Employment Verification Letter Template
Fill in this free template to get a ready-to-sign employment verification letter or proof of income letter, or copy one of the sample letters below. Templates for employers, self-employed workers, and gig or 1099 contractors. No sign-up, and nothing leaves your browser.
For HR or a manager confirming an employee’s job and pay. The employer signs it on company letterhead.
[Company name]
November 11, 2026
Re: Employment Verification for [Employee name]
To Whom It May Concern,
This letter confirms that [Employee name] has been employed by [Company name] since [Start date] and currently works full-time as [Job title].
Their current rate of pay is [$ amount] per year.
This letter is provided at the employee’s request for a rental application. If you have questions, please contact me at [phone or email].
Sincerely,
[Your name]
[Title]
[Company name]
Nothing you type leaves your browser. The letter is the signer's own statement; Income Checker doesn't check or confirm what's in it.
What is an employment verification letter?
An employment verification letter (also called a proof of employment letter or income verification letter) is a short, signed letter from an employer confirming that someone works there. Landlords ask for one during tenant screening, lenders ask for one on loan applications, and government agencies ask for one for benefits. It confirms what the applicant already wrote down, from someone other than the applicant.
What to include
- The employee's full name and job title
- Start date and whether they work full-time, part-time, or on contract
- Pay: salary, or hourly rate with average hours (only if the employee asked you to include it)
- The date, and the purpose of the letter
- The signer's name, title, signature, and a phone number or email for follow-up
Print it on company letterhead if you have it. Keep it to facts: don't add opinions about performance or predictions about future employment unless the recipient specifically asks and your company allows it.
Employment verification letter sample
A typical letter from an employer to a landlord. Replace the details in the template above to make your own.
Brightline Logistics, Inc.
1200 Harbor Drive, Columbus, OH 43215
March 4, 2026
Re: Employment Verification for Jordan Ellis
To Whom It May Concern,
This letter confirms that Jordan Ellis has been employed by Brightline Logistics, Inc. since June 12, 2022 and currently works full-time as an Operations Coordinator.
Their current rate of pay is $52,000 per year.
This letter is provided at the employee’s request for a rental application. If you have questions, please contact me at (614) 555-0142 or hr@brightline.example.
Sincerely,
Dana Morales
HR Manager, Brightline Logistics, Inc.
Short proof of employment letter
When the recipient only needs to know the person works there, leave pay out:
To Whom It May Concern,
Please accept this letter as confirmation that Jordan Ellis is currently employed full-time by Brightline Logistics, Inc. as an Operations Coordinator, and has worked here since June 12, 2022.
Please contact me at (614) 555-0142 if you need anything further.
Sincerely,
Dana Morales, HR Manager
Self-employed proof of income letter sample
To Whom It May Concern,
I am self-employed as the owner of Ellis Home Repair, where I provide residential repair and remodeling services. I have worked this way since January 2021.
Over the past 12 months, my average gross income has been $4,800 per month (about $57,600 per year).
I am providing this letter as proof of income for a rental application. I can provide bank statements and my 2025 tax return to support this statement.
I certify that the information in this letter is true and accurate to the best of my knowledge.
Sincerely,
Jordan Ellis, Ellis Home Repair
How to ask your employer for one
Email HR or payroll and say who the letter is for, what it needs to include, and when you need it. Many HR teams respond faster if you send a draft, so fill in the employer template above, save it as a PDF, and ask them to review, put it on letterhead, and sign. Some larger employers use an automated verification service instead of writing letters; HR will tell you if so.
Proof of income letter for self-employed and gig workers
If you work for yourself, there's no employer to write the letter, so you write and sign it yourself. State what you do, how long you've done it, and your average gross monthly income over a clear period, then list the documents you can provide to back it up.
A letter you write about yourself carries less weight than one from an employer, so plan to attach proof: recent bank statements, your tax return with Schedule C, or 1099s. Or skip the paperwork with a bank-connected proof of income report that shows your estimated monthly income from your actual deposits.
For landlords reviewing a letter
A letter is easy to write and easy to fake. Call the employer using a number you find yourself, not the one on the letter, and compare the stated pay with other documents. Our pay stub checker and rent-to-income calculator help with the rest.
Frequently asked questions
What is an employment verification letter?
A letter from an employer confirming that someone works there, usually with their job title, start date, employment status, and pay. Landlords, lenders, and agencies ask for one to check what an applicant wrote on their application.
What should an employment verification letter say?
Keep it to facts: the employee’s name and job title, their start date, whether they work full-time or part-time, and their pay if the employee asked for it. Add the date, who the letter is for, and the signer’s name, title, and phone number or email. See the sample letters on this page for exact wording.
Is there a free employment verification letter template?
Yes. The template on this page is free with no sign-up. Pick the employer, self-employed, or gig/1099 version, fill in the details, and print it or save it as a PDF. You can also copy one of the sample letters into Word or Google Docs and edit it there.
What is the difference between a proof of employment letter and an employment verification letter?
They are the same document under different names. Some recipients only need to know that the person works there, so a shorter proof of employment letter leaves pay out. If a landlord or lender is checking income, include the pay rate.
Who writes an employment verification letter?
The employer: usually HR, payroll, or the employee’s manager. It should be on company letterhead, signed, and include a phone number or email so the recipient can follow up. Employees can fill in this generator and send it to HR to sign, which often speeds things up.
How do I show proof of income if I’m self-employed?
Use a signed proof of income letter plus documents that back it up: recent bank statements, your last tax return with Schedule C, 1099 forms, or a profit and loss statement. A bank-connected income report is another option that shows your estimated monthly income from actual deposits.
Is a self-written proof of income letter enough?
Sometimes, but many landlords and lenders treat it as a starting point and ask for supporting documents. Listing which documents you can provide in the letter, and attaching them, makes it much more likely to be accepted.
Is this letter generator free?
Yes. There’s no account or sign-up. Everything runs in your browser, and nothing you type is sent to our servers. Print the letter or save it as a PDF from the print dialog.
Need proof of income without an employer?
Connect your bank and get a report of your estimated monthly income from your deposits. Reports are as low as $5 each.
Get a proof of income report