How to Write the Perfect Employment Verification Letter

If you’re an HR veteran, chances are that you’ve had to create more than just a few "proof of employment" letters. For teams with a lot on their plates already, these requests can create unnecessary challenges due to their frequency and how long they take to generate.

There's no shortage of questions to consider. What template should you use for the letter? What information should be included? If you're not careful, you can run the risk of letting sensitive employee information fall into the wrong hands.

We'll cover three different scenarios that require proof of employment letters and outline what information should be shared in each.

Renting a Home or Apartment

More often than not, renting a home or apartment requires applicants to show proof that they actually work at the company they’ve listed on their application.

In this scenario, the landlord or real estate company is the party requesting proof of employment. They care about where the applicant works, what their job title is, and how much money they earn. All of these data points can help solidify an employee’s rental application, giving them the best chance to secure a lease.

If you receive a letter request for an individual going through this process, be sure to include these key points:

• Place of employment
• Title
• Start date
• Gross salary

Although it isn't required, you may want to comment on the employee’s probability of continued employment or eligibility for a bonus to further strengthen their application.

Starting a New Job

From home addresses to financial records, HR teams are constantly handling and processing sensitive employee information. This makes data security a crucial responsibility for any HR leader during the employment verification process.