To write a letter of employment, start by addressing the person with a polite greeting. Use their name if you know it. Next, get straight to the point.
Are you confirming their employment? Or maybe sharing important details about their role?
Keep it clear and to the point.
To finish, add a friendly closing line, like “Looking forward to hearing from you,” and sign your name. That’s it. Professional, polite, and easy to follow.
Let’s break it down further.
Understanding a Letter of Employment
A letter of employment is a document that confirms someone’s work details, like their job title, salary, and how long they’ve been with the company. It’s often required for purposes like proving income, along with other uses we’ll explore later in the article.
This letter basically gives the basics.
Who the person works for, when they started, and whether they’re full-time or part-time. For example, if someone wants to rent an apartment, the landlord might ask for this letter to make sure they can afford it.
Offer Letters vs. Letters of Employment
A lot of people mix up offer letters and letters of employment, especially since both can serve similar purposes, like proving income or renting a home. However, there’s a key difference in when they are used and why.
An offer letter is provided at the beginning of someone’s job journey. It’s a formal job proposal that outlines the role, salary, and start date.
Same information found in a letter of employment.
A letter of employment, meanwhile, comes into play after someone has already started working as we have seen above.
So, when should you use each?
➡ Offer Letters: Often requested when starting a lease, applying for a loan, or proving income before officially joining a company.
➡ Letters of Employment: Used to verify ongoing work details for similar reasons, like financial applications or rental agreements.
Though their contexts are different, they can often be used for similar purposes.
Steps To Write a Letter of Employment
Earlier, we touched on the basics of writing a letter of employment. Now, let’s go into details.
1. Use a Formal Format
When writing a letter of employment, keep it professional and organized. Start with your company’s details at the top. This includes the name, address, and contact information. If you don’t have a company letterhead, just type it out neatly.
Next, address the person politely. If you know their name, use it, like “Dear Mr. Anthony” or “Dear Ms. Anthony.” If not, “To Whom It May Concern” works just fine.
Keep the layout simple and easy to read.
Use a clear font like Arial or Times New Roman, and stick to a regular size like 11 or 12. The idea is to make your letter look professional without overcomplicating things.
2. Be Clear About the Purpose
Once your format is in place, get straight to the point. Start by clearly stating why you’re writing the letter. Is it to confirm someone’s employment, verify their salary, or outline their role in the company?
Be specific so there’s no confusion.
For example, you could write, “This letter is to confirm that Alex C. has been employed with XYZ Company since June, 2019 as a Customer Success Manager.” Right away, the reader knows exactly what the letter is about.
It’s important to avoid adding unnecessary details here. Stick to the facts.
3. Include Key Employment Details
After introducing the purpose, outline the important details about the employee. Mention their full name, job title, and the date they began working with the company.
For example, “Alex C. has been employed as a Customer Success Manager at XYZ Company since June, 2019.” This confirms their role and how long they’ve been part of the team.
From there, add their employment status.
Whether they’re full-time, part-time, or on a contract. And their salary or hourly rate, if required. A perfect example would be, “Alex works full-time, earning $68,000 annually.” These details are often important, especially when the letter is for financial purposes.
If relevant, briefly highlight their main responsibilities or achievements to give a clear idea of their role.
However, keep this part short and simple to maintain a professional tone.
4. Add Employer Information
Once the above details are in place, your letter will provide the clarity needed for its intended use.
You can now move to the next step, which is including your contact information. This ensures that whoever receives the letter can easily reach out if they have questions or need additional details.
At the bottom of the letter, add your name, title, and the best way to contact you.
For instance, “Jonathan, HR Manager, reachable at (555) 987-6543 or [email protected].” This shows your willingness to verify the information provided and adds a layer of trustworthiness to the letter.
It’s also a good idea to include the company’s address or official stamp, if applicable.
5. Close with a Polite Ending
Once all the necessary details are included, wrap up the letter with a polite closing.
A simple tone works best here. You can end with a phrase like, “Should you need any additional information, please don’t hesitate to contact me,” or “Feel free to reach out if you require further clarification.”
Follow this with a closing phrase such as “Sincerely” or “Best regards,” and then add your name and title. If you’re printing the letter, leave space above your name to add a handwritten signature for a more formal touch.
A polite and professional ending leaves a positive impression and supports your willingness to assist further if needed.
With all sections above, the letter should feel complete and courteous.
Sample Letter of Employment
To give you a clear idea of how the sections or steps above come together, here’s a complete sample of a letter of employment.
Letter of Employment Template
As for an editable template, we have you covered with a simple, professional layout you can adapt to your needs. Below is a flexible template:
Why a Letter of Employment Is Important
A letter of employment serves as a key document in various situations. Here are three reasons why it’s so valuable:
➡ Proof of Stability
It reassures landlords, lenders, or other parties that the individual has steady employment and a reliable income.
➡ Facilitates Major Life Decisions
Whether renting a new home, applying for a loan, or even securing a visa, this letter plays an important role in supporting the individual’s claims.
➡ Establishes Credibility
A well drafted letter strengthens trust by showing verified information, reflecting professionalism from both the employer and employee.
Now, as an employer, it’s important to ensure your letters of employment maintain that level of professionalism. In some cases, you may also need to provide offer letters for similar purposes, such as income verification or rental applications.
While both documents serve important roles, they each require careful attention to detail and accuracy.
Simplify Employment Documentation with PaystubHero
At PaystubHero, we make the process easier for you:
➡ Customize them with accurate job titles, salary details, and start dates.
➡ Ensure all documents maintain a professional tone and format.
By using our platform, you can confidently create offer letters that meet any professional standard. Ready to simplify your documentation process?
FAQs
Common questions about writing a letter of employment include:
