How to write an employment verification letter

Employer address

This refers to your company's headquarters address or the sub-office in which the employee works. Your letterhead might also include this information, but adding it within the format of the letter is still a good idea.

Name and address of the third party requesting the employment verification letter

You should include the address of the party that is requesting this information. Employment verification letters can come from many different third-party entities that your employee might be affiliated with in some way. You should always include the third-party address for standard documentation purposes.

Employee name

Include your employee's full name. You might also include their job position or job title, if applicable. Make sure to use their legal name and not any nickname or abbreviation.

Employment dates

This information refers to the very first day your employee started to work at your company or business up until the current date. You should also note that the employee is still working for your company, if this is the case.

Employee job description

You can also choose to include the employee's job position or title here. You should detail the employee's specific role, responsibilities, level, and tasks associated with their job. You should not go too in-depth, but breaking down their role in terms of some key bullet points is a good idea.

Employee's current salary

You should include the employee's gross and net salary in this section. The gross salary is the employee's salary before any tax deductions or contributions and the net salary represents your employee's salary after tax deductions and/or contributions.

Reasons for employee termination

You should obviously only include this section if the employee was terminated. Similarly, you can include an item here if the employee quit of their own volition. Employee termination explanations can contain disciplinary actions or the company's reasoning for having to terminate the employee. Keep this section brief and factual if it must be included.