Employment Verification Letter: Importance, How To, Free Downloadable Templates

Have you ever received a request from your employee asking for a verification letter, for example, to apply for a visa, a bank loan, or even for their next job?

These employment verification requests are common. The letter helps confirm that the person really works at your company and that their job information is legitimate.

So, how do you prepare this kind of letter? When is it usually needed? Read the full guide below. We’ve also included templates to make writing the letter easier for you.

What is an Employment Verification Letter?

An employment verification letter is a formal document issued by a company to confirm that someone is or was employed with them. It’s usually prepared when an employee or former employee needs proof of employment for official reasons.

In most cases, the letter includes the person’s job title, start date (and end date if applicable), employment status (full-time or part-time), and sometimes salary or contract details. This letter acts as legitimate proof that the person worked in your company, important when they’re applying for a visa, a housing rental, a bank loan, or a government claim.

Why is It Important in Malaysia?

Many Malaysian institutions and service providers request employment verification letters as part of their documentation process. Banks may need it to approve a housing loan, while immigration officers require it to process work or travel visas. Tenants may use it to support a rental application, and government bodies may ask for it when processing EPF or SOCSO matters.

Having a standard, accurate letter ready helps avoid delays in these processes. It also reflects positively on your company’s professionalism and helps you maintain good relationships with your employees, current or former.

When Do You Need to Provide an Employment Verification Letter?

There are several common situations when your employee might request an employment verification letter:

Loan or mortgage applications. Most banks will ask for proof of stable income and employment.
Visa or immigration requirements. Immigration authorities need this letter to verify the legitimacy of a job offer or current employment.
Government-related processes. Agencies like EPF or SOCSO may require the letter for claims or account updates.
Tenancy or Rental agreements. Landlords or agents may ask for it to assess the applicant’s financial stability.
Pre-employment Background checks. A potential employer may contact you or request this letter as part of their screening process.

What to Include in the Letter

To avoid follow-ups or rejections, the letter should be complete and accurate. At a minimum, include the following details:

The date the letter is issued
Employee’s full name and IC/passport number
Job title and department
Start date (and end date if no longer employed)
Employment type, full-time or part-time
Salary, include only if requested or permitted by the employee
Company details: name, full address, and contact info
Name, title, and signature of the HR staff or authorised signatory
Company letterhead (for printed) or official email domain (for digital)

How to Write a Proper Employment Verification Letter

If your company has been around long enough, chances are you've received more than one request for an employment verification letter.

Instead of treating each request like a brand-new task, it’s better to have a clear and repeatable process in place. This helps HR respond faster, reduces errors, and keeps your internal workflow running smoothly.

Here’s how to handle employment verification letters properly and efficiently:

1. Start by receiving a proper request

All employment verification letters should begin with a formal request from the employee or a third party with the employee’s written permission. The request should include what information is needed, where the letter should be sent, and by when.

If your company handles many of these requests, consider creating a request form or a simple process where employees must submit at least two working days in advance. This gives your team enough time to review, write, and send the letter.

Make sure the request includes:

The name and address of the organisation requesting the verification
How the letter should be delivered (email, printed, fax, etc.)
What details are required (e.g. job title, salary, employment dates)
The purpose of the letter (optional, but helpful)

2. Confirm purpose and permissions

Always check why the letter is being requested. Different reasons, such as a loan application or visa process, may require different details. You should also confirm whether it’s okay to include sensitive information like salary.

3. Review employee records

Before writing, cross-check the information in your HR system or employee file. Double-check the start date, current or last job title, department, and employment status (e.g. full-time, part-time, or resigned). This avoids giving outdated or incorrect data.

4. Prepare the letter using a template

A good strategy is to create a standard employment verification letter template. This makes it easier and quicker for HR to fill in the blanks and generate the letter without starting from scratch. The letter should follow a formal tone, include only verified information, and be printed on your company letterhead or sent from an official company email.

Your template should include the elements that were already mentioned above in this section.

5. Approve and deliver

Once drafted, the letter should be reviewed and signed by the HR manager or someone authorised. Then, send it based on the preferred method (email, print, or via a secure system). For physical mail, remember it might take up to five working days for the document to arrive.

6. Archive for records

Always save a digital copy in the employee’s file. This is useful for future reference and for protecting your company in case there are questions later.

7. Build a policy for future requests

To make everything run smoother, consider working with HR to set up an employment verification policy. This can be included in the employee handbook. You can state how long it takes to process the request, what information is typically included, and how to make a request properly. Setting clear guidelines helps both HR and employees avoid confusion.