Employment (Income) Verification Letter

Use our employment verification letter to prove an individual’s salary and employment status.

Updated May 28, 2024
Written by Ioana Gagiuc | Reviewed by Susan Chai, Esq.

An employment verification letter confirms an individual’s current or past employment status and details. It validates income or employment history for loan applications, lease agreements, immigration purposes, and other use cases.

Employment Verification vs. Salary Verification

The main objective of an employment verification letter is to verify employment status rather than providing specific salary information, whereas a salary verification letter specifically confirms an individual’s income or salary with a company.

• What Is an Employment Verification Letter?
• How to Verify Employment
• How to Request an Employment Verification Letter
• How to Write an Employment Verification Letter
• Employment Verification Letter Sample
• Frequently Asked Questions

What Is an Employment Verification Letter?

An employment verification letter (or proof of income letter) verifies a previous or current employee’s salary, employment history, and job responsibilities.

A verification letter is also a common third-party prerequisite to confirm that an individual has the income to make monthly payments for a significant expenditure — whether for a lease, mortgage, or loan.

Verifying parties typically submit this document in business letter format with their name, job title and contact information, current date, and the employee’s income or job status. It does not only verify employment but also may include additional details such as eligibility for rehire or the reason for termination in cases where applicable.

Who Needs an Employment Verification Letter?

The following people, businesses, and organizations may ask for employment verification letters to learn more about an individual’s work experience and salary details:

• Landlords:
  • Purpose of the Letter: To confirm an individual will be responsible and make timely rent payments.
  • Mortgage lenders:
    • Purpose of the Letter: To assess applicants’ income stability and ability to repay the loan when they apply for loans, mortgages, or other financial products.
    • Prospective employers:
      • Purpose of the Letter: To confirm the employment details the candidate provides. They may reference the information provided on the employee’s I-9 Form to confirm their employment eligibility and status.
      • State and federal government agencies:
        • Purpose of the Letter: To determine their eligibility when they apply for specific positions.

        An employment letter may also be necessary for immigration, work permits, or visa processes to assess an individual’s employment status and income.

        Information to Avoid

        • Employers must exercise honesty and discretion when providing information about former employees. They should stick to factual, employment-related details like dates and job titles, avoiding delving into termination reasons.
        • Compliance with federal, state, and local laws regarding disclosure is essential, especially considering sensitive issues like child custody cases, where the letter’s content could be used as evidence.

        How to Verify Employment

        Step 1 – Receive the Individual’s Employment Verification Letter

        If you haven’t yet received an individual’s income verification letter, you can request that they send it to you. Examine the document for potential issues, such as discrepancies in basic information or inconsistencies with the individual’s provided details.

        Step 2 – Look Up the Organization

        Check the status of the business entity to confirm it’s real. Every state has a searchable business directory tool that you can use to conduct your research. Ensure the author of the individual’s letter matches the information on the Secretary of State’s website.

        Step 3 – Contact the Employer

        Get in touch with the employer via email or phone to confirm they composed and signed the letter. If you’re contacting them by phone, do so during traditional business hours for the best chance of a response. If the person you want to speak with isn’t available, ask their secretary or assistant to set up a virtual meeting time.

        Step 4 – Request Pay Stubs

        Ask for two of their most recent pay stubs. If they can’t provide this information, you may instead ask for proof of income like:

        • Bank statements
        • Tax returns (Form 1040)
        • Wage and tax statements (W-2 Form)
        • Social Security proof of income/benefits verification
        • Proof of workers’ compensation

        Step 5 – Obtain the Previous Two Years’ Tax Returns

        In many cases, self-employed individuals receive payments in cash. In such situations, it is advisable to obtain at least the tax returns from the past two years. Every individual in the U.S. must fulfill their tax responsibilities to the federal government, so if they earn any form of income, they will have filed a tax return.

        • For Individuals: Request IRS Form W-2.
        • For Self-Employed Individuals: Request IRS Form 1040. Additionally, ask for IRS Form 4506-T, which allows the federal government to authenticate the self-employed individual’s income from the previous year. Processing is free and typically takes around one business day.

        Step 6 – Run a Credit Report

        Use a background check authorization form to collect the person’s information. Then, run a credit report through one of the three major credit reporting agencies: Transunion, Experian, and Equifax.

        How to Request an Employment Verification Letter

        Here’s how to ask for an employment verification letter depending on whether you’re a former employee or an external party:

        If You’re the Employee

        1. Consult your supervisor or manager. This is often the most straightforward method for requesting the letter. However, ensure to offer complete details and context for clarity.
        2. Contact the human resources department. Certain organizations have established formal procedures requiring engagement with the HR department.
        3. Complete a request form. Fill out the request form your HR department provides you. Supply specific information you’d like them to include in the letter, such as your employment dates and status (full-time versus part-time).
        4. Note the recipient. Indicate if you want them to send the letter to the requestor or give it to you so you can supply it to the appropriate party.
        5. Follow up. If you haven’t received word that they’ve written and delivered your letter within a reasonable timeframe, check on the status of your letter.

        Employment Verification Request Example

        I am applying for a lease, and the landlord has requested proof of my employment. They’ve asked that you verify my dates of employment, job title, and salary.

        Their address is: [Insert address]

        They also accept verification via fax at [insert number]. Please let me know if there’s anything else you need.

        [Position and Company]

        If You’re an External Party

        1. Seek authorization from the individual. You must obtain explicit permission from the employee before you pursue the process of getting an income verification letter.
        2. Contact the employer. Find the designated contact for employment verification requests at the individual’s company.
        3. Specify the information you want. Be specific about the information you want, such as their income and employment length.
        4. Indicate the delivery method. Clarify how you’d like to receive the letter, whether via certified mail, fax, or in person.

        How to Write an Employment Verification Letter

        Here are the steps to follow when writing an employment verification form:

        Step 1 – Provide the Employer’s Details

        Write down the employer’s details. Include the name (or company) of the current or past employer verifying the employment and the address.

        

        Step 2 – Enter the Requesting Party’s Details

        Provide the name and address of the party requesting the employment verification, such as a bank or a landlord. If the requester is unknown, leave this blank.

        Write the name of the contact person for the party requesting verification. If the requester is unknown, use “To Whom It May Concern” to address the letter.

        

        Step 3 – Fill in Verification Details

        Enter the name of the verified person. Also, provide their employment details, like their employer’s name, job title, employment start date, and company’s address.

        Include supporting documents within this letter to verify the employee’s salary and bonus, if any. Remember that there are state and local laws regarding salary disclosure, and some require employee authorization.

        

        Step 4 – Provide the Employer’s Contact Information

        Write the employer’s contact details, including their phone number and email address. Before sending, ensure to carefully edit and proofread the letter.

        

        Step 5 – Get Notary Acknowledgement (Optional)

        While this letter doesn’t require notarization, it can add to its legitimacy. If you’d like, have a notary witness the employer’s signature for authenticity.

        

        Employment Verification Letter Sample

        Download an employment verification letter template in PDF or Word format below: