It has independently chosen all products and services. As a result, we may receive a commission if you sign up or purchase via the links on this page. You may be ask to create a letter of employment for a former employee for many reason. Unfortunately, it isn’t easy to know what information to include and, most importantly, what should not be.
This article will explain what a letter to employment verification is, when it might be necessary to write one, and how to do it. It also explain other way an employee work history could be validate.
What is a Letter of Employment?
A letter of employment or employment verification is a formal correspondence to verify an employee’s work history.
- The employee or a third party interested will request a letter of employment.
- What are the reasons you need to write a letter of employment?
- A worker might have to prove their work history in these contexts:
- Prospective employers must verify the information the employee provide on their job applications.
- The lender must confirm that the borrower can afford the loan repayments.
- The landlord must confirm that the tenant can afford to rent the property.
- This is for visa or immigration purposes.
- To get an expedited passport for travel on urgent business.
What makes an Employment Verification letter different from a Reference or Background Check?
Background checks will check an employee’s employment history, previous addresses, and criminal records.
Referee checks are often more detailed and include information about the employee’s work performance, personality, and work ethic.
On the other hand, an employment verification letter will contain only factual details about an employee’s employment, such as their job title, how long they have been with the company, and so forth. It is use to verify an employee eligibility for work and work history.
How do I write an employment verification letter?
These guidelines will help you structure your letter correctly.
The employee you don’t have to worry about what you write. Your employer must approve your letter and sign it to confirm its authenticity.
Information you should include
The following information should be include in every employment verification letter:
The employers:
- Contact details
- Relationship with the employee
- Signature
- The following:
- Name
- Dates of employment
You may need to get a signed release from your employee in certain states to disclose information in your employment verification letters.
Information you should not include
Federal employment laws do not regulate what employers can or cannot tell about their employees or former employees. In addition, employees have additional protections through civil and state protections.
Employers should adopt a defensive approach when writing letters to employees to avoid costly and time-consuming legal challenges from the employee.
Incorrect information. Employer are not allow to reveal incorrect information maliciously. Unknowingly, however, you could face serious consequences.
Do your due diligence. As the employer, meet with the employee to verify the information and authorize its disclosure.
If you are an employee, ensure all information has been check with the appropriate workplace department (Payroll, for example) and that your employer agree to sign your letter.
The following are other things employers should not divulge:
- Pardoned or historic criminal convictions
- Valid driving license for an employee
- Determining if an employee has ever failed a drug test is possible.
- Score and credit reports
- Bankruptcy filings
What is your recipient’s purpose in requesting this information?
Other information than date of employment will depend on who the requester is and in what context the letter of employment was request.
These are a few examples of information you might include in specific contexts.
Let me know if you are interest in working for a prospective employer.
- You might also want to add the following:
- The job title of the employee
- Brief description of the job role and responsibilities of the employee
- The salary of the employee
In some state, employers are not allow to ask about an employee salary. In addition, employers are not require to reveal your salary history if you are an employee.
Employers should get written consent from employee before disclosing financial information.
Let me know if you need a letter from a lender regarding a mortgage, loan, credit card, or rental application.
Include:
- The salary of the employee
- Information about any overtime or bonuses received during employment
- A letter to support a Green Card application or other immigration visas
If an employee’s spouse is applying to reside in the country, they might need to show proof that they can provide support. These letters of verification should contain the following:
- The job title of the employee
- Description of the employee’s responsibilities
- Details about salary
- To add authenticity, you should have the letter notarized.
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