How to Write an Employment Letter (With Examples & Tips)

Every HR department will, at some point, receive a request for an employment letter. The purposes vary, such as for a bank, immigration, or a landlord. This letter acts as formal proof of employment. Knowing the right format and what details to include can save time and reduce mistakes.

This article will help you to know more about employment letter, what elements should be included, and also templates to help you create certain employment letter.

What Is an Employment Letter?

An employment letter is a formal document that a company gives to confirm that someone works there. It usually contains basic job information like the employee’s position, start date, job type, and sometimes salary. Employees often request this letter to support applications for bank loans, visas, rental agreements, or EPF matters.

This letter is usually printed on the company’s official letterhead and signed by someone in HR or the management team. It is not a legal contract, but it serves as an official statement about someone’s job status at the company. Depending on the purpose, the letter might also include details like income or job responsibilities.

Employers might receive these requests from current staff, former employees, or new hires who need the letter for different personal or official reasons. While it may seem simple, writing an accurate employment letter reflects your company’s professionalism.

Types of Employment Letters

Employment letters can serve different purposes depending on the situation. While they all aim to confirm employment-related details, each type has a specific use.

1. Employment Confirmation Letter

This is the most common type. It confirms that the employee works at your company. It usually includes the job title, department, start date, and employment status (whether the person is on probation, permanent, or contract). This letter is often used by employees to apply for housing, loans, or government assistance.

2. Salary Verification Letter

Some employees may ask for a letter that confirms their monthly or yearly salary. These letters are often used for bank applications or financial assessments. If you provide this type of letter, make sure to double-check the current salary structure and benefits to avoid giving outdated information.

3. Job Offer Letter

This letter is given to someone who has been selected for a role in your company. It states that the company is offering them the job, along with key information such as the position, starting date, probation period, and salary. It is different from a full employment contract, but it helps set clear expectations from the beginning.

4. Reference Letter

When a former employee is applying for another job or university course, they may request a reference letter. This letter usually includes your professional opinion on the person’s work ethics, attitude, and contributions during their time at your company.

5. Internship or Contract Completion Letter

For interns or contract staff, this letter confirms that they have completed their work term successfully. It may include their main duties, dates of engagement, and a short note on performance. Some universities also require this for internship verification.

Key Information to Include

No matter what type of employment letter you’re writing, the contents must be clear and accurate. A well-structured letter gives confidence to whoever reads it, whether it’s a bank officer, a visa officer, or another employer. These are the important details to include:

Company Letterhead or Logo

Use your company’s official letterhead or add the logo at the top of the page. This shows the letter is legitimate and comes directly from the company.

Employee’s Full Name and IC/Passport Number

Write the full name exactly as shown in the employee’s identification card or passport. If needed, include their IC or passport number to match the requirements of the authority requesting the letter.

Job Title and Department

Mention the current job title and which department the employee is in. This helps confirm their role in the company structure.

Employment Start Date and Status

Include the date the employee joined your company. Also, state whether they are permanent staff, contract workers, or still on probation. If they have completed probation, state it clearly.

Salary Information (If Required)

For salary confirmation letters, mention either the monthly or annual salary. You can also include fixed allowances or bonuses if relevant. Do not include this if the letter is not meant for financial purposes.

Company Contact Details

Include your company’s address, phone number, and official email. This allows the recipient to reach out if they need verification.

Signature and Company Stamp

Have the letter signed by an authorised person, usually someone from HR or senior management. Add the company stamp if your organisation uses one.

When Should Employers Issue Employment Letters?

Employment letters are usually issued upon request, but it’s important for HR teams to know when and why they might be needed. The timing and purpose of the letter often depend on the employee’s situation. Here are some of the most common reasons why employers are asked to issue employment letters:

When Employees Request It for Personal Needs

Employees may need the letter for purposes such as applying for a home loan, renting a house, submitting visa documents, or updating their EPF records. In these cases, they will usually request a general employment confirmation or a salary verification letter.

When Probation Is Completed or Promotion Happens

If an employee has completed their probation period or has been promoted, HR may issue an updated employment confirmation letter to reflect the new status. This is useful for both recordkeeping and for the employee to use in any formal application.

When Offering a New Job

When a candidate accepts a job offer, the company should issue a job offer letter. This confirms the offer in writing and outlines key terms like start date, salary, and probation period.

When an Employee Resigns or Completes a Contract

If a current or former employee requests a reference letter or a contract completion letter, employers should issue it to confirm their work period and performance. This helps the person apply for their next job or study opportunity.

Tips for HR Professionals

Issuing employment letters may seem like a simple task, but doing it properly helps protect your company’s credibility and maintain a professional image. Check some useful tips below when preparing these letters:

Use Consistent Templates

Each type of employment letter should follow a clear and consistent format. Using standard templates helps avoid errors and makes the process faster. It also reduces the risk of leaving out important information.

Keep a Record of All Letters Issued

Make sure every employment letter you issue is saved in the employee’s file, both soft copy and printed version, if needed. This helps you track what was issued and when, in case the same employee requests another letter in the future.

Double-Check All Information

Before signing and giving the letter, check that the employee’s job title, salary, and other details are correct and updated. Mistakes in these areas could lead to misunderstandings or problems for the employee when using the letter.

Be Careful with Sensitive Details

If a letter includes salary or benefits, make sure you are sharing that information only when appropriate. Not every letter needs to include income details, especially if it’s not part of the request.

Include Disclaimers if Necessary

For example, if the letter is only valid for a certain time or use, you can state that in the letter. A short note like “This letter is issued upon request and is valid for 30 days from the date of issue” can help avoid misuse.

Templates / Examples

Below are simple examples of different types of employment letters. You can adjust the wording based on your company’s needs or the specific purpose of the request.

1. Employment Confirmation Letter (General Use)

[Company Letterhead or Logo]

Date: [DD/MM/YYYY]
To Whom It May Concern,

This letter is to confirm that [Employee Full Name], NRIC/Passport No: [XXXXXXXX], is currently employed with [Company Name] as a [Job Title] in the [Department].

[He/She/They] joined the company on [Start Date] and is currently holding a [permanent/contract/probationary] position. As of today, the employee is still actively employed under our organisation.

This letter is issued upon the employee’s request for the purpose of [e.g., loan application, visa processing, EPF matters].

If you require additional confirmation or have further enquiries, please contact us at [Phone Number] or [Email Address].

Sincerely,
[HR/Manager Name]
[Job Title]
[Company Name]
[Signature & Company Stamp]

2. Salary Verification Letter

[Company Letterhead or Logo]

Date: [DD/MM/YYYY]
To Whom It May Concern,

We hereby confirm that [Employee Full Name], NRIC/Passport No: [XXXXXXXX], is employed by [Company Name] as a [Job Title] in the [Department]. The employee has been with the company since [Start Date] and is employed under a [permanent/contract] basis.

As of this date, the employee receives a basic monthly salary of RM [Amount]. In addition, the employee receives fixed allowances amounting to RM [Amount], which may include benefits such as transport, meals, and communication.

This letter is provided at the request of the employee for [purpose, e.g., home financing application, tenancy submission]. The information shared in this letter is considered private and should be treated as confidential.

For further clarification, please contact our HR department at [Email] or [Phone Number].

Sincerely,
[HR/Manager Name]
[Job Title]
[Company Name]
[Signature & Company Stamp]

3. Job Offer Letter

[Company Letterhead or Logo]

Date: [DD/MM/YYYY]
Dear [Candidate Name],

We are pleased to formally offer you the position of [Job Title] at [Company Name], reporting to [Supervisor’s Name/Position]. Your expected start date will be [Start Date], and you will be based at our office located in [Location].

This position is offered under [permanent/contract] status, with a monthly gross salary of RM [Amount]. You will be placed under a probationary period of [e.g., 3 months], after which your performance will be reviewed.

Your working hours will be [Working Hours], from [Days]. Full terms of your employment, including benefits and leave entitlements, will be provided in the employment contract to follow.

Kindly confirm your acceptance of this offer by replying via email or signing a copy of this letter and returning it by [Deadline Date].

We look forward to having you on our team.

Sincerely,
[HR/Recruiter Name]
[Job Title]
[Company Name]
[Signature & Company Stamp]

4. Internship or Contract Completion Letter

[Company Letterhead or Logo]

Date: [DD/MM/YYYY]

Internship Completion Letter

This letter confirms that [Full Name of Intern/Contract Staff], NRIC/Passport No: [XXXXXXXX], has successfully completed his/her engagement with [Company Name] as an [Intern/Contract Position] in the [Department].

The engagement started on [Start Date] and ended on [End Date]. During this period, [he/she/they] contributed to several tasks, including [brief summary of job scope or projects handled], and demonstrated professionalism and commitment in performing the assigned duties.

This letter is issued as official recognition of the completion of the [internship/contract period], and we wish [him/her/them] the best in future endeavours.

Should you require any further details, please do not hesitate to contact our HR department.

Sincerely,
[HR/Manager Name]
[Job Title]
[Company Name]
[Signature & Company Stamp]

5. Reference Letter

[Company Letterhead or Logo]

Date: [DD/MM/YYYY]

Reference Letter

This reference is written for [Employee’s Full Name], NRIC/Passport No: [XXXXXXXX], who was employed by [Company Name] as a [Job Title] from [Start Date] to [End Date] in the [Department].

Throughout the period of employment, [he/she/they] was responsible for [list of core responsibilities or achievements], and consistently met performance expectations. [He/She/They] demonstrated strong work ethics, positive attitude, and the ability to work well both independently and in a team setting.

We believe that [he/she/they] will be a valuable asset to any organisation and we support [his/her/their] future professional journey.

If you need further clarification, feel free to contact us.

Sincerely,
[HR/Manager Name]
[Job Title]
[Company Name]
[Signature & Company Stamp]

FAQs

1. Is there a difference between an employment letter and an offer letter?

An offer letter is issued before a candidate officially joins the company. It outlines the job offer, start date, salary, and probation period.

On the other hand, an employment letter confirms the individual’s current job status and is usually issued after employment has started. It is often used to support applications for loans, visas, or other personal matters.

2. Can employees request a salary confirmation letter anytime?

Yes, employees can request it, but the company has the right to consider the reason and decide whether to issue it.

In most cases, companies are willing to provide a salary verification letter if it’s for legitimate purposes, such as a housing loan or visa application. It’s best practice to have a process in place so that requests can be handled consistently.

3. Should employers use a standard template for all letters?

Using consistent templates for each letter type helps maintain professionalism and avoids mistakes. It also saves time for the HR team and makes records easier to manage.

Each template should still be customised based on the employee’s specific details and the letter’s purpose.

4. Is the company obligated to issue a reference letter?

Companies are not legally required to issue a reference letter, especially if the employee has left on difficult terms.

However, if the employee has made a request and there are no outstanding issues, many companies choose to issue it as a goodwill gesture. It's also common when the employee is applying for further education or a new job.

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