All HR email templates
Compliance
Employment Verification Email Template
An email response to a third-party request (bank, landlord, mortgage provider) to confirm an employee's or former employee's employment details.
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Employment Verification — [EMPLOYEE_FULL_NAME]
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To Whom It May Concern,
This letter confirms that [EMPLOYEE_FULL_NAME] [is/was] employed at [COMPANY_NAME].
Position: [JOB_TITLE]
Employment start date: [START_DATE]
[Employment end date: [END_DATE] / Current status: Currently employed]
Employment type: [Full-time / Part-time / Contract]
[Annual salary: [SALARY] — only include if the employee has provided written consent]
Please note that we are only able to confirm the information above. For any further details, please contact [HR_EMAIL / HR_PHONE].
Yours sincerely,
[HR_NAME]
[TITLE]
[COMPANY_NAME]
[DATE]
Customisation Tips
- Only share salary information if the employee has given explicit written consent
- Always verify the identity of who is requesting the information before responding
- Keep a record of all verification requests and responses for compliance purposes
- Respond to verification requests from banks and landlords within 2 business days where possible
Placeholders
Replace all items in [SQUARE BRACKETS] with the relevant information before sending.
[CANDIDATE_FIRST_NAME]
[COMPANY_NAME]
[JOB_TITLE]
[RECRUITER_NAME]
[DATE]
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