Employees often need proof of employment for a landlord, lender or new employer. This letter confirms the basic facts and only includes pay if the employee asks you to in writing.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
A rental or mortgage application
A loan or credit application
A former employee needs proof of past employment
Tips before you use it
Only release information the employee has authorized in writing.
Confirm facts only — dates, title, status and, with consent, pay. Do not give opinions.
Some states and cities ban employers from asking about a candidate's salary history; check before answering a new employer's pay questions.
Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template.
Find your state labor office (U.S. Department of Labor)
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
[Date]
To whom it may concern,
This letter confirms that [Employee Name] [is / was] employed by [Company Name].
Job title: [Job Title]
Start date: [Start Date]
End date (if applicable): [Last Day of Employment]
Employment status: [full-time / part-time]
Current pay (only with the employee's written consent): [Pay Rate]
This information is provided at the request of [Employee Name] and is accurate as of the date of this letter. It is not a guarantee of continued employment.
For questions, contact [HR Contact Name] at [HR Contact Email].
[HR Contact Name], [Company Name]
Signature
Date
Employee authorization
I authorize [Company Name] to release the information above [including / not including] my pay to [Recipient Name].
What should an employment verification letter include?
The employee's name, job title, dates of employment and employment status (for example full-time). Include pay only with the employee's written consent.
Can I refuse to write an employment verification letter?
There is generally no federal requirement to provide one, but a few states require service letters on request. Many employers have a policy to confirm dates and title only.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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