Employer Proof of Residency Letter

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Updated July 01, 2022

An employer proof of residency letter is a combination of proving an individual is employed and verify their address with company documents, commonly with their IRS Form W-4. This is often used to establish residency requirements for a drivers license, in-State tuition, or for immigration purposes. Depending on the requirements of the requestor, it may be necessary for the employer to notarize the letter or sign bearing witness(es).

Employment Verification Letter – Use to verify the employment status of an individual including income.

How to Write

Download: Adobe PDF, Microsoft Word (.docx) or Open Document Text (.odt)

1 – Download The Affidavit On This Page To Provide Proof Of Residence

If you are an Employer and must provide a statement confirming the residential address of an employee, then download either the PDF or word processing version of this form by clicking one of the buttons or the links above. You can download this paperwork as a PDF, Word, or ODT document.

2 – Clearly Identify The Sender Using The Header

The Sender of this paperwork will have to make sure his or her return address information is supplied to the header on the first page. Several blank lines have been supplied for this purpose. First, locate the blank line labeled “Company/Organization” then supply the name of the business entity where this paperwork will be sent from. The individual sending this paperwork must have his or her name furnished to the blank line labeled “Name” along with his or her “Title” with the business entity reported above. In addition to the name of the Sender, the business address where this paperwork is generated must be presented. Keep in mind, this should be the Employer’s business address. Use the lines bearing the labels “Street Address,” “City, State,” and “Zip” to fill in the Employer’s complete address.

3- Document The Date Of This Paperwork

The blank line labeled “Date” must be populated with the calendar date that should be used when identifying this paperwork. This may be different, but it must precede the Signature Party’s date of signature.

4 – The Signature Party Must Self-Identify And Commit To The Statement

The Employer’s name is required on the first blank line after the greeting “To Whom This May Concern.” This is the individual who will sign this paperwork thereby verifying the statement being made here. The second blank line, after the phrase “…The Employer Of” requires the name of the Employee whose residential address is being verified. Fill in the full name of the Employee on this line. The third blank line of this statement must have the name of the state where the Employee resides presented. Before we supply the Employee address, we must satisfy some of the language requirements of this statement, by entering the name of the Employee name after the words “…Our Internal Documents.” This name must be identical to the one you supplied above. Now it will be time to document the Employee’s address of residence. That is, where he or she lives as far as the Employer’s paperwork is concerned. The building number and street or road name or number should be supplied to the blank space following the phrase “…Resides At The Street Address Of.” If there is an apartment number or suite number to the Employee’s address, then supply this information as well. These items must be the official physical address where the Employee’s home may be visited. This address must be continued on the next two blank lines by supplying the city and state where it is located.

5 – Additional Information Should Be Provided After The Declaration

The second paragraph will serve as an additional character reference to the benefit of the Employee. It will require that you present the Employee’s full name to the blank space preceding the bracketed label “Employee’s Name.” The last two spaces have been included to verify the start date of the Employee’s career with the Employer. Supply the calendar date of the Employee’s first date of employment with the employing entity. The first blank space following the words “…Within Our Organization Since” require the month and two-digit calendar day and the last blank line will require the year of the Employee’s start date.

6 – The Sender Must Sign This Document Before Two Witnesses And A Notary Public

The final requirement will be the signature of the Employer or an authorized representative of the business where the Employee works. The Signature Party must sign the blank space under the word “Sincerely.” One he or she has provided this signature, the Signature Party must turn this document over to the Witnesses present. The full name of the Signature Party (or Employer) should be supplied to the first blank line in the “Witness Acknowledgment” section. Below these two areas have been provided. Each Witness must fill out a unique area after reading this statement. The blank line labeled “Witness Signature” must be signed by one Witness. He or she should present his or her name in print on the line labeled “Print Name” and enter the calendar date of his or her signature on the adjacent blank line (labeled “Date”). Once the Witnesses have satisfied the requirements above, this paperwork must be surrendered to the Notary Public who has observed the signing. He or she will use this area to validate the state, county, parties, date, and credentials then sign and notarize this document.