Employment Verification Letter Templates: With and Without Salary, Current and Former Employee

None of these is a legal form. The format is the one people commonly use: the employer’s letterhead, the employee’s name and job title, the start date (and end date for a former employee), full or part time, sometimes the rate of pay, signed by HR or a manager. No official page cited here names a required format or signer.

Verification services and lenders ask for a narrow set of facts. The Work Number’s employment verification covers employer name, hire date, termination date, total tenure and job title; its income verification adds base pay, year-to-date earnings, overtime, bonus and commissions, and “commissions are included only with consent”¹. Its “How It Works” page lists the same fields plus dates of employment, salary history and pay frequency². Fannie Mae’s rule for a mortgage lender is narrower still: confirm that the borrower “is still employed as disclosed on the application”⁷.

The consent point applies to a letter too. For an income request through the database, the verifier must “certify to The Work Number that the employee’s consent was obtained – typically in the application”⁵. Template 2, the version that states pay, carries a line recording the employee’s written request and consent.

Good to know The Equifax guide shows one way employers route requests: it says “the caller should be directed to” the service⁵. A letter and a database check are two routes to the same facts.

This is the version used when the verifier needs to know only that the person works there and in what role.

[Company letterhead]

[Date]

To whom it may concern:

This letter confirms that [Employee full name] is currently employed by
[Company name] as a [Job title]. [Employee first name] started on
[Start date] and works [full time / part time], approximately [hours]
hours per week.

This letter was issued at the employee's request. For verification,
contact [HR contact name], [title], at [phone] or [email].

Sincerely,

[Signature]
[Name]
[Title]
[Company name]
[Company address]

This version is used when a lender or landlord asks for income, and it states that the employee asked for pay to be included.

[Company letterhead]

[Date]

To whom it may concern:

This letter confirms that [Employee full name] is currently employed by
[Company name] as a [Job title], full time, since [Start date].

At the written request and with the consent of the employee, we confirm
that [Employee first name]'s current rate of pay is [$ amount] per
[hour / year]. Year-to-date gross earnings as of [Date] are [$ amount].
[Overtime, bonus or commission, if included: describe and give the
amounts.]

For verification, contact [HR contact name], [title], at [phone] or
[email].

Sincerely,

[Signature]
[Name]
[Title]
[Company name]

This version is used when the person has left and a new employer, lender or agency asks for the dates and title.

[Company letterhead]

[Date]

To whom it may concern:

This letter confirms that [Employee full name] was employed by
[Company name] as a [Job title] from [Start date] to [End date].
[Employee first name] worked [full time / part time].

[Optional, at the former employee's written request: final rate of pay
was [$ amount] per [hour / year].]

This letter was issued at the former employee's request. For
verification, contact [HR contact name], [title], at [phone] or
[email].

Sincerely,

[Signature]
[Name]
[Title]
[Company name]

This version is used when a rental application asks for proof of a job and nothing more.

[Company letterhead]

[Date]

To [Landlord or property manager name]:

[Employee full name] has been employed by [Company name] as a [Job title]
since [Start date], [full time / part time], at a current rate of
[$ amount] per [hour / month / year]. This statement is provided at the
employee's request. Contact [HR or manager name] at [phone] or [email]
to verify.

[Signature, name, title]

A landlord’s choices and the other documents that serve as proof are covered on proof of employment for an apartment.

Employers that use a payroll provider reporting to The Work Number let a verifier pull the facts itself; the Equifax guide says the service is free to employers and employees and that verifiers pay a fee⁵. An employee can see the report, freeze it or dispute it, and the CFPB says the company “provides a free report on request”⁴. The deeper account is on the Work Number page.

California gives a worker the formal route when an employer will not write a letter. Payroll records are due no later than 21 calendar days from a written or oral request (Labor Code section 226), and personnel records no later than 30 calendar days after a written request (section 1198.5)³. The right is to records, not to a letter³. If the employer has closed, the company-closed page covers the IRS wage and income transcript, which shows W-2 and 1099 data for the past ten tax years⁶.