Employment Verification Letter Generator

An employment verification letter is a short note from an employer confirming that someone works, or worked, for them. To write one you need five facts: the employee's name, their start date, whether they are still employed, their job title, and whether the role is full-time, part-time or contract. Add the salary only if the employee asked you to and your policy allows. Sign it with your title and a contact number. The generator above produces it in under a minute.

Landlords, mortgage lenders, immigration authorities and loan officers all ask for these, because they need someone other than the applicant to confirm what the applicant said. The letter's whole value is that it comes from you — which is why a reachable phone number matters more than any wording in it.

Only if the employee asked for it and your company policy permits it. This is the single most common question about these letters, and the answer is genuinely "it depends on your policy", which is why the tool above leaves it off by default.

Many employers confirm dates and title only, as a standing rule. That is a normal and defensible answer, and a landlord or lender who is told so will usually ask the applicant for pay stubs instead. Where the letter is for a mortgage or a rental, the recipient almost always does want the figure — so the practical move is to ask the employee what the recipient requires before you write anything.

What you should never do is include compensation the employee did not ask you to disclose. It is their information as much as yours, and a verification letter is not the place to surprise them with it.

Include the employee's full name, employment dates, job title, employment status, and your own name, title and contact details. Use company letterhead if you have it — some lenders insist on it, and it is what signals the letter came from the organization rather than an individual.

Leave out predictions.The letters produced here deliberately say nothing about whether employment will continue. Lenders frequently want that reassurance and sometimes ask for it directly, but in an at-will relationship no employer can promise it — and writing "employment is expected to continue" is exactly the kind of sentence that gets read back later.

Leave out opinions.Whether someone is good at their job belongs in areference letter, not here. Verification is neutral by design, which is why it can be written for anyone — including someone who left on poor terms.

Leave out the reason they left.For a former employee, confirm the dates and the role. Nothing else is being asked for.

Email HR or your manager and be specific: say who the letter is for, what it needs to contain, whether salary should be included, and when you need it. Most companies turn these around in a day or two, and most delays come from a vague request that has to be chased.

Ask for it dated recently. There is no formal expiry, but lenders and landlords typically want one issued within the last 30 days, because the letter only states facts as at the day it was written. Reusing one from six months ago tends to get rejected.

Larger companies often route verification through HR or an outside service rather than letting managers write letters individually. Where that is the case, a manager who writes one anyway can create a conflict — two different documents saying slightly different things about the same employee. If your company has a process, use it.

Smaller employers usually write them ad hoc, which is where this tool fits. The practical advice for a small business is to settle on one policy and apply it consistently: confirming dates and title for everyone is defensible, and confirming salary for some employees but not others is the version that causes problems.

Expect a follow-up phone call. Recipients frequently ring the number on the letter to check it is genuine, which is why a direct line matters more than the wording. If the call will go to someone other than the signatory, say so in the letter.