How to Make Hierarchy Chart: Best Tools & Templates
As an HR manager, you know how essential it is to maintain accurate employment records and respond to employee requests promptly and professionally.
One common request you may receive is an employment verification letter confirming an individual's employment status and other vital details.
However, creating a well-written and compelling employment verification letter can feel intimidating, especially if you're new to the process.
This article covers everything you need to know about employment verification letters, including best practices and templates for creating this type of business letter.
Before we dive, here’s a short selection of 8 easy-to-edit employment verification templates you can edit, share and download with Visme. View more templates below:
An employment verification letter is a document that confirms your employment status. It is often used by individuals seeking employment but can also be requested by companies to confirm the employment history of their current employees.
Employers will use this business letter to confirm that an applicant has worked at a previous employer and has been paid and terminated as required by the law. If you are applying for a new job, an employer may request this letter to ensure you are not lying about working for them or any other company.
Landlords and other creditors who require proof of employment before approving applications can also use this letter.
It can also be requested by external organizations, such as government agencies, that require you to provide proof of employment. A good example is when an employee needs to open a bank account or apply for a Visa.
Creating the letter is only one part of the job. The real challenge lies in making sure that the information can be verified whenever necessary. Anastasiya highlights this as a key responsibility for HR teams.
HR Manager at Visme
Here are some common reasons why an employee might need an employment verification letter:
To make it easier for employees to get their verification letters, it’s essential to have a straightforward verification process in place. According to HR expert Yolande Hylton, establishing a clear standard operating procedure is key.
HR Consult & Managing Director at Hylton Insights
HR professionals manage and support employees in the workplace. And one of their major responsibilities includes creating and distributing essential documents such as employment verification letters.
Made with Visme Infographic Maker
The following are some key details that you should include in an employment verification letter:
When creating your employee verification letters, keep it brief and straightforward. Focus on the key details the recipient needs and nothing more.
Yolande Hylton further advises, “Creating a standard template for employee verification letters can save invaluable time when requests come in. This consistency not only speeds up the process but also ensures that all necessary information is included. It’s also crucial to keep the employee information database up-to-date and accurate, as this allows HR officers to generate these templates without any hassles.”
Below is an example of an employee verification letter template that you can customize. Feel free to adjust specific details based on your company’s policies, employee information and the recipient’s requirements.
[Your Company Letterhead]
[Employer name]
[Employer address]
[Date of submission]
[Recipient's Name]
[Recipient's Title/Position]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]
Subject: Employment Verification for [Employee's Full Name]
Dear [Recipient's Name or "To Whom It May Concern"],
This letter serves as confirmation of the employment status of [Employee's Full Name]. Below are the details regarding [his/her/their] employment with [Company Name]:
If an employee still works at a company:
[Employee's Full Name] is currently employed at [Company Name] as a [Job Title]. [He/She/They] has been with the organization since [Start Date], holding a [full-time/part-time/contractual] position in the [Department, if applicable]. [Employee's Full Name] is an active employee and continues to fulfill [his/her/their] responsibilities effectively.
If an employee is no longer part of the organization:
[Employee's Full Name] was employed at [Company Name] as a [Job Title] from [Start Date] to [End Date]. During [his/her/their] time with the organization, [he/she/they] held a [full-time/part-time/contractual] position in the [Department, if applicable]. [Employee's Full Name] left the organization in good standing, and we wish [him/her/them] the best in [his/her/their] future endeavors.
If you require additional information or have further questions, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].
Thank you.
Sincerely,
[Your Full Name]
[Your Job Title]
[Company Name]
[Phone Number]
[Email Address]
Visme offers a variety of pre-designed templates that can help users create professional-looking documents in minutes.
Below are some of the employment verification letter templates, each tailored for a specific purpose:
Looking for an easy and effective way to present employment-related information to your new hires? Look no further. This template is designed specifically for businesses and offers a range of features to help you create a professional and engaging employment verification letter.
With the ability to download your letter in multiple formats, it is easier to share it with employees, clients, or stakeholders. Don't miss out on this fantastic tool for improving your onboarding process and setting your new hires up for success.
Pro Tip: Include a section to confirm key accomplishments from previous roles, such as “Top Salesperson of the Month” awards or significant revenue milestones. It’s a great way to reinforce the employee’s credibility with clients and colleagues.
This template is an excellent tool for businesses looking to recognize and acknowledge their employees' work. With this eye-catching template, you can highlight the achievements of your current or former employees or announce the start of a new employee's career.
This template has a visually pleasing layout with professional-looking fonts, plenty of white space, and dynamic content blocks.
Pro Tip: Swap out the text with your own and if you’re stuck for ideas, Visme’s AI writer is only a click away. Just type in what you need, and the tool will whip up some unique text for your verification letter in no time.
This template on Visme is an excellent resource for IT professionals looking to communicate important employment details to new hires, such as pay structures, timing and roles.
It also makes HR’s onboarding process seamless as the employee's qualifications are clearly stated. This template has a visually appealing layout with professional fonts, colors, and plenty of white space to make the content easily readable and engaging for your audience. One of the great features of Visme is the free, built-in design assets that you can use to enhance your letter.
Pro Tip: Always use your company’s official letterhead when drafting an employment verification letter. This lends credibility to the document and reassures the recipient that the information provided is legitimate and authorized by your organization.
Don’t have a letterhead for your business? Easily create your own branded letterhead in minutes with Visme’s letterhead maker.
If you're an HR professional looking to communicate employment-related news and updates with new hires, this template is a great option.
To take the design of the employment verification letter template to the next level, you can leverage Visme's interactivity features. Adding interactive elements such as clickable buttons, pop-ups, and links to company websites that can provide additional information without causing clutter.
If you’re racing against the clock or need a hand with creating your letter, Visme’s AI document generator can help. Just provide details about the type of letter you want to create, choose your design and let the tool work its magic. In just seconds, you’ll have a draft that you can further customize.
This company employment verification letter template comes with a professional, visually appealing layout with eye-catching fonts and ample white space, making it easy to read and engaging for your audience.
Moreover, the employment verification letter template on Visme offers various sharing options, allowing you to efficiently distribute the letter to your new hires through multiple channels such as email or print.
Pro Tip: Incorporate dynamic fields to keep your letter up to date and prevent any misunderstandings when there are changes to an employee's employment status, such as a promotion, job title or duty changes or salary adjustments.
When creating a Tenant Employment Verification Letter, making a positive first impression on the landlord or leasing agency is essential. This is where the employment verification letter template can come in handy.
With its visually appealing layout, appropriate colors and attractive fonts, the template can help you create a professional and polished letter that reflects positively on your organization.
“Visme is something that I would highly recommend. It made us look a lot better in our clients’ eyes because it's something that's visually effective as a marketing tool.”
- Brad Wills, Sourcing Executive at IBM's Recruitment Processing Outsourcing
The employment verification letter template is available on Visme. The template includes customizable sections where you can input the tenant's employment details and various design elements such as icons, graphics, and text boxes that can be easily adjusted to match your brand image.
This employment verification letter template is designed to welcome new accountants to your firm professionally and effectively. The template's visual layout is clean and sophisticated, with plenty of whitespace and eye-catching fonts.
Additionally, you can add customizable charts and widgets to visualize employment-related data and even incorporate animations, interactivity, audio, video, and links to make the letter more engaging.
Pro Tip: When writing an employee verification letter, safeguarding the employee’s privacy is key. Before you include any details, confirm with the employee what can be disclosed. For example, salary or performance details should only be shared if explicitly requested and approved.
This template is a valuable tool for HR professionals tasked with verifying the employment of automotive mechanics. With its clear and concise layout, this template makes it easy to communicate important details such as job title, dates of employment, and job duties.
The template is designed professionally, featuring clean fonts and a balanced use of color and white space to enhance readability. Additionally, Visme offers various built-in design assets that you can use to add visual interest to the template.
Pro Tip: Before you send out the letter, go the extra mile to verify the identity of the person or organization requesting the letter. The goal is to ensure that the information isn’t going to someone unauthorized.
The marketing employment verification letter template is an excellent resource for HR professionals looking to verify the employment of marketing professionals. It has a modern and visually engaging layout. This template can help organizations stand out when communicating important employment details to new hires or third-party entities.
The template features a clean, organized design that quickly includes critical information such as job titles, employment dates, and responsibilities.
Pro Tip: To further protect the employee’s privacy, log the employee’s consent to share specific details for the intended purpose. You can do this by creating an employee information release consent form that can be signed physically or electronically.
An agency employment verification letter is a formal document used to verify an individual's employment status with a particular agency or organization. Lenders, landlords and other organizations often require it as part of their application process. The letter includes the employee's name, job title, dates of employment, and salary information.
With Visme, you can easily share and publish this employment verification letter results with other hiring managers or decision-makers.
To create a convincing letter of employment verification, follow these steps.
Also, include any other details that would help explain why you need to verify their employment history.
There is no specific validity period for an employment verification letter, as it depends on the purpose for which the letter is being used. An employment verification letter is usually considered valid if its information remains accurate and up-to-date.
However, if the letter is being used for a specific purpose, such as a mortgage or a job application, the recipient may require that the letter be no more than a certain number of months old (e.g., 30 days, 60 days). This is because they want to ensure that the information in the letter is current and reflects the applicant’s current employment status.
Having accurate and up-to-date employee-related documents and company information is crucial in any business. Incorporating dynamic fields to update your personal information throughout these documents enables you to automatically insert your personal and company information.
For instance, an updated employment verification letter can be provided whenever there are changes to an employee’s employment status, such as a promotion, job title or duties, or salary adjustments.
This ensures that the information in the letter remains accurate and up-to-date, which can prevent any misunderstandings or discrepancies that may arise.
There are various methods to verify a candidate’s employment, such as contacting their previous employers by email or phone and requesting any records they might have on file.
If there are no records, employers can use background check services. This can provide insight into the candidate’s criminal and credit history, aiding them in making a more informed hiring decision.
Once employment verification is complete, results can be easily shared with other decision-makers in a company by providing a concise report of findings. This process ensures that all hiring managers have access to the same information, enabling them to make a well-informed hiring decision for the company.
An employment letter is a legal document confirming an employee’s employment status. This document is used to verify the employment dates and title of the individual and any other pertinent information.
It can be used as evidence to support a claim against an employer. Employment letters are not required by law, but they are often requested by potential employers when considering your job application.
Banks and mortgage lenders commonly request employment verification letters. They want to be sure that you have been working at your current job for at least one year and that you have been making regular payments on your bills.
The letter also helps them verify your income and employment to determine what type of loan to offer you and how much money they will lend you.
There is no specific validity period for an employment verification letter, as it depends on the purpose for which the letter is being used. An employment verification letter is usually considered valid as long as its information remains accurate and up-to-date.
However, if the letter is being used for a specific purpose, such as a mortgage or a job application, the recipient may require that the letter be no more than a certain number of months old (e.g., 30 days, 60 days). This is because they want to ensure that the information in the letter is current and reflects the applicant’s current employment status.
The time it takes to get an employment verification letter can vary from a few days to a couple of weeks.
The length of time depends on several factors, including the employer’s policies, the complexity of the request, and whether it requires additional approvals.
Most companies can provide simple requests like confirming your job title and dates of employment within 1-2 business days.
More detailed requests, such as including job responsibilities or salary history, might take 3-7 business days, especially if approvals are needed. In larger companies or during busy periods, it could take up to 1-2 weeks.
If it’s urgent, let your HR team know to see if they can expedite the process. Providing all necessary details upfront can help avoid delays.
To request an employment verification letter (EVL) from HR, follow these steps:
As an HR manager, you know the importance of verifying a potential employee's work history. Employment verification letters play a crucial role in this process, as they provide a detailed account of a candidate's past employment, including job title, duration of employment and other relevant details.
But let's face it, creating an employment verification letter can be tedious, especially when you have multiple letters to produce. It can be time-consuming and frustrating, particularly when ensuring all the necessary information is included and everything is accurate.
That's where Visme comes in handy. Visme offers a user-friendly platform that makes it easy for HR managers to create employment verification letters quickly and efficiently. With various customizable templates, you can quickly produce professional-looking letters that meet legal requirements.
Sign up today with Visme and start streamlining your HR processes.
Design visual brand experiences for your business whether you are a seasoned designer or a total novice.
Try Visme for free![Company Succession Planning: Understanding its Process & Documentation [Including Templates]](https://visme.co/blog/wp-content/uploads/2023/11/Company-Succession-Planning-Understanding-its-Process-Documentation-Thumbnail-500x280.jpg)
