What Is an Employment Letter?

by Jackie Lohrey - Updated September 26, 2017

Property owners, lenders and utility companies are among the people and entities that often ask for employment verification. Some employees also use them as proof of employment instead of a letter of reference. Regardless of how the letter is used, the format and content -- including what information the letter should and should not contain -- follows a standard design.

Purpose and Content

The purpose of the letter is to verify specific information about an employee in writing. The information generally provided is:

  • Job title
  • Department where the employee works
  • Employment status: full-time or part-time
  • Dates of employment

Business policies dictate whether wage information will be provided. Some businesses will disclose this information if the requester specifically asks for it, and some will not.


  • Although most states have laws that protect employers from disclosure-related lawsuits if the employers act in good faith, many businesses will not create or send a letter without prior written authorization from the current or former employee.

Employment Letter Format

Most businesses use a standard template that follows the business letter style for all verification letters. In addition, letters should be on business letterhead. The general format is:

  1. Current date
  2. Business contact information: contact's name, business name, street address, city, state and zip code
  3. Subject line
  4. Greeting
  5. Body: usually no more than one or two paragraphs that include only the requested information
  6. Writer’s contact information -- telephone number or email address -- for additional questions or information; this is optional
  7. Closing
  8. Signature block: name of letter writer, business name, street address, city, state and zip code 

About the Author

Based in Green Bay, Wisc., Jackie Lohrey has been writing professionally since 2009. In addition to writing web content and training manuals for small business clients and nonprofit organizations, including ERA Realtors and the Bay Area Humane Society, Lohrey also works as a finance data analyst for a global business outsourcing company.

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