How to Write an Employment Verification Letter? (With Sample)

An employment verification letter is a crucial document that employers may be asked to provide to confirm an employee’s job status, income, and other relevant employment details. This letter is often requested by third parties, such as financial institutions, government agencies, or prospective landlords, to verify that an individual is gainfully employed. As an employer in Malaysia, it is essential to ensure that this letter is accurate, professional, and adheres to any legal requirements.

In this article, we will explain what an employment verification letter is, why it is important when you might need to provide one, and how to write one effectively. We will also provide sample letters for various situations to help guide you.

What is an Employment Verification Letter?

An employment verification letter is a formal document that confirms an individual’s employment status within a company. This letter typically includes details such as the employee’s job title, the date they started working, their current salary or wage, and their employment status (e.g., full-time, part-time, or contract). The general purpose of this letter is to verify the employment details of an individual, usually upon request from a third party, such as a financial institution, government agency, or prospective employer.

Examples of situations where it’s required:

• Loan applications: Banks or other financial institutions may require proof of employment to ensure that an individual can repay a loan.
• Visa applications: Some countries require employment verification for visa applications to show that the applicant has a stable job.
• Employment screening: New employers often request verification letters to confirm a candidate’s work history.
• Lease or rental agreements: Landlords may ask for this letter to confirm that a potential tenant has a stable source of income.

 

Why Is an Employment Verification Letter Important?

An employment verification letter plays a crucial role in confirming an employee’s position and salary. It provides proof that the individual is employed, their role in the company, and how much they earn, giving credibility for financial or legal purposes.

• Confirming employee’s position and salary: This letter is essential to prove the individual’s job title, responsibilities, and income, which are critical for financial applications or background checks.
• Assuring credibility for financial or legal purposes: It reassures financial institutions, landlords, or visa officers that the employee is gainfully employed and can meet the financial requirements of a loan, lease, or other legal agreements.

When Do You Need an Employment Verification Letter?

There are various scenarios where an employment verification letter is required. Employers should be aware of these situations to respond promptly to requests from employees or third parties.

• Loan or mortgage applications: Lenders need to confirm that the borrower is employed and capable of repaying a loan.
• Visa applications: Some visa processes require proof that the applicant has stable employment.
• New employment screening: Potential employers may request this letter to verify a candidate’s past employment.
• Lease or rental agreements: Landlords often require proof of income and employment before approving a lease agreement.

How to Write an Employment Verification Letter

For Malaysian employers, writing an effective employment verification letter is vital for ensuring accuracy and compliance. Here’s a breakdown of the key components to include:

To write an effective employment verification letter, follow these key components:

1. Introduction:
Confirm the request and outline the purpose of the letter (e.g., for a loan, visa, or new job application).

• Example: "This letter is to confirm the employment of [Employee’s Name] for the purpose of [loan, visa, new job]."

​2. Employee Details:

Example: "[Employee’s Name] has been employed with us at [Company Name] since [Start Date] as a [Job Title]."

• Include the employee's full name, job title, employment start date, and employment status (e.g., full-time, part-time, or contract).

3. Salary/Wage:
Specify the employee’s salary or wage and how frequently they are paid (e.g., monthly, weekly).

• Example: "[Employee’s Name] earns a salary of [RMX,XXX] per [month/year]."

4. Employment Status:
Describe the employee’s role and the duration of employment (if applicable, particularly for contract employees).

• Example: "[He/She] works on a [full-time/part-time/contract] basis, and the employment is [ongoing/until (End Date)]."

5. Company Information:
Provide official company details, including name, address, and contact information, for further verification.

• Example: "If you require additional details, please contact [Company Name] at [Company Contact Information]."

6. Signature and Date:
The letter should be signed by an authorized person (e.g., HR representative or direct supervisor), along with the company seal (if necessary).

• Example: The letter should end with the signature, printed name, title, company name, and contact information of the person issuing the letter.

Sample of Employment Verification Letter

1. Employment Verification Letter for Loan Application

Subject: Employment Verification Letter for Loan Application

[Your Company’s Letterhead]
[Date]

To Whom It May Concern,

This letter is to confirm the employment of [Employee’s Full Name], who has been working with us at [Company Name] since [Start Date]. Currently, [he/she] holds the position of [Job Title] and is employed as a [full-time/part-time] employee.

[Employee’s Full Name] earns a salary of [RMX,XXX] per [month/year], and [his/her] position is ongoing with no set end date. Please feel free to contact us for further information or verification at [Contact Information].

Sincerely,
[HR Representative’s Name]
[HR Representative’s Job Title]
[Company Name]
[Company Address]
[Phone Number]
[Email Address]

 

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2. Employment Verification Letter for Visa Application

Subject: Employment Verification for Visa Application

[Your Company’s Letterhead]
[Date]

To Whom It May Concern,

This letter is to certify that [Employee’s Full Name] has been employed by [Company Name] since [Start Date] and currently holds the position of [Job Title]. [He/She] is employed on a [full-time/part-time/contract] basis and receives a salary of [RMX,XXX] per [month/year].

We understand that [Employee’s Full Name] is applying for a [visa type] and requires this letter as proof of employment. If you require further details, please feel free to contact us at [Contact Information].

Thank you for your attention to this matter.

Sincerely,
[HR Representative’s Name]
[HR Representative’s Job Title]
[Company Name]
[Company Address]
[Phone Number]
[Email Address]

 

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3. Employment Verification Letter for New Job Application

Subject: Employment Verification for New Job Application

[Your Company’s Letterhead]
[Date]

To Whom It May Concern,

We are writing to verify that [Employee’s Full Name] is employed at [Company Name] as a [Job Title]. [He/She] has been with us since [Start Date] and is currently working on a [full-time/part-time] basis.

[Employee’s Full Name] earns a salary of [RMX,XXX] per [month/year], and [his/her] employment is [ongoing/contract-based until (End Date)]. Should you require additional information, please do not hesitate to contact us at [Contact Information].

Sincerely,
[HR Representative’s Name]
[HR Representative’s Job Title]
[Company Name]
[Company Address]
[Phone Number]
[Email Address]

 

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4. Employment Verification Letter for Lease Agreement

Subject: Employment Verification for Lease Agreement

[Your Company’s Letterhead]
[Date]

To Whom It May Concern,

This letter serves to confirm that [Employee’s Full Name] is employed by [Company Name] as a [Job Title]. [He/She] has been with the company since [Start Date] and works as a [full-time/part-time] employee.

[Employee’s Full Name] currently earns a salary of [RMX,XXX] per [month/year], which may be relevant to [his/her] rental application. Should further verification be needed, please contact us at [Contact Information].

Sincerely,
[HR Representative’s Name]
[HR Representative’s Job Title]
[Company Name]
[Company Address]
[Phone Number]
[Email Address]

 

Who Can Request an Employment Verification Letter?

The request for an employment verification letter can come from several parties:

• Employees: Employees may request a verification letter when applying for loans, visas, or new jobs.
• Financial institutions: Banks or mortgage lenders may ask for this letter to assess the borrower’s employment stability.
• Government agencies: For certain applications, such as tax filings or visa requests, government bodies may request employment verification.
• Landlords: Property owners often request this letter to confirm that potential tenants have a stable income.

 

Can You Refuse to Provide an Employment Verification Letter?

In Malaysia, employers generally have the right to refuse to provide an employment verification letter. However, it is important to consider legal and ethical implications. Employers should ensure that the refusal does not result in discrimination or financial harm to the employee.

• Employer’s rights in Malaysia: Employers can choose whether to issue the letter, especially if there is no legal obligation to provide it.
• Legal obligations: Refusing to provide an employment verification letter could lead to legal consequences if it prevents an employee from accessing important financial or legal services. Employers must also comply with Malaysia’s Personal Data Protection Act 2010 when handling sensitive employee information.

By following these guidelines, Malaysian employers can ensure they provide accurate, professional employment verification letters while complying with relevant legal requirements.

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