Whether you are working in a corporate environment or for a software house, an employment letter plays a significant role in confirming your current or former employment status with an employer.

It is generally an informational letter that encompasses all of your basic details on the job. This letter acts as proof, as it provides written documentation of your employment confirmation. It contains all the relevant information, such as your name, contact details, job title, period of employment,  and your salary package.

So why is an employment verification letter so important in a software business?

Usually, when you are associated with a software business, you often have to work with external agencies and clients. At times, when you are sending someone from your organization to work with them, they need some form of written documentation which can verify that you are an employee of the said organization. In the software world, confidentiality of information is of the utmost concern. A lot of information is required to stay private. Henceforth, most HR departments in different organizations require you to submit an employment verification letter.

They just don’t want to see their data fall into the wrong hands or be vulnerable to risk.

Apart from software agencies, an employment verification letter can be requested by a law enforcement official, loan officers, and landlords as a proof of employment.

In most cases, an administration individual or the HR department issues this letter to you.

What Are the Essentials of Writing an Employment Verification Letter?

Whether you are an employee who is acting as a requestor or an individual who is issuing an employment verification letter to a requestor, it is important that you are fully aware of the pre-requisites of creating one. Here are a few essentials to factor.

  • The complete name and address of the employer
  • Titles and responsibilities of the current or former employee
  • The date of employment
  • Other details such as the employee’s name, signature, contact information, salary, etc.

Based on where your employee wishes to submit the employment verification letter, you can tailor that information as per their requirement.

For instance, if you are planning to submit your information to a financial institution, it is necessary that you provide your financial details in your employment verification letter.

The details may contain information such as your salary package, bonuses or appraisals.

On the other hand, if your employment verification letter is to be submitted to a new employer, you need to make sure that it contains all the relevant information about you, especially your personal information such as your name, number, job title, job responsibilities, etc.

All such information is important and can help you streamline the onboarding process at the new workplace. The employer will not have to ask you probing questions pertaining to your work experiences and with a brief overview, they will be capable of understanding your capabilities.

You can also add your achievements to the letter in order to maximize the impact of your professionalism.

What Should Not Be Included in Your Employment Verification Letter?

Unless your financial information is of essence, you should, by all means, avoid filling in your employment verification letter with financial details. It means that you should avoid putting up information regarding your salary, bonuses or appraisals, unless specifically requested .

Mostly, financial information is required when you are associating with banking industries, when you are overviewing a large transaction or maybe when you are receiving a payment from clients. Otherwise, there is no particular need for putting financial information in that letter.

When issuing one, try to:

  • Keep financial information secure and do not disclose it without the explicit consent of the employee.
  • Keep marital status, protected information and health concerns confidential.
  • Don’t provide confidential information such as social security number or driver’s license.
  • Not list reasons of why not to hire a person, such as poor performance.

For instance,

Jade works at your software firm and has a minor health history of ADHD. This information, even though requested, cannot be shared with the requestor by your organization because it is protected. In fact, all medical information is protected under the Health Information Portability and Accountability Act (HIPAA).

Speaking of the letter of employment verification templates and samples, here is an interesting blog post which covers all the necessary details about the verification letter.

Best Employment Verification Letter Samples and Examples

Concluding Thoughts

If you are an employer, one of the most important things which you want to do is to assist your employees in any way you can conceive of. You want to become capable of helping them out with their verification processes. You want to help them get a better house and well servicing. You want them to be on good terms with their banks. In short, you want your employees to stay in top-notch state so you can see a maximum productive outcome from them.

An employment verification letter is not just a document to by-pass industry regulations. It is more than just a tool to provide you with a way through. It becomes your proof of document that you are an employed citizen of the state. The information provided in this document gives you a brief overview of what employment verification letter is and how it is important for you.

I hope you are now aware of employment verification letters 🙂

Winston Clarke

Author Winston Clarke

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