Employment (Income) Verification Letter

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An employment verification letter, or proof of employment,  is a form that verifies the income or salary earned by an employed individual. This type of verification letter is commonly used when someone seeks housing or is applying for a mortgage.

The requestor of the employment information will use the form to confirm that an individual has a secure job and an income stream capable of affording the monthly payment.

What is Verified?

  • Current Employer
  • Occupation/Title
  • Employment Start Date
  • Pay ($)
  • Status (Part-time/Full-time)

How to Verify (5 steps)

Step 1 – Lookup the Business Entity

Every state has a Secretary of State’s office or equivalent that allows a user to search its database to lookup the principals of the business entity. Have the individual you’ve requested obtain an employment verification letter from the Principal or Owner of the business.

Check Business Entity Status – By State

After you’ve received the letter you can check online to see if the person that signed the letter matches the company profile with the state.

Step 2 – Call the Employer

In order to ensure that the employer actually signed the letter, it is best to call during business hours. If the person that signed is not available it is best to ask for a call-back or to ask for someone else who may be able to verify furthermore of the verification.

Step 3 – Obtain Past Pay Stubs

When asking for the letter it may be best to ask for the past 2 pay stubs from the employer. If this is not available then it is best to request the bank statement of the past month from the individual. This will give you not only their income but also show their spending habits and prove if they are capable of being financially responsible.

Step 4 – Get Past 2 Years of Tax Returns

Commonly, individuals are paid with cash if they are self-employed. In these instances, it is best to get, at the very least, the past 2 years of income taxes. Everyone in the United States is required to pay taxes to the federal government. Therefore, if the individual is making any kind of money there will be a return on file that they can easily obtain.

*The requester may also ask for the individual to submit IRS Form 4506-T which asks the federal government to verify the self-employed individual’s income from the previous year. This takes about 1 business day and is free.

Step 5 – Run a Credit Report

If none of the above solutions seem promising it is best to obtain a credit report from the individual. This can be easily completed by collecting the person’s information through the Background Check Authorization Form. Once you have all the necessary information you can perform the lookup through Equifax, Experian, or Transunion.

(Video)

How to Write

Download: Adobe PDF, MS Word (.docx), or OpenDocument.

I. Sender Information

(1) Employer’s Name. Before the start of this letter, the Employer must be identified as its Sender. Typically, the top left of a formal correspondence will be expected to present such information. The Employer’s legal name should therefore be documented on the first line.

(2) Return Address. Present the Employer’s mailing address using the next available spaces. This shall enable the Recipient of this letter to contact the Employer by mail should additional information need to be requested.

II. Header Information

(3) Verification Date. Establish the date when this letter has been completed. Solidifying the date here is important because it will show the Recipient how recently this employment confirmation has been issued.

(4) Concerned Employee. The subject line serves to quickly identify the purpose of this confirmation. For this, the legal name of the Employee in question must be documented.

III. Statement Of Verification

(5) Name Of Employee. The testimony provided shall require that the full name of the Employee be presented to the first line.

(6) Employer Name. Supplement the language used with the legal name of the Employer. This should appear as it was recorded in the return address above.

(7) Employee Start Date. Deliver a record on the calendar date when the Employee began his or her position with the Employer.

IV. Specifics Of Employment

(8) Employee Name. The name of the Employee requires a reproduction in the confirmation statement. Seek out the first line in the second paragraph to verify the Employee’s identity

(9) Job Title Or Position. The position or the title that the Employee holds with the Employer’s Company must be included in this paragraph. Furnish it to the available space.

(10) Job Status. The employment status that the Employee holds should also be discussed. Indicate if he or she is a “Full Time” or “Part-Time” Employee by selecting the first or second checkbox presented (respectively).

(11) Supporting Information. Report the number of hours a week the Employee works to further define his or her employment status. In most states, a Full-Time Employee will be expected to work a minimum of thirty-five to forty hours per week while a Part-Tim Employee will be scheduled for less than thirty-five hours of payable work hours per week

(12) Employee Earnings. The compensation paid to the Employee requires a definition for the purpose of this letter. Report the dollar amount paid to the Employee for the position he or she holds. This may be reported at a rate of your choosing (i.e. an hourly or weekly rate of payment) which must be kept consistent as this statement progresses.

(13) Multiple Payments Per Month. The documented payment amount should be accompanied by a definition as to the length of time defining the pay period. If the Employee is paid the amount above multiple times in a one-month period then one of the first four check boxes should be marked. In this way, the amount above can be documented as the compensation earned by the Employee once every hour (“Hourly”), once every day (“Daily”), once a week (“Weekly”), or once every two weeks (“Bi-Weekly”). Select only one of these check boxes. If none apply then continue through this discussion to review the next definitions available.

(14) Salaried. If the Employee is paid once a month or less then leave the previous check boxes unmarked and review the next three definitions. That is, select either “Monthly” or “Quarterly” if the Employee earnings listed earlier in this statement is paid once a month or once every three months. If neither of these definitions accurately reflect how often the payment above is earned by the Employee, then leave these (check boxes) unmarked.

(15) Yearly Salary. If the Employee earns the dollar amount (defined earlier as his or her payment) once a year, then leave the previous check boxes unmarked and select only the “Annual” salary definition.

(16) Bonus Status. Some positions are accompanied with a bonus payment. As part of this verification, select either the “No Bonus” checkbox if the Employee does not earn a bonus or the “Bonus” checkbox to indicate that the Employee earns a bonus. Notice that if the second checkbox is selected, the dollar amount of the bonus must be supplied where requested.

V. Employer Closing

(17) Employer Phone Number. The final paragraph presented provides the Letter Recipient with the opportunity to contact the Employer issuing this letter by phone. To this end, dispense the phone number and extension where this letter’s Recipient may direct further questions regarding the confirmation statement above.

(18) Signature Of Employer. The Employer making this testimony must sign it to acknowledge its content as true. If the Employer is a Business Entity, then a Representative who is authorized to sign this letter should complete this process. Typically, this will be the Employee’s Supervisor or Human Resources Administrator but may be any Representative that is formally recognized by the Employer to sign this letter on its behalf.

(19) Employer Printed Name. The Employer or Signature Party acting for the Employer must also print his or her name.

(20) Employer Title. The Signature Party issuing this letter must document the position he or she holds with the Employing Company dispensing this testimony.