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How to write a letter of employment: a complete guide with templates and tips

04/05/2023 by
The Marketing Team
A letter of employment is an essential document for many official purposes. It confirms an employee’s job details, including their role, salary and employment dates. Employers or HR professionals usually prepare these letters to help employees apply for loans, visas or rental agreements. Writing a clear and professional letter ensures it meets its purpose without […]
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A letter of employment is an essential document for many official purposes. It confirms an employee’s job details, including their role, salary and employment dates. Employers or HR professionals usually prepare these letters to help employees apply for loans, visas or rental agreements. Writing a clear and professional letter ensures it meets its purpose without delays.

A quick guide to a letter of employment

A letter of employment is a professional document that verifies key job details. It often supports applications for loans, visas, or rentals by confirming information such as the employee’s job title, salary, and employment dates. When well-prepared, it ensures accuracy and meets the specific needs of the requesting party efficiently.

A professional woman of colour typing a letter of employment on a laptop at a modern desk while a colleague provides assistance artwork

How to write an effective letter of employment

A letter of employment is a crucial document used to verify job details for official purposes, such as loan applications, rental agreements, or visas. It should clearly confirm employment information like the employee’s role, salary, and dates of employment. Crafting the letter with accuracy, professionalism, and clarity ensures it fulfils its purpose and avoids delays.

Who uses it?

Employers, managers or human resource professionals commonly prepare a letter of employment. Employees may request it to support applications for housing, loans or visas. Businesses often issue these letters to confirm the employment details of staff.

Key takeaway

Drafting a letter of employment with attention to detail ensures it meets its purpose. Always include the necessary details like job title, salary and employment dates. Use an official letterhead for credibility and provide accurate contact information. A concise and professional letter serves both the employer and employee effectively.

What is a letter of employment, and why do you need one?

A letter of employment is an official document issued by an employer. It confirms key details about an employee's job, such as their job title, salary and employment duration. While not always mandatory, this letter is often requested to verify employment status for specific purposes.

Who prepares the letter?

In most organisations, HR professionals or authorised personnel draft a letter of employment. This ensures accuracy and compliance with company policies. Employees usually request these letters to support applications or meet specific requirements, following the company’s established procedures. In some cases, a formal written request or completed form may be required before the letter is issued.

Examples of common use cases and required details

Scenario Required Details
Visa application Job title, salary, dates of employment
Loan application Job title, income, employer contact info
Rental application Employment status, income verification
Legal verification Employment history, employment contract

How to write a formal letter of employment

A formal letter of employment is a professional document that verifies a person's job details. It should be clear, accurate and easy to read. Employers or HR professionals usually prepare it.

Essential components

To write a complete letter of employment, include the following details:

  • Employer and employee details:
    • Company name and address.
    • Employee’s full name.
  • Employment information:
    • Job title.
    • Start date and, if applicable, end date.
    • Salary or income details.
    • Key job duties.
  • Verification details:
    • Contact information for further questions.
    • Official company letterhead to confirm authenticity.

Tone and style

  • Professional tone: Use clear, formal language. Avoid slang or jargon.
  • Concise content: Stick to the facts. Avoid unnecessary details or long-winded explanations.
  • Neutral language: Avoid opinions or subjective statements about the employee.

Example structure

Follow this simple structure to write a formal and effective letter:

  1. Header: Include the company name, address and letterhead.
  2. Introduction: State the purpose of the letter. Example: "This letter confirms [employee’s name] is employed at [company name]."
  3. Employment details: Include the job title, salary, start date, and other necessary details.
  4. Closing remarks: Offer to provide more information if needed. Example: "Please contact us if you need further details."
  5. Signature: Add the employer's name, title and signature.

Step-by-step guide to using employment verification letter templates

An employment verification letter template is helpful for employers and HR professionals. It ensures accuracy and consistency and saves time. Using a template simplifies the process of drafting a professional letter.

Benefits of using a template

  • Saves time: Templates eliminate the need to start from scratch. Key sections are pre-structured, so you only need to fill in the blanks.
  • Ensures consistency: Using a standardised format keeps letters professional and uniform across the organisation.
  • Reduces errors: A well-designed template includes all required details, reducing the chance of missing important information like salary or employment dates.

How to personalise a template

Even when using a template, you need to customise certain sections. Here's how:

  • Employee information: Add the employee’s name, job title and employment dates.
  • Job-specific details: Include the salary, job duties and any special requirements for the request.
  • Contact details: Provide accurate company and employer contact information for verification.
  • Purpose of the letter: Tailor the wording based on why the letter is needed, such as for a visa, loan or rental agreement.

Sample annotated template

Section Details to Include
Header Company name, address and letterhead
Introduction State the purpose of the letter
Employment details Job title, salary and employment dates
Closing Contact information and signature

Tips to write an effective letter of employment for different purposes

A well-written letter of employment meets the specific needs of the audzience. Tailoring the letter to its purpose ensures it provides the required information and leaves no questions unanswered.

Tailoring the letter to the audience

The purpose of the letter affects the details and tone. Consider these tips for different situations:

  • For visa applications:
    • Include the exact wording requested by immigration authorities.
    • Provide employment details such as job title, salary and start date.
    • Ensure the letter is on official letterhead.
  • For loans or mortgages:
    • Highlight income stability and job security.
    • Specify the employee’s role, salary and length of employment.
    • Provide contact information to verify details.
  • For rental applications:
    • Focus on proof of income and employment status.
    • Confirm the employee’s ability to meet financial obligations.

Key considerations

To ensure your letter of employment meets professional standards, follow these guidelines:

  • Follow regulations: Check for any industry or regional requirements for employment verification letters, ensuring compliance with laws and company policies.
  • Verify details: Double-check all information, such as employment dates, salary, and job duties, for accuracy.
  • Use a professional structure: Write the letter on official letterhead clearly and concisely. Review it thoroughly to avoid errors or outdated information.
  • Tailor to the purpose: Adjust the content to meet the specific needs of the request, whether for loans, rentals, or visas.

Common mistakes to avoid

Avoid these errors when drafting a letter of employment:

  • Missing key details like job title or employment dates.
  • Using informal language or failing to follow a business letter format.
  • Including incorrect or outdated information.

Download our free letter of employment template to ensure your letters meet professional standards and are suitable for multiple purposes. This saves time while keeping your letters effective and compliant.

Employment offer letters vs. verification letters: key differences

Employment offer letters and verification letters serve different purposes. While both are professional documents related to employment, their content and use cases vary significantly. Understanding these differences helps ensure you use the right document for your needs.

What is an employment offer letter?

An employment offer letter is typically sent to a job candidate after they accept a verbal offer. It formalises the terms of the offer and sets the stage for the employment relationship. In some cases, the offer letter may also serve as the employment contract if it includes all necessary terms and conditions.

Key features of an employment offer letter include:

  • Job responsibilities: A clear description of the role and expected duties.
  • Benefits and compensation: Details on salary, bonuses and other offered perks.
  • Terms and conditions: Conditions for accepting the role, such as a probation period, start date or required documentation.

An employment offer letter ensures both parties understand the job's terms and helps establish an explicit agreement before employment begins.

An Asian woman and a Black man reviewing and customising an employment verification letter template in a minimalist meeting room artwork

What is an employment verification letter?

An employment verification letter provides proof of current or past employment. These letters are typically issued by authorised personnel, such as HR professionals, following a formal request from the employee or an external organisation. They confirm essential details such as:

  • Job title
  • Employment dates
  • Salary and income verification (if applicable)

Employment verification letters are commonly used for external purposes like loan or visa applications. However, they can also support internal requests, such as applications for promotions or role transfers. Ensuring accuracy and compliance with company policies and privacy laws is crucial for these letters to serve their purpose effectively.

Comparison of offer letters and verification letters

Feature Offer Letter Verification Letter
Purpose Extend a job offer Verify employment details
Audience Job candidates Financial institutions, landlords
Content Role, salary, benefits, terms Job title, dates, salary (if needed)
Timing Sent before employment starts Issued during or after employment

When you need an employment verification letter

An employment verification letter is often required for official purposes. It confirms details about your job and helps organisations or agencies verify your employment status.

Key scenarios

You may need an employment verification letter for various reasons. Common situations include:

  • Visas or government benefits: Immigration authorities or government agencies may need proof of your job, salary and employment duration.
  • Mortgage or loan applications: Lenders often require verification of income and job stability to approve financing.
  • Rental agreements: Landlords use these letters to confirm you can meet rental payments based on your income.
  • Legal or compliance purposes: Some organisations request employment verification for audits or legal proceedings.

A white woman handing a signed employment verification letter to a Middle Eastern man in a modern office lobby artwork

How to request one

Follow these steps to request an employment verification letter:

  1. Identify the process: Check your company’s policies or procedures for requesting an employment verification letter. Some organisations require a formal written request or the completion of a specific form.
  2. Contact the right person: Reach out to your HR department or designated personnel responsible for issuing verification letters. Avoid approaching unauthorised staff to ensure the letter is accurate and compliant.
  3. Be specific: Clearly explain why you need the letter, such as for a loan, rental agreement, or visa application. Include required details, such as job title, employment dates, or salary, based on the requester’s guidelines.
  4. Provide deadlines: Let your employer know when you need the letter, ensuring you allow enough time for drafting and approvals if necessary.

Additional tips

  • Allow enough time: Give your employer several days to prepare the letter, especially if it requires multiple approvals.
  • Include supporting documents: Attach any necessary paperwork, such as identification or official request forms.
  • Keep it professional: Ensure the letter has proper formatting and accurate contact details.

FAQs about the letter of employment 

How do I write a letter of employment?

To write a letter of employment, start by including details such as the employee’s name, job title and employment start date. Use a professional format and add specific information related to the employment, like salary or employment terms. Remember, a letter of employment should include contact details for further verification. Learn how to write a letter using a structured guide to ensure accuracy.

When do I need a job offer letter?

You need a job offer letter when hiring a candidate for a new role. It outlines the terms of the job, including employment terms, compensation and responsibilities. The letter helps the employee understand the position and decide to accept the offer. A job offer letter is often issued before an employment agreement is signed.

How do I verify employment details in a letter?

To verify employment details, include specific information such as the employee’s job title, start date, and salary. Employers must sign the letter to confirm its authenticity. If the letter is used to verify employment, it should also provide your contact details for follow-up.

How do I request a letter from human resources?

To request a letter from human resources, provide precise details about why you require a letter of employment. Mention the type of letter you need, such as an employment verification letter, and include any specific information needed. Allow HR enough time to prepare the letter and provide any supporting documents to help them.

Is an employment contract different from an employment letter?

Yes, an employment contract is different from an employment letter. An employment contract is a formal agreement outlining the terms and conditions of a job. An employment letter, on the other hand, serves as proof of employment or as a document related to future employment decisions. Both documents are essential in Australian employment practices.

Confidently write a letter of employment

Writing a professional and polished employment verification letter ensures it serves its intended purpose. Use a standardised format to keep the letter consistent and professional. Tailor it to include the necessary details, such as job title, salary, and employment dates, depending on the recipient’s requirements.

Templates can simplify the process and ensure you don’t miss essential information. They save time while maintaining accuracy and clarity. Always review the final letter to confirm it meets all the requester’s needs.

Ready to simplify the process? Business Kitz offers expertly designed employment letter templates that make creating professional documents fast and easy. Reduce stress and get it right the first time.

About
The Marketing Team
Business Kitz Marketing team are experts in their field. You can expect the best business guides and updates on employment law here.
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