Employment Letter Templates for HR, Loans, Visas

An employment letter is a short, formal document from an employer that confirms job-related facts about a person. It is commonly used to rent an apartment, apply for a loan, or support a visa.

Because “employment letter” can mean different things (verification, offer, reference, or a letter of intent to hire), HR teams and requesters need clarity. Know the right type, the minimum information required, and when to include sensitive details like salary.

Two compliance anchors set the bar. U.S. employers must complete Form I‑9 employment eligibility verification within three business days of a new hire’s first day of work (per USCIS). This is separate from an employment verification letter.

Many states and cities restrict salary history inquiries. That influences what you can disclose and how you answer third-party requests (see SHRM for an up-to-date map).

Overview

An employment letter (also called a letter of employment, employment verification letter, or proof of employment letter) confirms a person’s current, past, or future employment details. Common use cases include landlords and mortgage lenders requesting proof of employment and income.

Consular/immigration authorities often request confirmation for visa processing. Hiring workflows also rely on offer letters or letters of intent to hire. For HR, the goal is to provide accurate facts on official letterhead while protecting privacy and adhering to consent and disclosure rules.

Two facts frame the process. First, employment verification letters are not the same as employment eligibility verification. I‑9 eligibility must be completed within three business days of a hire’s start date per USCIS guidance (https://www.uscis.gov/i-9-central).

Second, salary history inquiries are restricted in many jurisdictions, which affects what you can ask and disclose. SHRM maintains a live overview of salary history bans (https://www.shrm.org/resourcesandtools/legal-and-compliance/state-and-local-updates/pages/salary-history-ban.aspx). With that in mind, the sections below map each letter type, what to include, and provide compliant, copy-ready templates.

Employment letter types and when to use each

“Employment letter” is an umbrella term. Disambiguating the type ensures you send the right document the first time and avoid rework, privacy issues, and delays.

In practice, the four most common categories are verification/proof of employment, employment offer letters, employment references, and letters of intent to hire or conditional offers.

1. Verification/proof of employment: Confirms current or past employment facts for landlords, lenders, or visa authorities; may include compensation if authorized.
2. Employment offer letter (vs contract): Summarizes role, pay, start date, and contingencies; not the same as a binding employment contract.
3. Employment reference letter: Qualitative recommendation from a manager or colleague about performance, strengths, and conduct.
4. Letter of intent to hire/conditional offer: States the employer’s intent to employ, subject to contingencies like background checks and work authorization.

Selecting the right type reduces turnaround time and risk. A lender typically needs a verification letter with salary or an income verification letter.

A consulate may require duties and contact information on company letterhead. If you’re hiring, an at‑will offer letter often suffices; escalate to a contract when complex or negotiated terms apply.

Verification/proof of employment

A verification or proof of employment letter confirms factual details such as the employee’s name, job title, employment status (full-time/part-time), start date, and employer contact information. For landlord and lender requests, it often includes current base pay and, when relevant, variable pay structures (e.g., commission eligibility) if you have consent and policy allows.

When supporting an employment visa application, add a brief description of duties and, if known, plans for continued employment. Include salary only when requested, permitted by company policy, and supported by employee authorization.

If policy or law limits disclosure, provide a no-salary variant. Offer to furnish alternative proof of income like recent W‑2s directly from the employee. The aim is to verify employment facts while minimizing personally identifiable information (PII) and avoiding over-disclosure.

Employment offer letter vs employment contract

An employment offer letter (also called a job offer letter) is typically a concise summary of the role, compensation, start date, reporting line, and contingencies such as background checks or proof of work authorization. In at‑will employment jurisdictions, it should state that employment is at will and not a fixed term.

Offer letters are generally not exhaustive or heavily negotiated. An employment contract, by contrast, is a binding agreement that spells out detailed terms like term length, severance, non-compete/non-solicit, IP assignment, arbitration, bonuses, equity, and restrictive covenants.

Escalate to a contract for executive hires, union roles, complex compensation arrangements, international assignments, or when enforceable post-employment restrictions are material to the hire. The takeaway: use an offer letter for speed and clarity; use a contract when risk, complexity, or negotiated terms warrant full legal treatment.

Employment reference/recommendation letter

An employment reference letter (recommendation) offers a qualitative assessment of a person’s performance, strengths, and conduct. It usually comes from a direct manager or senior colleague and includes the relationship, role and dates, notable achievements, and a concise endorsement.

Some employers have “neutral reference” policies that restrict references to dates and titles only—know your policy before writing. When allowed, be specific but measured: one or two concrete examples of impact, key strengths aligned to the target role, and a clear closing recommendation.

Avoid disclosing protected characteristics or sensitive medical or leave information. The goal is credibility and helpful context without drifting into PII or commentary beyond policy.

Letter of intent to hire and conditional offers

A letter of intent to hire or a conditional offer states the employer’s intent to employ the candidate subject to contingencies such as background checks, references, drug screening, and verification of work authorization. It can bridge timing gaps when a final offer package isn’t ready but a verification is needed for housing or visa processes.

Make contingencies explicit and reaffirm at‑will status where applicable. If contingencies fail, be ready with a clean rescission process that avoids implying guaranteed employment.

Keep the language factual. Avoid overpromising start dates before clearances are complete. Include a contact for questions. These letters reduce friction while maintaining compliance and clarity.

What to include in an employment letter

Most recipients expect a straightforward, factual confirmation on company letterhead. Aim to meet acceptance requirements with the least amount of personal data necessary.

For verification or proof letters, focus on identity, employment facts, and a direct verification channel.

1. Employer identity: legal name, address, and letterhead (or logo).
2. Employee details: full name as on HR records.
3. Employment facts: job title, employment status, department, and start date; for past employees, the end date.
4. Compensation: base salary or hourly rate if requested and permitted; note variable pay eligibility if relevant.
5. Purpose or addressee: the recipient’s name and organization when provided.
6. Verification contact: signatory name, title, phone, and email.
7. Date and signature: wet or electronic signature, and the date of issue.

Keep the tone neutral and factual. If a recipient requires additional items—like duties for consular letters or an anticipated start date for a conditional offer—add those elements without including unnecessary PII, such as SSNs or birthdates.

Required fields and authenticity checks

Recipients often reject letters that lack basic authenticity cues. Using formal letterhead and a verifiable signatory reduces fraud concerns and speeds approvals.

Keep your format consistent across all letters issued by your organization.

1. Use official letterhead with the company’s legal name, address, and main phone number.
2. Have an authorized HR representative or designated manager sign; include name, title, direct phone, and work email.
3. Date the letter and reference the employee by full name; avoid nicknames.
4. State a specific verification channel and business hours.
5. Number each page and keep margins consistent if the letter runs long.

After preparing the letter, verify that the contact information routes to a monitored inbox or phone line. Many lenders and landlords will call to confirm authenticity, so readiness to respond is part of delivering a complete verification.

When to include (or exclude) salary information

Default to “include salary only if necessary, permitted, and consented.” Include compensation when a lender, landlord, or immigration authority explicitly requires income verification and your policy allows disclosure.

Obtain written authorization from the employee. Disclose only current base pay and, if applicable, the structure of variable compensation (e.g., “eligible for commission” or “target bonus”). Do not disclose historical earnings unless requested and authorized.

Exclude salary when the request does not require it, when policy limits disclosures to neutral facts, or when salary history bans intersect with the request context. If salary is excluded, state: “Per company policy, we confirm employment only. Income documents (e.g., recent pay statements or IRS Form W‑2) may be provided directly by the employee.”

This approach respects privacy while giving recipients a clear path to verify income.

Legal and compliance essentials HR shouldn’t miss

Minimize PII. An employment letter should not include Social Security numbers, birthdates, home addresses, medical information, or protected characteristics. Stick to job-related facts, and only add pay details when justified by the request and covered by consent.

If a third party seeks broader checks (credit, background, or tenant screening), ensure Fair Credit Reporting Act (FCRA) consent and required disclosures are in place (https://www.ftc.gov/legal-library/browse/statutes/fair-credit-reporting-act).

Understand salary-history restrictions. Many jurisdictions prohibit employers from asking about or relying on salary history during hiring. Consult SHRM’s salary history bans tracker for current state and local rules (https://www.shrm.org/resourcesandtools/legal-and-compliance/state-and-local-updates/pages/salary-history-ban.aspx).

While verification letters differ from interviews, be careful not to disclose historical salary unless it’s specifically requested with employee authorization and permitted by policy.

Know acceptance norms for signatures and notarization. Electronic signatures are broadly valid in the U.S. under the ESIGN Act (15 U.S.C. Chapter 96: https://www.law.cornell.edu/uscode/text/15/chapter-96), and most landlords and lenders accept digitally signed letters from official company domains.

A few third parties may request notarization. This is uncommon for employment verifications but can occur in mortgage underwriting or certain international processes.

Finally, keep the employment verification vs I‑9 eligibility distinction straight. I‑9 is a federal process with document lists and timing requirements administered by USCIS (https://www.uscis.gov/i-9-central). It is not satisfied by an employment letter.

How to write an employment letter step by step

A clear workflow shortens turnaround times and prevents rework. Set expectations with requesters up front, including what you can disclose, who signs, and how the letter will be delivered securely.

1. Intake the request and purpose. Capture the recipient’s name, use case (landlord, lender, visa), due date, and whether income is required.
2. Obtain employee authorization. Collect written consent for any third-party disclosure; for example: “I authorize [Employer] to confirm my employment and, if requested, my current base pay to [Recipient] for the purpose of [Purpose].”
3. Decide on salary inclusion. Apply policy and jurisdictional considerations; if you exclude salary, offer employee-provided W‑2s or pay statements instead.
4. Draft on letterhead. Include required fields, minimize PII, and use neutral, factual language.
5. Route for approval. Have HR or an authorized signatory review, then sign electronically or wet-sign as requested.
6. Deliver securely. Send directly to the requester from an official domain or upload via the lender/landlord portal; avoid unencrypted personal email when possible.
7. Log and retain. Record what was sent, to whom, and on what date per your document retention policy.

Most HR teams can turn standard verification letters around within two to three business days. Same-day service is often possible for urgent housing or loan deadlines when capacity allows.

Setting a published SLA—e.g., two business days for standard requests and one business day for urgent requests—builds trust and reduces follow-ups.

Templates and examples you can copy

Use the templates below as a starting point and personalize them with your company letterhead, signatory details, and the minimum information required by the recipient. Keep formatting consistent across letters so landlords, lenders, and immigration officers can quickly validate authenticity.

Current employee (verification with salary)

[Company Letterhead]

Date: [Month Day, Year]

To: [Recipient Name], [Organization]

Re: Employment Verification for [Employee Full Name]

This letter confirms that [Employee Full Name] is employed by [Employer Legal Name] as a [Job Title], [Full‑Time/Part‑Time], since [Start Date]. As of the date of this letter, [he/she/they] earns a base [salary/hourly rate] of [$X per year/$Y per hour]. If applicable: [Employee] is eligible for [bonus/commission/overtime] per company policy.

If you require additional confirmation, please contact me at [Phone] or [Email]. This letter is issued at the request of [Employee] for [purpose—e.g., mortgage underwriting/apartment lease].

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Current employee (verification without salary)

[Company Letterhead]

Date: [Month Day, Year]

To: [Recipient Name], [Organization]

Re: Employment Confirmation for [Employee Full Name]

This letter confirms that [Employee Full Name] is employed by [Employer Legal Name] as a [Job Title], [Full‑Time/Part‑Time], since [Start Date]. Per company policy, we provide employment verification only and do not disclose compensation. [Employee] may provide income documents directly if needed.

For verification, contact me at [Phone] or [Email]. Thank you.

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Future employee (offer/intent to hire)

[Company Letterhead]

Date: [Month Day, Year]

To: [Recipient Name], [Organization]

Re: Intent to Hire – [Candidate Full Name]

This letter confirms [Employer Legal Name] has extended an offer of employment to [Candidate Full Name] for the position of [Job Title], reporting to [Manager Name], with an anticipated start date of [Start Date]. The role is [Full‑Time/Part‑Time/Exempt/Non‑Exempt]. The offer is contingent upon completion of standard pre‑employment requirements, including background screening and verification of work authorization.

Employment with [Employer] is at will and may be terminated by either party at any time, with or without cause or notice. Please contact me at [Phone] or [Email] with any questions.

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Past employee (former employment confirmation)

[Company Letterhead]

Date: [Month Day, Year]

To: [Recipient Name], [Organization]

Re: Former Employment Confirmation – [Employee Full Name]

This letter confirms that [Employee Full Name] was employed by [Employer Legal Name] as a [Job Title] from [Start Date] to [End Date]. Our records reflect that [he/she/they] worked in the [Department/Team]. Per policy, we do not provide compensation or performance information in reference letters.

Direct verification inquiries to [Phone] or [Email]. Thank you.

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Visa/immigration employment verification

[Company Letterhead]

Date: [Month Day, Year]

To: [Consulate/Embassy/USCIS Officer Name]

Re: Employment Verification for [Employee/Candidate Full Name], [Passport/Case Number if requested]

This letter verifies that [Employee/Candidate Full Name] is/will be employed by [Employer Legal Name] as a [Job Title], [Full‑Time/Part‑Time], with a start date of [Start Date] (if future‑dated). Primary duties include: [1–2 sentence summary of responsibilities]. Current base compensation is [Salary/Hourly Rate], with eligibility for [bonus/commission] per policy, if applicable.

For verification, contact [Authorized Signatory Name], [Title], at [Phone] or [Email]. This letter is issued for immigration purposes.

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Landlord or lender request response

[Company Letterhead]

Date: [Month Day, Year]

To: [Recipient Name], [Organization]

Re: Response to Employment Verification Request – [Employee Full Name]

At the request of [Employee Full Name], we confirm [his/her/their] employment with [Employer Legal Name]. [Employee] is a [Job Title], [Full‑Time/Part‑Time], employed since [Start Date]. Current base [salary/hourly rate] is [Amount], if authorized; otherwise: Per policy, we confirm employment only, and income documents may be provided by the employee.

Please contact me directly at [Phone] or [Email] to verify this information. We appreciate your attention.

Sincerely,

[Authorized Signatory Name]

[Title]

[Company]

[Direct Phone] | [Email]

Request and fulfillment process

Employees should submit requests with the recipient’s details, deadline, and whether income is required. Include written consent for any pay disclosures.

HR should route requests to the authorized signatory, confirm what can be shared under policy, and set expectations for format (letterhead, signature type) and delivery method. A typical SLA is two business days for standard requests, one business day for urgent landlord or lender needs, and three to five business days if legal review or notarization is requested.

When responding to third parties, include clear consent language from the employee. For example: “I authorize [Employer] to disclose my employment status, title, dates, and current base pay (if requested) to [Recipient] for the purpose of [Purpose]. This authorization expires on [Date].”

Deliver letters directly from an official company email or secure portal whenever possible to reduce fraud concerns.

Who can sign, format, and delivery

The safest signatory is an HR representative or other designated official who regularly handles verifications. In smaller organizations, the owner, controller, or the employee’s direct manager may sign if authorized.

Keep a simple internal policy that names eligible signatories and the fields they may disclose to avoid inconsistent responses. Letters should appear on official letterhead, be dated, and include a typed name, title, and a reachable phone and email.

Electronic signatures are widely accepted in the U.S. under the ESIGN Act. Most lenders and landlords accept digitally signed PDFs sent from a corporate domain, while a minority may request wet signatures or notarization.

Deliver via secure channels—direct email from the company domain, secure lender portals, or courier for originals when required.

Employment verification vs employment eligibility (I‑9)

Employment verification letters confirm employment facts for a third party. They are discretionary documents tailored to a recipient’s needs.

Employment eligibility verification is a federal requirement handled through Form I‑9, where the employer inspects documents from Lists A, B, and C to confirm identity and work authorization. The I‑9 must be completed within three business days of the employee’s start date and is governed by USCIS, not third-party landlords or lenders (https://www.uscis.gov/i-9-central).

An I‑9 cannot be substituted by a letter of employment, and a letter cannot be used to satisfy I‑9 obligations. Keep the processes separate: I‑9 for compliance, and employment letters for external confirmations. This distinction also helps you explain to requesters what you can and cannot provide.

Common mistakes and how to avoid them

1. Including PII like SSNs, birthdates, or home addresses; stick to employment facts only.
2. Disclosing salary without written employee authorization or contrary to policy; use a no‑salary template instead.
3. Omitting a direct verification contact; always include a name, title, phone, and email on letterhead.
4. Using an unauthorized signatory; maintain a short list of approved signers and train staff.
5. Sending from personal email accounts; send from official domains or secure portals.
6. Missing dates or wrong titles; validate against HRIS records before sending.
7. Ignoring jurisdictional restrictions; check salary history ban rules and apply consistent disclosure practices.

A short pre-send review against your policy and this list will prevent most rejections and rework. Build these checks into your workflow for consistency.

Quick checklist to finalize your employment letter

1. On official letterhead with company legal name and address.
2. Correct employee name, title, status, and dates verified against HRIS.
3. Salary included only if authorized and required; otherwise, use no‑salary language.
4. Clear purpose and addressee; date of issue included.
5. Authorized signature with printed name, title, phone, and email.
6. Delivered from a company domain or secure portal; retention logged.
7. No PII beyond what’s necessary; language is neutral and factual.

Run this checklist before sending to improve acceptance and reduce follow-ups. A consistent format builds trust with frequent recipients like lenders and landlords.

Sources and further reading

1. USCIS I‑9 Central: employment eligibility verification, timing, and document lists — https://www.uscis.gov/i-9-central
2. SHRM: state and local salary history bans overview — https://www.shrm.org/resourcesandtools/legal-and-compliance/state-and-local-updates/pages/salary-history-ban.aspx
3. FTC: Fair Credit Reporting Act (FCRA) — https://www.ftc.gov/legal-library/browse/statutes/fair-credit-reporting-act
4. ESIGN Act (15 U.S.C. Chapter 96): federal e‑signature validity — https://www.law.cornell.edu/uscode/text/15/chapter-96
5. U.S. Department of State: overview of U.S. employment visas — https://travel.state.gov/content/travel/en/us-visas/employment.html
6. IRS: understanding your Form W‑2 — https://www.irs.gov/businesses/small-businesses-self-employed/understanding-your-form-w-2

These resources reflect current U.S. practices on verification vs eligibility, salary disclosure constraints, e‑signature acceptance, visa contexts, and alternative income documentation. Consult them when updating your templates and policies.