Sample text in [brackets], replace with yours · HR & Office Templates
Employment Verification Letter Template (Word & PDF)
A letter confirming an employee's current job, joining date, employment type and salary, for banks, landlords and visa applications.
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Free for personal and commercial use · No watermark · Updated October 2026
Guide
About this employment verification letter template
An employment verification letter (also called a proof of employment or employment confirmation letter) is issued by HR to confirm that someone currently works for the company. Banks ask for it for loans and credit cards, landlords for tenancy, and embassies for visit visas, often with leave dates showing the applicant will return to work. Unlike an experience letter, which is given when someone leaves, this letter is for current employees.
How to write an employment verification letter
- 1
Download the Word file (or edit online) and add the company letterhead.
- 2
Fill in the employee's name, ID number, designation and department.
- 3
Enter the joining date, employment type and employee ID.
- 4
Add salary only if the employee agrees, and leave dates if it is for a visa.
- 5
State the purpose, sign it, stamp it and give HR contact details for checks.
Tips for HR teams
Ask before sharing salary
Salary is personal data. Include it only when the employee asks for it.
Write the purpose
A letter "for a visa application" is harder to misuse than a general one.
Give a contact
Banks and embassies may call to verify. Add a phone number or HR email.
Keep a copy
Number each letter and keep a copy on the employee's file.
Frequently Asked Questions
Tools that help
Word to PDF
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Sign PDF
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