Proof of Income Letter From Employer — Free Template
Employees often ask HR or a manager to confirm their pay for a landlord, lender or benefits office. This version is set up for employers: it verifies the employee's position, start date and current earnings in a short, factual letter you can print on company letterhead and sign.
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Free to preview[Your full name (the person writing and signing)]
[Your address and phone number]
October 15, 2026
[Who the letter is for]
Re: Proof of income
Dear [Who the letter is for],
I am writing to provide proof of my income. I have worked as [Job title or type of work] with [Employer or business name] since [Start date], and I currently earn [Income amount] per year.
The information in this letter is accurate to the best of my knowledge as of the date above. If you need to verify any of it, please contact me using the details above.
Sincerely,
[Your full name (the person writing and signing)]
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What an employer letter should include
Keep it to the facts the recipient asked for: the employee's name, job title, start date, whether they are full time or part time, and their current pay. Add whether the position is permanent, temporary or seasonal if relevant. Include the name, title and direct contact details of the person signing so the recipient can verify it.
Print it on company letterhead if you have it and sign it by hand or with your usual electronic signature. A letter on plain paper from a personal email address is easier to doubt.
Be careful with what you share
Many companies have a policy on employment verification, and some route all requests through HR or a third-party verification service. Check your company's policy before writing. Get the employee's permission before disclosing salary information, and share only what's needed.
Avoid predictions you can't stand behind, such as promising future raises or that the employee's job is secure for a set period. Stating that employment is ongoing and that you're not aware of any planned change is usually enough. Never inflate pay or title as a favor; a false verification can create problems for the company and the employee.
What to do, step by step
Ask what the recipient needs
Landlords, lenders and agencies differ. Ask whether they want gross or take-home pay, monthly or yearly figures, and whether they need the letter from you or from your employer.
Gather your numbers
Check your pay stubs, offer letter, tax return or bank statements so every figure in the letter is accurate and matches your documents.
Fill in your letter
Answer the questions above. Employers should enter the employee's name; if you're writing about your own income, leave it blank and the letter is written in the first person.
Attach proof and sign
Attach supporting documents such as pay stubs, tax returns or bank statements, then sign the letter. Employer letters are best printed on company letterhead.
Send it and keep a copy
Send the letter the way the recipient prefers and keep a copy for your records in case they call to verify it.
What if a landlord or lender won't accept your letter?
A proof of income letter is often supporting evidence rather than the only proof a landlord or lender will accept. If they say it isn't enough, ask exactly what they need. Common alternatives include recent pay stubs, a W-2 or 1099, tax returns, bank statements showing regular deposits, a benefits award letter or a letter from an accountant.
If your income is irregular, such as self-employment, gig or cash work, offer a longer history: a full year of bank statements or two years of tax returns usually carries more weight than a single month. Some landlords will also accept a larger security deposit, a co-signer or a guarantor where local rules allow it.
Never overstate your income. Landlords and lenders often verify by calling employers or reviewing tax records, and false statements on a rental or loan application can lead to a denial, a terminated lease or worse.
Example proof of income letter from employer
A filled-in sample with made-up details, so you can see the finished result.
Angela Moore
HR Manager, Brightline Logistics
500 Industrial Way, Oakland, CA 94621 · (510) 555-0110
October 5, 2026
Bayview Apartments Leasing Office
Re: Proof of income for Marcus Bell
Dear Bayview Apartments Leasing Office,
I am writing to verify the employment and income of Marcus Bell. Marcus Bell has worked for Brightline Logistics since June 6, 2022 as a full-time warehouse supervisor, and currently earns $68,500.00 per year.
Marcus works 40 hours per week and is a permanent employee in good standing. His salary is paid every two weeks.
The information in this letter is accurate to the best of my knowledge as of the date above. If you need to verify any of it, please contact me using the details above.
Sincerely,
Angela Moore
HR Manager, Brightline Logistics
Frequently asked questions
Is an employer required to write a proof of income letter?
Generally not, though many do as a courtesy, and some must respond to certain government verification requests. Company policy often decides who can sign these letters. If your manager can't, ask HR or check whether your employer uses a verification service.
Should the letter state gross or net pay?
Gross pay, before taxes and deductions, is standard. If the recipient specifically asks for take-home pay or wants bonuses and overtime broken out, include those details and label them clearly.
Can an employer email the letter instead of mailing it?
Usually, yes. A signed PDF on letterhead sent from a company email address is widely accepted. Some lenders prefer to verify by calling the employer directly, so include a phone number for the signer.
What is a proof of income letter?
It's a short letter stating how much a person earns, from what source and since when. It may be written by an employer to verify an employee's pay, or by a self-employed person or contractor about their own income, usually along with supporting documents like tax returns or bank statements.
Can I write my own proof of income letter?
Yes, especially if you're self-employed, freelance or paid in cash. A letter you write yourself carries more weight when backed by documents such as tax returns, 1099s, invoices or bank statements. If you have an employer, many recipients prefer a letter from them instead.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.