foreign agencies, ask for notarization or a certified translation, so check whether that applies before sending.
When to get help
Immigration rules are complex and change over time, and what counts as acceptable evidence differs between programs. For anything beyond a simple verification, consider getting legal help from an accredited immigration representative or a nonprofit immigration service before the letter is submitted.
Keep a signed copy, and make a note of when and to whom it was sent. Immigration cases can take a long time, and you may be asked to confirm or update the same information later.
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 for immigration
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 40 hours per week. His main duties are supervising a team of 14 warehouse associates, scheduling shifts, overseeing inventory accuracy and training new staff. 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 letter for immigration include?
Commonly: the employee's full name, job title, start date and, if relevant, end date, weekly hours, pay, a short description of main duties, and the signer's name, title and contact details on company letterhead. Check your program's instructions for anything extra it requires.
Does the letter need to list job duties?
For many immigration and visa purposes, yes. Reviewers often use the duties to understand the type and level of the job. Describe the main tasks in a few clear sentences and avoid exaggerating responsibilities.
Can I use this letter for past jobs too?
Yes, with small changes. A former employer can confirm the dates you worked, your titles and duties. Change the wording to the past tense and include both a start and an end date.
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.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.