Letter of Employment — Free Template & Sample
A letter of employment is a short, signed statement from an employer describing a person's current job. People ask for it by this name when they need it for a lease, a visa, a bank account or a background check. It's the same document as an employment verification letter, and it should be just as factual.
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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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Letter of employment vs. offer letter vs. reference
A letter of employment confirms a current job that already exists. An offer letter invites someone to start a new job and sets out proposed terms. A reference letter gives an opinion about someone's skills or character. Mixing these up is common, so check which one the requester actually wants before you write.
If the requester wants both facts and an opinion, it's usually cleaner to send two documents: this factual letter, signed by HR, and a separate reference written by someone who has supervised the person.
Formatting a letter of employment
Use company letterhead, a clear date, and a Re: line naming the employee. Address it To Whom It May Concern unless the employee gives you a specific recipient. Keep it to one page — a few short paragraphs is all most readers want.
End with the signer's name, title and a working phone number or email. A letter with no way to verify it is often treated as unverified, which defeats the purpose.
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 letter of employment
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 Customer Accounts Coordinator on a part-time basis. Marcus Bell has worked for us since March 15, 2021.
Current compensation: $21.00 per hour for an average of 25 hours per week.
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
Is a letter of employment the same as an employment verification letter?
Yes, in practice they're the same document. Both confirm that someone works for the company, their title, start date and status, and often their pay. Different organizations simply use different names for it.
Can I get a letter of employment from a former employer?
Yes. Former employers can confirm the dates you worked and your last title. The wording changes to the past tense, such as was employed from one date to another. Some former employers only confirm dates and title as a matter of policy.
Does a letter of employment need to be notarized?
Usually not. Most landlords, banks and schools accept a signed letter on letterhead. Some immigration or foreign government processes ask for notarization or extra certification, so check the instructions for your specific application.
How recent does a letter of employment need to be?
Requirements vary, but many organizations want a letter dated within the last one to three months. If you're unsure, ask the requester, and get a fresh letter if yours is older than that.
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.