Employment Verification Letter Generator

How to do it

1. 1
   Choose the template and language

   Pick the standard, income verification or former employee letter, then English or Spanish.

2. 2
   Enter the company and signer

   Type the company name and address, and the name, title and phone or email of the person who signs.

3. 3
   Enter the employee details

   Add the employee's name, job title, employment type, start date and, if needed, pay or end date.

4. 4
   Check the preview

   Read the page on the right; every change appears at once. Set a letter date or an addressee if you need one.

5. 5
   Print, save or download

   Use Print to save a PDF, download the Word file to add letterhead, or copy the text.

About this tool

A landlord, a lender, a visa office or another employer often asks for a letter that confirms a person really works at a company, since when, in what role and sometimes at what pay. This generator writes that letter from a short form. Choose a standard letter, an income verification letter or a letter for a former employee, pick English or Spanish, see the page update as you type, then print it, save it as a PDF or download a Word file to put on your letterhead.

Who this is for Human resources staff, small business owners and managers write these letters all the time, usually in a hurry. Employees who are allowed to prepare their own request for signature also use them. The letter must always describe a real employment relationship and a real signer: it is a convenience for genuine records, never a way to create proof of a job that does not exist.

What each template contains The standard letter states the employee's name, job title, employment type and start date, and that the person is currently employed. The income verification letter adds the pay and its basis (per year, month, week or hour), which landlords and lenders usually want to see. The former employee letter gives the start and end dates and the final pay so that a past employer can confirm history without any statement about the present. Every template ends with a contact line for the person who can confirm the facts, and a signature block.

How to get a good letter Use the company's full legal name and address, because the reader may check them. Give the exact start date in the format the date box shows. State the hours per week only if they are accurate; part-time and contract roles should be labelled as such. If the letter is for a specific recipient, type their name in the addressee box, otherwise the letter opens with the neutral greeting. Put the signer's direct phone number or email so the reader can call back.

Worked example Dana Reyes, HR Manager at Northwind Supply Co., chooses the income template for Jordan Smith, a full-time Warehouse Supervisor who started on 15 March 2021 and earns $52,000 per year. The preview shows the company heading, the date, the title line, one paragraph confirming employment since March 15, 2021, one paragraph with the pay, a small table of the key facts, the contact line and the signature block, all on a single page.

Tips and cautions Print on company letterhead and sign in ink or with a company-approved e-signature. Keep a copy in the personnel file. Do not include more personal information than the reader needs, and never include a salary unless the employee asked for it. Laws about what an employer may disclose differ by state and country, so follow your company policy. The text is a general template and not legal advice.

Worked example

Starting values: Northwind Supply Co., signer Dana Reyes (HR Manager), employee Jordan Smith, Warehouse Supervisor, full-time, start 15 March 2021. In the income template the letter states a pay of $52,000 per year and lists the key facts in a small table.