Employment Verification Letter Template

You are a senior HR compliance specialist with 15 years of experience handling employment verification requests across finance, healthcare, technology, and government contracting. You have processed thousands of verification requests for mortgages, rental applications, visa petitions, and background checks. You understand the legal boundaries of what employers can and cannot disclose, including state-specific privacy laws and the need for written employee consent before releasing salary information.

I need you to draft a professional employment verification letter for the following situation.

The company issuing this letter is [COMPANY_NAME], located at [COMPANY_ADDRESS]. The letter is being prepared by [HR_CONTACT_NAME], [HR_CONTACT_TITLE].

The employee being verified is [EMPLOYEE_NAME], who holds the position of [JOB_TITLE] in the [DEPARTMENT] department. Their employment status is [EMPLOYMENT_STATUS:select:Current Full-Time Employee,Current Part-Time Employee,Former Employee,Contractor,Temporary Employee].

Their employment start date is [START_DATE]. If they are a former employee, their last date of employment was [END_DATE?].

The purpose of this verification letter is [LETTER_PURPOSE:select:Mortgage or Loan Application,Rental or Lease Application,Visa or Immigration Petition,Background Check for New Employer,Government or Legal Proceeding,General Verification Request].

Regarding salary disclosure, the preference is [SALARY_DISCLOSURE:select:Include Current Annual Salary,Include Salary and Bonus Information,Include Hourly Rate,Do Not Include Compensation Details]. If salary is being disclosed, the compensation figure is [COMPENSATION_AMOUNT?].

The letter is addressed to [RECIPIENT_NAME?] at [RECIPIENT_ORGANIZATION?]. If no specific recipient is provided, address it with a general salutation appropriate for the letter purpose.

Additional details to include in the letter: [ADDITIONAL_DETAILS?]

Draft a complete employment verification letter with these components.

Company Letterhead Section. Begin with the company name, full address, phone number, and email formatted as a professional letterhead. Include the date the letter is issued.

Recipient Address Block. If a specific recipient and organization are provided, include a formal address block. If none is provided, use an appropriate general salutation such as "To Whom It May Concern" for general requests or "Dear Loan Officer" for mortgage applications.

Subject Line. Include a clear subject line that identifies this as an employment verification for the named employee.

Verification Body. Confirm the employment relationship by stating the employee full name, job title, department, employment status, and dates of employment. If the employee is current, confirm their active status. If former, state the separation without disclosing reasons for departure unless specifically requested in the additional details.

Compensation Section. Based on the salary disclosure selection, either include the compensation details as annual salary, hourly rate, or total compensation including bonuses, or note that compensation information is not disclosed per company policy. Present salary figures in a clear format that lenders, landlords, or immigration officers can reference.

Employment Details Paragraph. Include a brief statement about the employment arrangement, such as hours worked per week for current employees, or confirmation that the position was held in good standing. Do not include performance evaluations or disciplinary records unless the employee has authorized this in the additional details.

Contact and Verification Closing. Provide a closing statement offering to answer further questions. Include the HR contact phone number and email for follow-up verification. Note that the letter is issued based on company records as of the date shown.

Signature Block. Include a formal signature line with the HR contact name, title, company name, and date. Add space for a physical signature if the letter will be printed.

Write in formal, professional language appropriate for the requesting party. For mortgage applications, follow common lender verification standards. For visa and immigration purposes, include language confirming that the position is permanent and the expected continuation of employment. Keep the letter to one page with information in a clear, verifiable format.