Understanding the purpose and scope of your employment verification letter will help you draft a letter that most closely fits the needs of the recipient.
If you are an employer writing a letter for an employee, you will be able to customize the letter to your specifications and you will be able to control the message. Also, writing the employment verification letter yourself, as the employer, will give the letter genuineness and authenticity. However, the major drawback is the time it takes to write these letters. As an employer, you are likely to have a busy schedule and writing these letters may become time consuming. With that said, employment verification letters are often short and concise, so you may not have to spend too much time writing, especially if you have gone through the process before. If you are an employee writing your own letter, you will be able to dictate what information is conveyed to the recipient and you will not need to take time relaying your ideas to your employer. Also, writing your own letter may ease any pressure your employer feels about the time it may take to write one of these letters themselves (i. e. , writing your own letter may make your boss happy because they will not have to do it for you). However, an employer will always have to sign the letter and they may not want to sign off on what you wrote. If this is the case, you may have to spend even more time re-writing the letter or you may force the employer to write it for you.
If you are the employer, you will need to have a conversation with the employee about what they want out of the letter. This will include information about who the letter will be sent to, what the purpose of the letter is, what specifics need to be included, and when it needs to be sent. If you are the employee and you are writing your own letter, you will have all of the information you need to write the letter, although you may want to talk with your employer first and ask what they expect out of an employment verification letter. This will help ensure you write the letter to your employer’s specifications so they will sign off on it.
If you do not have official letterhead available, you can start by using a computer to create a header on your letter. When doing this, the header should include the employer’s company name, address, phone number and email address. It should also provide information about who is writing the letter (and their job title) and the date the letter is being written.
For example, if you know the address and name of the person you will be sending the letter to, write that directly below your header. Follow this with an appropriate salutation such as “Dear [Mr. John Doe]. " If you do not know who to address the letter to, send it to a generally appropriate department with an attention line explaining what the letter is about. For example, if you are sending a letter to a financial institution for the purpose of an employee getting a loan, you may send the letter to the financial institution’s local branch office with an attention line that says, “Employment Verification for [Employee] for the Purpose of Loan Procurement. " Follow this with an appropriate salutation such as “To Whom It May Concern. "
For example, you could write: “My name is Bob Jones and I am the Senior Vice President of Sales and Marketing at ABC Corporation. I have been working at ABC Corporation for 12 years and have known employee for seven years. I am currently employee’s direct supervisor and have been for the past three years. "
For example, an acceptable paragraph may say: “This letter is to confirm the employment of employee. Employee has worked for ABC Corporation for seven years, starting on September 7, 2003. Employee holds the title of associate sales director, which is a permanent position here with ABC Corporation. Employee is still currently working as an associate sales director at ABC Corporation as of January 7, 2011. " Another example may look like this: “This letter is to confirm that employee worked for ABC Corporation for seven years. Employee worked at ABC Corporation from September 7, 2003 until January 7, 2011. Employee held the title of associate sales director while employed at ABC Corporation. Employee worked full-time for all seven years they were employed with ABC Corporation and they were paid an annual salary of $65,000. "
One possible way to write this paragraph would be: “Employee’s duties with ABC Corporation included the following: Employee was responsible for selling radiators in the San Francisco region of California. Employee held a managerial position and was responsible for motivating a sales team of between seven and nine people. Employee was required to ensure customer satisfaction, deal with customer complaints, and was required to report quarterly to corporate headquarters about their sales progress. "
For example, Alaska allows an employer to reveal information about job performance, and the employer will be immune from liability for making those statements unless the employer knowingly or intentionally discloses false or misleading information, or information that violates an employees civil rights. [9] X Research source Another example is Connecticut, where an employer is allowed to reveal any truthful statement of facts. [10] X Research source
For example, your contact paragraph may say: “If you have any questions or require more information, please do not hesitate to contact me at (555) 555-5555 or at js@ABCCorp. com. "
Close your letter with “Sincerely,” or “Best”. Always sign the letter using your official signature and job title. Include any official stamps or verifications your company usually uses for these types of letters.
