7 Employment Confirmation Letter Samples (Free Templates + Pro Tips)

Quick Answer Summary

• What to include: employee name, job title, employment status (full-time/part-time/contract), start date, employer name/address, verification contact, optional compensation.

• What to avoid: birthdate, Social Security number, protected-class info, health details, I-9 documents, unnecessary pay components.

• Best practice: give only what’s requested; obtain a signed release for third-party verifications; use a standard letterhead and consistent sign-off.

  

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  Turnaround: 1–3 business days for internal confirmations; same day for time-sensitive bank/landlord requests.

• Proofing: confirm spelling of legal name, title, and dates against your HRIS or official records.

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How to Write an Employment Confirmation Letter (Fast)

1. Use letterhead with company name, address, phone, and website.

2. State the purpose in the first sentence (“This letter confirms the employment of…”).

3. List facts in a clean block: title, department, start date, status, work schedule, and verification contact.

4. Compensation: include base pay rate only if the employee authorizes or the requester requires it.

5. Close with a verification line and a direct phone/email.

6. Sign by an authorized HR/People Operations contact with title.

7. Save a PDF copy to the employee file and your HRIS.

Formatting checklist: 1 page, 11–12 pt font, today’s date, consistent units (annual vs hourly), no acronyms without first mention.

Legal/compliance notes (high-level, not legal advice):

• Share only necessary facts; avoid health, age, or other protected information.

• For third-party requests (mortgage, landlord, bank), keep a signed employee authorization on file.

• Do not attach I-9 or identity documents; those are for internal verification only.

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Replace bracketed fields like [Employee Name] with your details. Keep everything else as-is for clean, professional results.

1) General Employment Confirmation (Most Common)

Subject: Employment Confirmation for [Employee Name]

[Date]
[Company Letterhead]

To Whom It May Concern:

This letter confirms the employment of [Employee Name] with [Company Name]. [Employee Name] holds the position of [Job Title] in the [Department], and began employment on [Start Date]. The role is [full-time/part-time] with a standard schedule of [e.g., 40 hours per week, Monday–Friday].

If you require additional information, please contact me at [HR Phone] or [HR Email].

Sincerely,
[HR Contact Name]
[Title], [Company Name]
[Direct Phone] | [Email]

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2) Confirmation Including Base Pay (With Employee Authorization)

Subject: Employment & Compensation Confirmation – [Employee Name]

[Date]
[Company Letterhead]

To Whom It May Concern:

At the request and authorization of [Employee Name], this letter confirms employment with [Company Name] as [Job Title] since [Start Date]. The position is [full-time/part-time]. Base compensation is [annual salary/hourly rate]. This figure excludes variable compensation such as bonuses or overtime unless required by your process.

For verification, contact [HR Contact Name] at [Phone] or [Email].

Sincerely,
[HR Contact Name]
[Title], [Company Name]

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3) Probation Completion & Ongoing Employment

Subject: Confirmation of Employment Post-Probation – [Employee Name]

[Date]
[Company Letterhead]

Dear [Employee Name]:

This letter confirms you have successfully completed the probationary period for your role as [Job Title] effective [Probation End Date]. Your employment with [Company Name] continues on a [regular/full-time/part-time] basis under our standard policies and benefits eligibility.

Please reach out to [HR/Manager Name] with any questions.

Congratulations,
[HR/Manager Name]
[Title], [Company Name]

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4) Third-Party Verification (Bank/Landlord) – No Compensation

Subject: Employment Verification for [Employee Name]

[Date]
[Company Letterhead]

To Whom It May Concern:

This letter verifies that [Employee Name] is employed by [Company Name] as [Job Title], start date [Start Date], in [full-time/part-time] status. We do not disclose compensation information without explicit authorization; if required, please send a signed release from the employee.

For confirmation, contact [HR Contact Name] at [Phone] or [Email].

Sincerely,
[HR Contact Name]
[Title], [Company Name]

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5) Promotion Confirmation (Title & Pay Change Optional)

Subject: Promotion Confirmation – [Employee Name], [New Title]

[Date]
[Company Letterhead]

Dear [Employee Name]:

We are pleased to confirm your promotion to [New Job Title], effective [Effective Date]. Your status remains [full-time/part-time].
[Optional: Your new base compensation is [new salary/hourly rate]. All other terms and policies remain in effect.]

Congratulations, and thank you for your contributions to [Team/Department].

Sincerely,
[Manager or HR Name]
[Title], [Company Name]

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6) Contract-to-Hire Conversion Confirmation

Subject: Conversion to Regular Employment – [Employee Name]

[Date]
[Company Letterhead]

Dear [Employee Name]:

This letter confirms that effective [Conversion Date], your status with [Company Name] is converted from contract to regular [full-time/part-time] employment in the role of [Job Title]. Your start date for regular employment records is [Conversion Date]. [Optional: Base compensation is [amount].]

We look forward to your continued impact.

Sincerely,
[HR/Manager Name]
[Title], [Company Name]

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7) Remote/Hybrid Work Confirmation (For Proof of Employment)

Subject: Employment Confirmation – Remote/Hybrid Arrangement for [Employee Name]

[Date]
[Company Letterhead]

To Whom It May Concern:

This letter confirms that [Employee Name] is employed by [Company Name] as [Job Title], start date [Start Date], in [full-time/part-time] status. The approved work arrangement is [remote/hybrid], with a primary work location of [Employee City/State or “remote within [State/Region]”] and an expected schedule of [hours/week and days].

Please direct any questions to [HR Contact Name] at [Phone] or [Email].

Sincerely,
[HR Contact Name]
[Title], [Company Name]

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Pro Tips to Get These Letters Right

• Match HRIS data exactly: legal name, title, and start date should align with payroll and HR records.

• Give only the minimum necessary: if the requester only needs employment status, skip compensation.

• Use consistent pay units: if you state annual salary, don’t also list hourly rate unless required.

• Centralize verifications: route all requests to one inbox (e.g., hr@company.com) for audit trails.

• Keep a release on file: for any disclosure beyond basic status (especially pay), retain employee authorization.

• Protect privacy: never include date of birth, SSN, or health details.

• PDF everything: export to PDF on letterhead to prevent edits and preserve formatting.

Common Mistakes (and Easy Fixes)

• Wrong dates or titles: cross-check with the latest job change form before sending.

• Over-sharing pay details: if a bank needs “income,” ask whether base salary alone suffices.

• Informal tone: keep it formal and factual; avoid subjective statements that could be misinterpreted.

• No contact line: always include a direct verification phone and email.

• Using the employee’s manager without HR sign-off: designate HR or People Ops as the official signer.

Good Email Subjects You Can Reuse

• Employment Confirmation – [Employee Name]

• Employment Verification for Mortgage – [Employee Name]

• Confirmation of Promotion – [Employee Name], [New Title]

• Post-Probation Employment Confirmation – [Employee Name]

• Contract-to-Hire Conversion – [Employee Name]

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FAQs

Is compensation required?
Not always. Many banks/landlords accept confirmation without pay. Provide base pay only with employee authorization or when mandatory.

Who should sign?
An authorized HR/People Ops contact or a designated verifier. Keep the signer consistent across your organization.

Can we confirm future employment?
Generally avoid promising future employment; confirm current status and effective dates only.

How fast should we respond?
Aim for 1–3 business days. For mortgages and time-sensitive requests, same-day responses improve employee experience.

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Sources

1. SHRM—Employment Verification Letters: purpose, scope, and sample practices.

2. U.S. Department of Labor—Wage and Hour basics for pay disclosures and recordkeeping.

3. EEOC—Protected information to avoid in employment communications.

4. NACE/HR best practices—Employment documentation and offer confirmations.

5. ISO 9001 documentation habits (general)—consistency, version control, and audit trails.

(These sources inform best practices; always consult your counsel for jurisdiction-specific requirements.)

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Disclaimer

This article provides general HR information and sample templates for educational purposes. It is not legal advice. Consult qualified counsel for requirements in your state, country, or industry.