Employment Verification Letter Template
A letter on company letterhead confirming that someone works for you — job title, start date, full-time status and, when the employee authorizes it, salary. Enter the annual salary once and the gross monthly income that landlords and lenders look for is calculated.
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A general template, not legal advice — review it before you use it. Draftmill is not a law firm.
Summit Line Builders LLC
1820 E. Sprague Avenue, Suite 4, Spokane, WA 99202
(509) 555-0147 · office@summitline.example.com
October 11, 2026
Inland Crest Property Management LLC
2300 N. Monroe Street, Spokane, WA 99205
Re: Employment verification — Jordan Ellis
Dear Ms. Alvarez:
At the request of our employee Jordan Ellis, I confirm the following information from the employment records of Summit Line Builders LLC (the “Company”) in connection with the rental application for Apartment 3B at Riverview Heights.
Employee | Jordan Ellis |
Position | Project Manager, Residential Remodeling |
Employed since | February 10, 2025 |
Status | Currently employed, full-time, regular (40 hours a week) |
Base salary | $88,000.00 per year, paid biweekly |
Gross monthly base salary | $7,333.33 |
The salary figures are base pay before taxes and deductions and do not include overtime, bonuses or other variable pay. They are provided with the employee’s written authorization below.
This letter confirms the facts above as of its date. Employment with the Company is at will, and this letter is not a contract or a guarantee of employment for any period. It is provided at the employee’s request for the purpose stated above and may not be relied on for any other purpose.
If you have any questions or would like to confirm this information, please contact me at (509) 555-0147 or office@summitline.example.com.
Sincerely,
______________________________
Michael Reyes
Managing Member, Summit Line Builders LLC
Employee authorization
I authorize Summit Line Builders LLC to release the information in this letter, including my salary, to Inland Crest Property Management LLC in connection with the rental application for Apartment 3B at Riverview Heights.
______________________________
Jordan Ellis
Date: ____________________
What it's for
Landlords, mortgage lenders, banks and government agencies ask for proof of employment and income before they approve an application. An employment verification letter — also called a proof of employment letter — is the employer’s written answer: it confirms facts from the employer’s own records, is signed by someone with the authority to do so, usually in HR, payroll or management, and gives a phone number or email the recipient can use to confirm it.
No federal law requires a private employer to verify employment, and none forbids it. A letter that reports only the employer’s own experience with the employee is not a “consumer report” under the Fair Credit Reporting Act (15 U.S.C. § 1681a(d)(2)(A)(i)), so the employer does not become a consumer reporting agency by writing it. Because pay is sensitive, the usual practice — and the template’s — is to disclose salary only with the employee’s written authorization, signed on the letter itself. State only accurate, current facts, and avoid predictions: an at-will employer cannot promise how long a job will last, and a letter that calls a position “permanent” can create expectations it never intended.
The sample is filled in for a project manager at a small construction company in Washington who is applying to rent an apartment. Change the recipient and the purpose to send the same facts to a lender or an agency.
What it should include
- company letterhead, the date and the person or company that requested it
- the employee’s full name and job title
- the start date, and that the employee is currently employed
- full-time or part-time status
- salary and pay frequency — only with the employee’s written authorization
- a statement that the letter is not a guarantee of continued employment
- the name, title, signature and contact details of the person verifying
How it works
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Frequently asked questions
What can an employer include in an employment verification letter?
The facts the requester needs and the employee has agreed to share: the employee’s name, job title, start date (and end date for a former employee), full-time or part-time status and, with the employee’s written authorization, pay. Many employers confirm only dates and title without authorization, by policy. A few states regulate disclosures from personnel records — Connecticut, for example, requires the employee’s written authorization for most of them but allows dates of employment, title and pay to be verified without it (Conn. Gen. Stat. § 31-128f). Leave out anything else — health, family or immigration details, or the reasons for a departure — and never estimate future raises or how long the job will last.
Who should sign an employment verification letter?
Someone with access to the employment records and the authority to confirm them: an HR or payroll manager, the employee’s supervisor or, in a small business, the owner. Use company letterhead and include a direct phone number or email, because landlords and lenders often call to confirm the letter is genuine. Many large employers route requests through a third-party service such as The Work Number instead of writing letters.
How do mortgage lenders verify employment?
With documents and a call. Lenders usually collect recent pay stubs and W-2 forms, may send the employer a written request such as Fannie Mae’s Form 1005, and shortly before closing confirm that the borrower still works there — for a Fannie Mae loan, a verification of employment no more than 10 business days before the note date for a borrower who is an employee. A letter from the employer helps, but expect the lender to contact the company directly or to use an electronic verification service.
Does an employer have to provide an employment verification letter?
Generally no. Federal law does not require it, and outside a contract or company policy a private employer may decline or limit what it confirms. A few states have “service letter” laws that require an employer to give a former employee, on written request, a letter stating facts such as how long they worked and in what job — Missouri (Rev. Stat. § 290.140) and Kansas (K.S.A. 44-808) among them. Government employers and specific programs may have their own rules.
This template is a general starting point. Draftmill is not a law firm and does not provide legal advice; using a template creates no attorney–client relationship, and we do not guarantee that it is correct or suitable for your situation. Laws differ from state to state — adapt it to your situation, and have important contracts reviewed by an attorney licensed in your state. Terms of Service
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