Free template · Updated October 18, 2026

Employment Verification Letter template

An employment verification letter confirms a current or former employee's job title, employment dates, and status for a third party, and includes salary only with the employee's signed authorization.

An employment verification letter is a short, signed statement from an employer confirming that a person works (or worked) there, with their job title, start date, and employment status. Landlords, mortgage lenders, banks, and visa or immigration offices ask for one to check what an applicant has told them. Salary should only be included when the employee has authorized it in writing.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.

Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Letterhead and Recipient

[EMPLOYER LEGAL NAME] [EMPLOYER ADDRESS] [HR PHONE] | [HR EMAIL] Date: [DATE] To: [RECIPIENT NAME AND ORGANIZATION, e.g. landlord, lender, consulate], [RECIPIENT ADDRESS OR EMAIL] Re: Employment verification for [EMPLOYEE FULL LEGAL NAME] Reference number (if provided by the recipient): [REFERENCE]

2. Confirmation of Employment

This letter confirms that [EMPLOYEE FULL LEGAL NAME] [IS CURRENTLY EMPLOYED / WAS EMPLOYED] by [EMPLOYER LEGAL NAME] (the "Employer"). Job title: [JOB TITLE] Department: [DEPARTMENT, optional] Start date: [START DATE] End date: [END DATE, or "Currently employed"] Employment status: [FULL-TIME / PART-TIME / TEMPORARY / SEASONAL] Work location: [CITY, COUNTRY, or REMOTE] Scheduled hours: [HOURS PER WEEK, optional]

3. Compensation (only if authorized in Section 6)

[INCLUDE ONLY IF THE EMPLOYEE HAS CHECKED THE SALARY BOX IN SECTION 6; OTHERWISE DELETE THIS SECTION.] Current base pay: [AMOUNT AND CURRENCY] per [YEAR / MONTH / HOUR], paid [PAY FREQUENCY]. [OPTIONAL: Eligible for BONUS OR COMMISSION DESCRIPTION; amounts are variable and not guaranteed.] [OPTIONAL: Year-to-date gross earnings as of DATE: AMOUNT.] This information reflects the Employer's payroll records on the date of this letter and is not a promise of continued employment or future pay.

4. Scope and Limits of This Letter

This letter is provided at the request of the Employee for the purpose stated in Section 6 only. It confirms the facts above as recorded in the Employer's records on the date of signing. It does not describe the Employee's performance, conduct, or reasons for leaving, and it does not change the terms of employment. [IF EMPLOYMENT IS AT WILL: Employment with the Employer is at will, and nothing in this letter guarantees employment for any period.] Questions about this letter may be sent to [HR CONTACT NAME, EMAIL, PHONE], who can confirm that the letter is genuine.

5. Employer Signature

Sincerely, Signature: ____________________ Name: [AUTHORIZED SIGNATORY NAME] Title: [TITLE, e.g. HR Manager] Date: [DATE] The Employer agrees that this letter may be signed electronically, and that an electronically signed copy has the same effect as one signed on paper.

6. Employee Authorization to Release Information

I, [EMPLOYEE FULL LEGAL NAME], ask and authorize [EMPLOYER LEGAL NAME] to confirm my employment to [RECIPIENT NAME AND ORGANIZATION] for the following purpose: [PURPOSE, e.g. rental application for ADDRESS / mortgage application / visa application]. I authorize the Employer to release (check all that apply): [ ] Job title and employment dates [ ] Employment status and scheduled hours [ ] Current base pay [ ] Bonus, commission, or year-to-date earnings I understand that the Employer will release only the items I have checked, only to the recipient named above, and that I may withdraw this authorization in writing at any time before the letter is sent. This authorization expires on [DATE, e.g. 90 days after signing] or when the letter is sent, whichever comes first. I agree that this authorization may be signed electronically. EMPLOYEE: [EMPLOYEE FULL LEGAL NAME] Signature: ____________________ Date: [DATE]

Our take: Our take: the safest verification letter is the boring one. Confirm facts you can prove from payroll records, such as title, dates, full- or part-time status, and current base pay if the employee asks for it, and say nothing about performance, health, or why someone left. We always attach a signed employee authorization before releasing pay details, because it protects the employee's privacy and gives you a clear record of who asked for what. Be careful when the request comes from another employer rather than a landlord or lender: a number of US states and cities restrict employers from asking job applicants about their pay history, and some of those rules also cover seeking it from a current or former employer, so check the law where the applicant lives before you confirm salary to a recruiter. This letter is also not the Form I-9 process for confirming work authorization. If the person is just starting, an offer letter may answer the same question, and when they leave, record the end date in a termination letter or accept their resignation letter so later verifications are consistent.

When should you use a employment verification letter?

When an employee applies to rent an apartment and the landlord or property manager asks for proof of employment
When a mortgage lender, bank, or car-finance company needs written confirmation of a borrower's job and income
When an employee applies for a visa, residence permit, or travel document that asks for an employer's letter
When a former employee needs confirmation of the dates and title they held, for a new employer or a benefits claim
When you want every verification request handled the same way, with a signed release on file

How do you fill in this template?

Have the employee sign the authorization in Section 6 first, and tick only the items they want released.
Pull the title, dates, status, and pay from payroll or HR records rather than from memory, and keep a copy of what you checked.
Delete Section 3 entirely if the employee did not authorize salary, and check local rules before confirming pay to another employer.
Have someone in HR or a manager with authority sign Section 5, and list a contact the recipient can call to confirm the letter is real.
Upload the letter to eSignSimple, save it as a reusable template, and send it with the employee signing the authorization first and the employer signing second using a signing order. The signed PDF comes with an audit trail you can forward to the recipient.

How do you get it signed online?

Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed October 18, 2026

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

Frequently asked questions

What should an employment verification letter include?

The employee's name, job title, start date (and end date if they have left), employment status, the employer's contact details, and an authorized signature. Salary is optional and should be included only with the employee's written consent.

Can an employer confirm salary without the employee's permission?

Rules differ by country, state, and city, and some places restrict sharing or asking about pay history, especially in hiring. Getting the employee's signed authorization first, as in Section 6, is the safest practice everywhere.

Is an employment verification letter the same as Form I-9?

No. Form I-9 is the US government form employers complete to check a new hire's identity and authorization to work. A verification letter is a courtesy statement for a landlord, lender, or other third party.

Will a landlord or lender accept an e-signed verification letter?

Most do, and electronic signatures are generally valid in the US under the ESIGN Act and UETA. Some consulates and lenders have their own format or ask for an original on letterhead, so check the recipient's instructions before you send it.

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