Everything You Need To Know About a Proof of Employment Letter

By Indeed Editorial Team

Published 26 June 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

You can request your employer for a proof of employment letter as evidence of your employment to secure services from external agencies. This is an essential official document that impacts your personal goals and career prospects. Understanding the key components of a proof of employment letter and how to request for one allows you to secure essential financial and government benefits. In this article, we discuss what a proof of employment letter is, why it's needed and how to request your employer for a proof of employment letter with a template and example.

What is a proof of employment letter?

A proof of employment letter is usually provided to you by an employer when you're hired, as an official document citing your working relationship with them. It's also a letter that you can request your human resources department to provide during your tenure or after your resignation. It contains essential details, such as the name of your employer, their company name, the length of your employment contract and any other relevant information regarding your employment status. When you receive a proof of employment letter, remember to keep it in a safe place that you can access at any time.

Why would you need a proof of employment letter?

A proof of employment letter is an important official document that government bodies, financial institutions and future employers may request for identification and verification purposes. The following outlines a few crucial situations where you might need to present a proof of employment letter:

  • Mortgage or loan application. A bank or lender will ask you to provide a proof of employment letter to verify your ability to borrow money and pay it back. It's a key method for financial institutions to safeguard themselves because it proves any claims you have made about your employment and earnings on a loan application.

  • Adjusting a line of credit. Whenever you change the terms of any financial document, you need to provide a proof of employment to show you can afford these changes. For example, if you have recently secured a pay rise, you might consider a credit extension to diversify your investments. Thus, you would need to show a proof of employment letter to get these changes approved.

  • Applying for a new job. During the final stages of the hiring process, some recruiters may ask you for a proof of employment letter to verify the information on your resume's work experience section. The more proof you present them, the more likely they're to trust you.

  • Securing an employment visa. If you're an overseas citizen with an employment opportunity in Hong Kong, you need to show a proof of employment letter to the immigration department to work legally in the city. Similarly, if you're moving away from Hong Kong for work, foreign agencies may ask for this documentation to approve your employment visa.

Related: Interpersonal Skills: Definitions and Examples

How to request a proof of employment letter

While you might have a proof of employment letter on file, you need to consider whether you need an updated version, especially if you're contacting a previous employer. Here are a few steps to request your employer for a proof of employment letter:

1. Determine the relevant contact

Before you send in a request for a proof of employment letter, determine the individual or department that handles employee documents. In larger organisations, the key point of contact is usually your human resources department. However, in smaller organisations, this individual could be your supervisor, accountant or office manager. Identifying the relevant contact makes the process easier and quicker, especially if you need a proof of employment letter at brief notice.

Related: How to Ask Someone to Be Your Referee: Email Examples

2. Pay attention to your company's procedures

Review your employee handbook or ask a co-worker for their advice on your company's procedures for such a request. Larger organisations may have an employee management system where you can fill out an inquiry. Other companies may require you to directly email the person in charge of employee relations. Adhering to the correct procedures ensures you don't have to keep going back and forth to get your work done.

3. Be specific about the details they need to provide

In your request, clearly state the information your employer needs to provide in your proof of employment letter. This is especially important if the verifying party has made a specific request. Here are some of the key details most proof of employment letters include:

  • Your full name

  • Your job title

  • Your contact details including your phone number, email address and residential address

  • Your Hong Kong Identity Card number

  • Your company name

  • Your company's contact details, including their phone number and commercial address

  • Your employer or direct supervisor's full name

  • The length of your current employment status

  • The length of your employment contract

  • Optional information about your salary and benefits

4. Share your contact information

For a proof of employment letter to be valid, it needs to contain your contact details. This includes your full name as spelt on your Hong Kong Identity Card, your personal number, email address and residential address. If you're corresponding with a previous employer, make sure to notify them about any changes to your contact details. Any mistakes in your proof of employment letter may make applying for a loan or employment visa much more difficult, therefore take the time to give clear instructions.

5. Provide the recipient's mailing address

If you need to send your proof of employment letter to an outside agency, provide your employer with their relevant contact details. Include the agency's name, the reason for their request, their phone number and commercial address. This way, you can avoid any delays and ensure your letter gets into the right hands.

6. Give your employer plenty of notice

Human resources departments carry out multiple duties to ensure their employees are safe and well taken care of. Thus, to maximise their efficiency, give them adequate notice when requesting a proof of employment letter. The more considerate you're towards them, the more likely they're to offer their help and expertise. Remember to follow their instructions closely, too. Showing respect for your co-workers' time makes way for solid working relationships.

Related: Important Soft Skills Employers in Hong Kong Look For

Proof of employment letter request template

The following is a template that you can use to request a proof of employment letter within your own organisation:

Dear Mr/Ms. [Recipient's last name],

I am requesting an employment verification letter for [requesting agency and explanation].

They have requested me to include the following details:

  • [Requesting agency's requirements in bullet points]

Please could you send the letter on my behalf to [requesting agency's name] at [requesting agency's commercial address].

Thank you for your help.

Kind regards,
[Your full name]
[Your job title]
[Your company name]

Sample proof of employment letter request

The following is an example of a proof of employment letter request you can send to your employer or your human resources department:

Dear Mr Lai,

I am requesting an employment verification letter for the Hong Kong Immigration Department so that I can successfully extend my employment visa.

They have requested me to include the following details:

  • My full name, job title, HKID and employer's name

  • Date of employment

  • Length of tenure

  • Employment contract expiry date

  • Key contact person's details

Please could you send the letter on my behalf to the Hong Kong Immigration Department at Immigration Tower, 7 Gloucester Road, Wan Chai, Hong Kong.

Thank you for your help.

Kind regards,
Andrea Tam
Communications Manager
Star Law Firm

Proof of employment letter example

Here's an example of a proof of employment letter using the template introduced earlier:

Helen Chan
Human Resources Manager
JMT Technology Inc.
123 Queensway,
Admiralty, Hong Kong

Jun. 10, 2021

Stella Mok
Loan Officer
New Bank of Hong Kong
456 Queen's Road Central,
Central, Hong Kong

Dear Ms. Mok,

This letter is being sent to verify that Jessica Lo is currently employed as a software engineer with JMT Technology Inc. Ms. Lo has been with the company since October 2018.

If you have any further questions or require additional information, please contact me at 23452345 or reach me by email at helen@jmttechnology.com.

Yours sincerely,
Helen Chan
Human Resources Manager

Please note that none of the companies mentioned in this article are affiliated with Indeed.

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