A proof of employment letter is a formal letter written by an employee's employer to a requesting party.An employment verification letter is often required when a person applies for a loan, attempts to rent property, or is about to get a new job.When writing an employment verification letter, you should explain who you are, provide a summary of the employee's duties, and verify the employment.All of this should be done on professional stationery and you should give your contact information as well as your signature.There are instructions for creating a complete and accurate proof of employment letter.
Step 1: Take a moment to think about why you are writing a proof of employment letter.
The content and tone of your employment verification letter may be different depending on who your audience is.If you are writing an employment verification letter for a financial institution, you may take on a more professional tone and include financial information.If you are writing a letter for an employee who is applying for new jobs, your tone may be friendlier and you might not include financial information.Understanding the purpose and scope of your employment verification letter will help you draft a letter that fits the needs of the recipient.
Step 2: Someone should write the proof of employment letter.
Employers usually write employment verification letters on behalf of their employees.An employee is likely to approach you, the employer, and ask for an employment verification letter for a specific purpose in this situation.It is possible for an employee to write an employment verification letter of their own.In this situation, you, the employee, will write the letter yourself and then ask your employer to sign it or adapt it to their liking.The letter should be written on behalf of the employee, not the other way around.If you are writing a letter for an employee, you will be able to modify the letter to your specifications and control the message.Writing the employment verification letter yourself, as the employer, will give the letter authenticity.It takes a long time to write these letters.As an employer, you are likely to have a busy schedule, which may make it difficult to write letters.If you have gone through the process before, you may not have to spend a lot of time writing an employment verification letter.If you are an employee writing your own letter, you will be able to dictate what information is conveyed to the recipient and you won't need to give your employer your ideas.Writing your own letter may make your boss happy because they will not have to do it for you.An employer will always have to sign the letter and they may not like what you wrote.You can either force the employer to write the letter for you or you can spend more time re-writing it.
Step 3: The required information needs to be gathered.
You need to know who your audience is and who will be writing the letter to write a complete employment verification letter.If you are the employer, you need to talk to the employee about what they want out of the letter.This will include information about who the letter will be sent to, what purpose it is, and when it needs to be dispatched.If you are an employee and writing your own letter, you will have all the information you need to write it, but you may want to ask your employer what they expect from an employment verification letter.You should write the letter to your employer's specifications because they will sign it off on it.
Step 4: Use company stationery.
You should always use official company letterhead when writing an employment verification letter.If you are an employee, you should ask your employer if you can use their official stationery.Your recipient will be able to trust the content of the letter if you use official letterhead.If you don't have official letterhead, you can use a computer to create a head on your letter.The employer's name, address, phone number and email address should be included in theheader.The letter writer's job title and the date the letter is being written should be given.
Step 5: The letter should be addressed specifically.
If you know the recipient's name, send the letter to him or her.If you don't know who will read your letter, send it to the organization with an attention line explaining what the letter is about.If you know the name and address of the person you're sending the letter to, you should write it below your head."Dear Mr. John Doe" is an appropriate salutation to follow.If you don't know who to send the letter to, you can send it to the appropriate department with an attention line.If you are sending a letter to a financial institution for the purpose of an employee getting a loan, you can send it to the local branch office with an attention line that says, "Employment Verification for [Employee]"To Whom It May Concern" is an appropriate salutation for this.
Step 6: Tell us who you are.
In the first body paragraph of your employment verification letter, you want to explain who you are and what the purpose of the letter is.How long have you worked at the company, and how long you've known the employee, will be included in the letter.Even if you are writing the letter yourself, your employer will sign off on it since they will be the one signing it off."My name is Bob Jones and I am the Senior Vice President of Sales and Marketing at ABC Corporation."I have known an employee at ABC Corporation for seven years.I have been the employee's direct supervisor for the past three years.
Step 7: Provide verification of employment.
The employee's employment with your company is summarized in the next body paragraph.The dates of the employee's employment, their title at the company, and whether the job is temporary or permanent will be included.The employee's financial information will be included in this paragraph.Paragraphs that say "This letter is to confirm the employment of employee" are acceptable.An employee of ABC Corporation has been with the company for seven years.An employee at ABC Corporation holds the title of associate sales director.An associate sales director is still working at ABC Corporation."This letter is to confirm that employee worked for ABC Corporation for seven years."The employee worked for ABC Corporation from September 7, 2003 to January 7, 2011.An employee at ABC Corporation held the title of associate sales director.An employee of ABC Corporation worked full-time for seven years and was paid an annual salary of $65k.
Step 8: The employee's duties should be summarized.
The employee's duties at your organization will be described in this paragraph.When writing an employment verification letter for an employee applying for another job, this information will be most useful.It's always a good idea to include any positive feedback about the employee in an employment verification letter.It will help you as an employer as well as your employee in their search for a new job.The employee was responsible for selling radiators in the San Francisco region of California.An employee held a managerial position and was responsible for motivating a sales team.Employees were required to ensure customer satisfaction, deal with customer complaints, and report their sales progress to corporate headquarters.
Step 9: Information about the employee should not be shared.
Most states regulate what you can and cannot say in employment references and other statements to prospective employers.Information about an employee can only be provided with that employee's consent.Other states allow an employer to reveal almost anything about an employee if they are being honest and are making the statements in good faith.It is important to look at your state's laws before revealing any sensitive information.You can start by looking.Alaska allows an employer to reveal information about job performance, and the employer will be immune from liability if the information is false or misleading, or if it violates an employee's civil rights.Connecticut allows an employer to reveal any truth in their statement of facts.
Step 10: You should give the recipient your contact information.
Your employer's contact information should be included in the final paragraph of your employment verification letter.If the recipient of your letter has questions or concerns, it is necessary to include this information.It's okay for the recipient to contact you, so make sure you state that."If you have any questions or require more information, please do not hesitate to contact me at (555) 555-5555 or at js@ABCCorp.com."
Step 11: Go ahead and sign the letter.
Once you have completed your letter, you can either give it to your employee or send it yourself."sincerely" or "best" are the words to use to close your letter.You should always sign the letter using your official title and signature.Stamp or verifications are usually used for these types of letters.