All You Need To Know About an Employment Confirmation Letter

By Indeed Editorial Team

Published 1 October 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.

When employers want to offer you a position at their company, they may send you an official employment confirmation letter. You may also request this letter from your company to verify your employment with other third parties. Knowing what this letter includes can help you protect your personal interests. In this article, we discuss what an employment confirmation letter is, when it would be useful, share employment letter templates for different situations and provide a few examples for your reference.

What is an employment confirmation letter?

An employment confirmation letter is a formal business document that an employer sends to a potential employee or a current employee that contains details about their contractual agreement. In it, you may find information about your company, your employment date and contract duration and your salary and benefits package. You can keep this document on file as an official record to protect your interests in the event a dispute arises. Financial and government institutions may also request you to provide them with a copy of this letter so that you can access other benefits, such as loans and government aid.

Most employment letters are brief, with minimal additional information about your employment status. This structure ensures there's less room for misinterpretation. However, you might want to go over its contents with a legal professional, especially if you're in a senior management position where your compensation package may be more complex. Understanding what you're entitled to as an employee can help you plan your personal financial matters appropriately. It gives you a boost of confidence and can make you feel more secure about your life decisions.

Related: Everything You Need To Know About a Proof of Employment Letter

When would you need an employment verification letter?

There are three key situations when an employment verification may be critical. They include

Offer letter

The first is when you accept a job offer. In this situation, hiring managers may also refer to this document as a job offer confirmation letter. Usually, this business letter contains information about the job title and salary they would like to offer you. Some employers may also choose to be more detailed about the structure of your contract, its duration and any obligations, such as the job duties they expect you to perform.

Post-probation employment letter

The second situation is when you pass your company's designated probation period. Usually, new hires in Hong Kong need to complete a contract probation period of at least three months. During this time, employers assess your performance and your ability to integrate with their culture. If at any time, you or your employer believe you aren't a good fit for each other, you may resign from the company immediately, with no prior notice.

Thus, a post-pronation employment letter confirms the change of your employment status to a permanent employee. It verifies that you're eligible to access all the company's benefits, such as medical insurance and annual leave. You can use this letter to update your personal information with other external parties.

Verification letter

The third situation where an employment letter may be necessary is when a third party wants to confirm your employment. In this situation, your employment letter acts as proof of any claims you have made about your contract duration, company details and income. This letter can give you access to additional resources that are linked to your job stability, such as housing, loans and other benefits.

Related: What To Expect In a Job Offer Letter (With Examples)

Providing proof of your employment

Here's an overview of the common reasons why someone may request an employment verification letter:

  • Purchasing a new home: Whenever you need to borrow a significant amount of money from a bank, you need to show proof that you can pay the lender back. Thus, you can use a proof of employment letter to secure a mortgage, authenticate your background and build trust with financial professionals.

  • Adjust the terms of a loan: When your financial situation changes, you can use an employment letter to verify your income and to determine whether you qualify for other benefits. For example, if you have recently received a pay increase, you can use this letter to negotiate a more favourable interest rate or repayment schedule with your banker.

  • Renting a home: Most landlords want proof that you can pay your rent in full and on time. Sharing with them a copy of your employment letter can put them at ease and ensure your tenant relationship is off to a good start.

  • Applying for a job: Aside from a reference letter, some recruiters may ask you to provide them with a copy of your previous employment letter to verify your claims about your previous salary and work experience. Remaining honest during the job application process ensures you pass any background checks that your potential employer initiates.

Employment verification letter templates

The following templates outline the use of different employment verification letters for different situations:

General employment verification letter template

Here's a template of a general employment verification letter:

[Sender's name]
[Job title]
[Address]

[Date]

[Recipient's name if known]
[Job title]
[Address]

Dear [Formal name or job title],

I am writing to confirm that [employee name] is currently employed by [company name, followed by any additional information requested].

If you have any questions, please reach out to me by [preferred method of contact information].

Sincerely,
[Your name]
[Your title]
[Company]

Related: How To Write a Business Letter (With Tips and an Example)

General employment verification letter template

Passing your company's mandated probation period signifies that you're now an official employee. Thus, you may want to request your employer for an employment verification letter to keep your personal information up-to-date for taxes and other essential services. Here's a template for an employment verification letter that you can request after you complete your probation period:

[Sender's name]
[Job title]
[Address]

[Date]

[Recipient's name if known]
[Job title]
[Address]

Dear [Formal name or job title],

I am writing to confirm that [employee name] has completed his/her probation period in the role of [job title] with [company name] and is now a permanent employee with us. As stipulated in our contract agreement, he/she will receive a monthly salary of [salary amount] with additional benefits, including [list of benefits]. Our employment contract with [employee name] will renew at the end of each year, subject to their performance and professional conduct.

We are excited to have [employee name] onboard with us. If you have any questions, please reach out to me by [preferred method of contact information].

Sincerely,
[Your name]
[Your title]
[Company]

Employment verification letter examples

The following examples connote what an effective employment letter looks like:

General employment letter example

Here's an example of an employment letter:

Amy Tang
Human Resources Manager
Novacorp Pharmaceuticals
123 Nathan Road,
Tsim Sha Tsui, Hong Kong

November 8, 2021

Helen Chan
Loan Officer
First Bank of Victoria
789 Hennessey Road,
Wanchai, Hong Kong

Dear Ms Chan,

This letter is being sent to verify that Mary Pang is currently employed as a sales associate with Novacorp Pharmaceuticals. Mrs Pang has been with the company since February 2016.

If you have any further questions or require additional information, please contact me at 2345 2345 or reach me by email at amytang@novacorpharma.com.

Sincerely,
Amy Tang
Human Resources Manager

Post-probation employment letter example

Here's an example of a post-probation employment letter:

Andrew Lam
Human Resources Manager
62 King's Road,
North Point, Hong Kong

10 November, 2021

Diana Man
Tax Officer
10 Queensway,
Admiralty, Hong Kong

Dear Ms Diana Man,

I am writing to confirm that Rachel Mak has completed her probation period with Max Industries and is now a permanent employee with us.

As stipulated in our contract agreement, she will receive a monthly salary of $50,000 with additional benefits, including dental and mental coverage up to $1,000,000 per year and 40 days paid annual leave each year. Our employment contract with Rachel will renew at the end of each year, subject to her performance and professional conduct. As a Product Development Manager, she has agreed to perform the following duties:

  • Design new products to align with customer needs and business model

  • Select innovative design concepts and technology to develop new products and to improve the existing product line

  • Develop and implement procedures for monitoring the progress, budget and other resources for each ongoing project

  • Negotiate contracts with consulting firms to perform research

  • Formulate research and development proposals, such as the project objective, the costs associated with the project and the equipment and human capital needed to complete the project

  • Lead team members, delegate work effectively and identify any additional training needs

We are excited to have Rachel on board with us. If you have any questions, please reach out to me via email at andrewlam@email.com or via phone at 2345 2345.

Sincerely,
Andrew Lam
Human Resources Manager
Max Industries

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