Many different situations may require an employee to prove their employment with your company. This often includes but is not limited to credit applications, a first mortgage, government benefits, and the opening of a bank account. When an employee asks you to help provide proof of employment, you should use a proof of job letter. This letter gives all the relevant information about that employee, including position, years of experience, and annual salary.
Format and Content
This letter should be kept as factual as possible. All you are doing is verifying an individual’s employment status. The proof of job letter format is different from a letter of recommendation because you aren’t providing an opinion on how well a person is doing their job or whether you would recommend them for another position. You should make sure that you include the employee’s official position title, their status as either full time or part time, and the length of time they have been with your company. Listing the salary amount is also a standard part of this letter, although you should check first to make sure that the letter won’t be going to any channels where it would be wrong to include that information.
Presented below is a sample in which a bank is inquiring about an employee who wishes to borrow a large sum of money. This proof of job letter sample is not a recommendation of any sort or a place to vouch for a person’s financial reliability. Instead, it is a place to verify facts and provide the essential information about a person’s employment status that will help the bank make its decision. The urge to turn this letter into a chance to vouch for a person’s integrity can be strong, especially if you are particularly fond of the employee, but remember that you can help them just as effectively by providing the essential facts requested by the organization that is asking for this letter.
Human Resources Department
Tennant & Associates
88 Truth Lane
Worcester, MA 01604
August 14, 2013
Northeastern Bank and Creditors
111 Financial Way
Worcester, MA 01604
To Whom it May Concern,
This letter is to verify that Vanessa Greene is employed with Tennant & Associates as a customer service representative.
Vanessa has been employed with us for the past two years. She is currently a full time employee with a compensation level of $33,000 per year.
Please let me know if you have any further questions regarding Vanessa’s employment. I can be reached via phone at (555) 555-5555 or by email at [email]