Finding responsible, respectful renters to live at your property starts with carefully looking over rental applications. An employment verification letter serves as an integral component of renter screening. Many employers will use a simple work verification letter template to provide employees with the requested information for rental applications, so you don’t have to worry about getting a wide variety of letters you have to decipher.
Still, knowing the basics of employment verification letters will give you the confidence you need to evaluate these tools. Take a look at a proof of employment letter example and learn what these letters should include so you can better assess the letters you receive.
What is an employment verification letter?
An employment verification letter is a common third-party verification that landlords request as part of a rental application process. The information an employment verification letter provides is an important part of screening a renter, offering proof of a potential renter’s ongoing employment and income.
A typical letter of employment states that the prospective renter really does work at a given place, providing basic information about the applicant’s employment arrangement. An authorized representative of the renter’s employer should sign the employment verification letter.
The employee verification letter format doesn’t involve tons of detail. The letter can simply include a written statement from an employer letting you know that a potential renter indeed works for them and just state the employee’s job title before offering a way for you to reach out for more information.
What should an employment verification letter look like?
An employee proof of employment letter should help you confirm the details a prospective renter provides in their rental application. You’ll want to see that a future renter really works where they say they work and that they earn the income they say they do. After all, if a renter doesn’t earn enough to pay their rent, you’re going to have difficulties collecting rent on time.
Most employers know how to write a letter of verification of employment that answers exactly what landlords require. If a letter goes on and on with unrelated details or is unprofessional in other ways, this may signal that an applicant had someone other than their actual employer write that letter. So, what should an employment verification letter look like? Employment verification letters typically:
- Include all requested information: You can request that prospective renters share specific information with you via an employment verification letter. Typically, landlords ask for the applicant’s name, department, and/or job title within their place of work, plus the length of their employment. Some landlords also ask for specific details related to the employee’s salary, such as how much they earn, how often they receive a paycheck, and how many hours they work each week. The letter usually doesn’t share information beyond the requested details.
- Are concise: A professional employment verification letter won’t go on at length. The authorized representative writing the letter won’t typically add any information beyond what their employee (your prospective renter) asks them. For example, you’re not going to find an evaluation of the renter’s work in this type of letter. In other words, you need to make clear what details you need the letter to confirm so that the letter writer knows to put that information in the letter.
- Are professional: An employer will proofread and edit an official letter before submitting it. If you notice many errors in the letter, this could provide a red flag that an applicant had someone other than their true employer create a letter.
- Follow standard business letter format: This means including the letter writer’s contact information and the date at the top of the letter. The letter will usually also include your contact information if the writer has it. The letter will begin with a salutation and end with the authorized representative’s signature.
- Provide the employer’s contact information: A standard employment verification letter will end with an offer to answer any additional questions and provide a way for you to contact the place of employment’s authorized representative. Look for a phone number or email address.
Take the time to call or email using the contact information provided after you receive an employment verification letter. Most likely, you’ll confirm the details you just read in the letter. However, that short phone call or email correspondence can let you know if you really have an honest applicant with stable employment who will make a good renter — or if you have someone willing to fake an important letter. That information will better prepare you to decide whether you’ll proceed with a rental application.
Sample Employment Verification Letter
An employment letter template can give you a sense of what to expect so you can better assess the letters you receive from rental applicants. Here’s a basic verification of employment letter example that you can use as a guide:
Name of Employer Representative
Representative’s Job Title
Company Name
Address
City, State Zip Code
Date
Name of Rental Applicant Requesting Verification
Job Title of the Rental Applicant
Company Name
Address
City, State Zip Code
Dear [Your Name],
This letter is to verify that [Employee/Renter Name] has worked at [Company Name] since [start date of employment].
If you require any additional information regarding (employee name), please do not hesitate to contact me at [representative’s phone number and/or email address].
Sincerely,
[Representative’s handwritten signature]
[Name of Representative]
Of course, if you request additional information such as salary details, the letter should include that as well.
Screening potential renters to make sure they’re a good fit will set the foundation for creating a positive relationship with your tenants, and an employment verification letter can provide key details for you to evaluate. Learning the ins and outs of these letters gives you an important tool when you’re looking over applications from prospective renters so you can better assess whether they’re honest and earning sufficient income to pay rent on time.
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