Employer Verification Letter template

Free employment verification letter template

An employment verification letter is a formal document that confirms an individual’s employment status with a company. Also known as a proof of employment letter, it most commonly includes  details such as the employee’s job title, start and end dates, and sometimes the salary, job duties, or the employee’s manager. 

These letters are often provided to landlords, financial institutions, or government agencies when someone is applying for loans, renting property, or undergoing background checks for new jobs so it’s important to ensure the employment information provided is accurate and up-to-date. Docusign’s employment verification template, you can easily use this fillable verification of employment letter online. 

Our template allows you to edit the VOE details to fit the specific needs of the verification request, and once customized, you can print or send the letter securely within Docusign. 

Get started with a free Docusign account today to streamline the process of verifying employment and storing important records for future use.

What is an employment verification letter?

An employment verification letter is an official document provided by an employer that confirms an individual’s current or past job status. It typically includes details such as the employee’s job title, employment dates, salary (if requested), and current employment status. Sometimes called a “proof of employment letter,” it’s used to validate that someone is or was employed by a particular organization.

Employment verification letters are usually written by HR departments, managers, or payroll administrators, and they are commonly requested by third parties—like landlords, lenders, or government agencies—for financial or legal purposes.

Many organizations use third-party services to manage these requests. For example, large employers often rely on The Work Number, which provides automated employment and income verifications. 

You can read more about this process on the U.S. Department of Labor’s employment verification overview.

What is included in an employment verification letter?

To create a valid employment verification letter, the following elements should be included:

• Employer’s letterhead or company name: Demonstrates authenticity and the source of the letter.

• Contact information: Includes company address, phone number, and email address for follow-up.

• Date: The date the letter is issued.

• Employee’s full name: The subject of the verification.

• Job title and position: Confirms the employee’s role within the company.

• Employment status: Indicates if the employee is full-time, part-time, temporary, or contract.

• Start date of employment: When the employee began working at the company.

• Current employment status: Whether the employee is currently employed or no longer with the company (and end date, if applicable).

• Authorized signature: Signed by an authorized representative of the company.

• Printed name and title of signatory: Clarifies the identity and authority of the person signing.

Additional (optional) details

Some additional details may be included at the employer’s discretion or upon the employee’s request:

• Salary/compensation information: Annual or hourly wage (only if the employee has authorized this disclosure).

• Reason for employment termination: If the employee is no longer employed (only if appropriate and authorized).

• Employee’s work performance or character reference: Rarely included unless specifically requested.

• Employee identification number: For internal or verification purposes.

• Additional contact information: Direct line or alternative contact for follow-up questions.

When do you need an employment verification letter?

You may need an employment verification letter whenever a third party needs proof of your job status. This is most commonly required during:

• Loan applications or mortgage approvals

• Rental applications

• Immigration or visa processes

• Applying for government assistance

• New job onboarding, especially if your future employer wants to confirm past employment

For example, banks and lenders often request employment verification to assess income stability before approving a loan. Similarly, landlords may ask for a letter to confirm that a tenant has steady income before signing a lease.

It’s important to note that companies are not always legally required to provide a letter unless it’s part of a regulatory or contractual obligation. However, many do as a professional courtesy or as part of standard HR support.