Employment Verification Letter Template – Free Word & PDF
Use this free employment verification letter (United States): fill it in online, download it as Word or PDF, and follow our step-by-step guide – where to send it, whether it needs notarizing, what to attach and mistakes to avoid.
| Country | 🇺🇸 United States |
|---|---|
| Document type | Jobs & HR |
| Format | Word, PDF & fill in online |
| Cost | Free |
| Time to complete | about 5 minutes |
| Notarization | Not required |
What is this letter for?
An employment verification letter confirms that a person works for a company, usually with job title, start date and sometimes salary. Landlords, lenders and government agencies often ask for it.
Where do you send it?
Issued by HR on company letterhead and sent directly to the landlord, lender or agency, or given to the employee.
Does it need to be notarized?
Not required. Notarization is rarely needed; some lenders or embassies may ask for it.
What you need before you start
- Employee name and job title
- Start date and employment status
- Salary only if the employee authorizes it
How to use this template
- Click each yellow field inside the letter and type your details directly (Enter jumps to the next field).
- Read the text through; the “Edit” button lets you change any sentence.
- Click “Word”, “PDF” or “Copy”, then sign and send.
Free template : employment verification letter
Company name
Company address
Company phone
Date
Recipient / To whom it may concern
Organization
Re: Employment verification – Employee name
To whom it may concern,
This letter confirms that Employee name has been employed by Company name since Start date as a Job title on a full-time / part-time basis.
Optional: Their current annual salary is [[Salary.]]
If you need further information, please contact me at Phone or Email.
Sincerely,
HR name
Title, Company name
⚠️ Disclaimer: this template is for general guidance only and is not legal advice. Always check the requirements of the organization you are writing to before sending it.
Common mistakes to avoid
- ❌ Disclosing salary without the employee's consent.
- ❌ Missing signature and job title of the signer.
- ❌ Wrong employment dates.
Tips before you send it
- Print on company letterhead.
- Share salary only with written employee consent.
- Sign with name and title.
Frequently asked questions
Who signs an employment verification letter?
Usually HR or the employee’s manager.
Is it the same as a proof of income letter?
It can be, if it includes salary information.
Where do I send this letter (employment verification letter)?
Issued by HR on company letterhead and sent directly to the landlord, lender or agency, or given to the employee.
Does this letter (employment verification letter) need to be notarized?
Not required – Notarization is rarely needed; some lenders or embassies may ask for it.