Confirmation of employment letter

Confirm a staff member works for you, for a bank, embassy or landlord. Done in two minutes.

Banks, embassies and landlords often ask for proof that someone has a job. This letter confirms the facts, briefly and on your letterhead, so your staff member is not kept waiting.

Why use it

Your staff member can get on with the loan, visa or flat without chasing you for days.
It sticks to checkable facts, which is exactly what the reader wants and all you should be confirming.
A tidy letter on your letterhead helps the reader trust it and saves follow-up calls to you.

How it works

Add your business details and, if you like, your logo.
Choose "To whom it may concern" or address it to a named bank, embassy or landlord.
Enter the employee's name, job title, start date and employment type. Add salary only if they asked.
Check every detail against your records, then download, sign and hand it over.

Good to know

"To whom it may concern" is the standard opening when you do not know who will read a letter. In British convention, a letter that opens without a name closes with "Yours faithfully".
Readers sometimes phone to check these letters. Make sure the person who signs knows it was issued and can confirm it.
Keep a copy in the employee's file. If the same request comes again, you only need to update the date.

Questions

What is a confirmation of employment letter?

A short letter from an employer confirming that a person works there, usually with their job title, start date and type of employment. Banks, embassies, landlords and schools often ask for one.

Should I include the employee's salary?

Only if the employee asks you to. Pay is personal information. Many lenders and embassies do want it, so check with the employee before you leave it out or put it in.

Who should sign it?

Someone with authority who can confirm the details if contacted, such as the owner, a director or the HR lead. Their title appears under their name.

Is my information saved?

Only on your own device, so your details are filled in next time. Nothing you type is sent to us, which matters when a letter holds someone's personal details.

Please note

Provided free, as is, as a starting point for your own letter. It is not legal, HR, tax or financial advice, and it does not make a letter legally valid or binding. Employment rules differ by country, and sometimes by state or sector, so check the letter against your local law and any contract, handbook or collective agreement before you send it. You are responsible for what you send. Do not use this to create false or misleading documents. Only confirm facts that are true and that you can check in your records. Banks, embassies and landlords may rely on this letter, so a wrong job title, date or salary can cause real harm. In many countries, sharing an employee's personal details needs their permission, so include salary only when they ask.