An employment verification letter confirms selected facts about a person’s current or former employment. It may be requested during a hiring, rental or lending process. The organization should use an authorized process and provide only information appropriate to the request.
Confirm the request
Establish who is requesting the letter, what information is needed and whether the employee has authorized the disclosure through the organization’s process. Route the request to the person or team responsible for employment records.
Use reliable records
Check the employee’s name, job title and relevant employment dates against the company’s records. Include compensation information only when it is needed and the organization is authorized to provide it. Do not add speculative assessments of skills, performance or future employment.
Keep the letter concise
Identify the company, date the letter and state the verified facts clearly. Provide an appropriate company contact for follow-up and have an authorized representative sign it. A factual confirmation serves a different purpose from a recommendation letter.
Review before sending
Check names, dates, recipient details and the scope of information disclosed. Use the organization’s approved delivery and recordkeeping process. Where a request raises a legal or privacy question, route it to the appropriate qualified reviewer before responding.