A Detailed Guide to Employee Verification Letters

The employee verification letter is an important document, which every employer should seek from candidates while recruiting them for the job positions. The EVL is the best evidence for an employer regarding the candidate’s past employment history.

The Employee Verification Letter or EVL is an important document that every employer should seek while inducting a new hire into their payroll. This crucial document signifies the details of a candidate’s previous employment, as well as serves a proof of their work experience. So, let us find out more about the EVL.

What is the EVL or employment verification letter?

An employee verification letter is defined as the letter provided by the former or current employer of the candidate verifying that the candidate was or is employed with the company for the stipulated period of time as mentioned by the candidate during the interview.

This letter mostly acts as proof of employment and work experiences. It is instrumental in further cementing the candidate’s chances of getting the job, or in getting a loan or lease.

Moreover, this document is also handy for the employer who has limited background knowledge about the candidate apart from what is mentioned by the candidate in the resume.

The employee verification letter is generally written on the official letterhead of the company and bears the company stamp and signature of the competent authority.

Thus, an EVL increases the credibility of the candidate in the job market.

Moreover, one can ask for EVL even when requesting for loan or for leasing purposes, or even while migrating to a different country. However, note that this letter cannot be considered as a work permit. It is merely a formally documented evidence proving the employment of the individual.

Importance of EVL in the hiring process

Recruiting new employees has its own risks. Here, the employer is more at risk than compared to the employee. The employer cannot be completely sure that the candidate is credible and reliable, and is the best fit for the job and organization. The candidate too can be uncertain or unsure if the organization would keep its promises.

The employee verification letter, procured by the employee from their former employer, greatly helps in mitigating the risk of uncertainty. The EVL offers credible evidence of the employee’s past employment.

Employers, however, should continue to be careful with new hires even though they receive perfect employee credentials. This is why a detailed background check of the employee, including the EVL, has to be done to make the hire fruitful and worthy of the time spent.

What should be included in the employee verification letter?

The EVL should cover the following details:

  • The company logo and/or the official company letterhead of the candidate’s former or current employer
  • Current date
  • Full name of the employee
  • Job title and duties of the candidate in brief
  • The employment date of the candidate, i.e., the beginning and final dates of employment with the company (if applicable)
  • Employee’s salary including bonus (if applicable)
  • The employer’s company address
  • The previous employer’s contact details and signature

employee verification letter
employee verification letter

Who should not get included in the EVL?

The EVL should strictly disclose the details given above only. For instance, describing an employee’s performance or their conduct at work, however good it may be, should not be part of the EVL.

The kind of details, which shouldn’t be shared in the EVL include gender identity, age, race, health status, and sexual orientation. Any kind of personal details such as the family situation or number of members in the candidate’s family should be strictly off-limits from the EVL.

Employment verification letter sample

Below is the sample of the EVL. You can use it as it is or modify it as per your requirement.

ABCD Company
123 Charles Street
Colaba, Mumbai
5th September 2020.

To Whomsoever It May Concern,

Kindly accept this employee verification letter as the proof of Rakesh Sharma’s full-time employment at ABCD Company.

Employee Name: Rakesh Sharma
Employment Dates: 1st January 2010 to 20th August 2020
Job title: Sales Manager — Organizing and managing all sales and promotional activities for the company, including retail sales, channel sales, and B2B sales.
Salary: ₹90,000

In case of any further questions or if you require additional details, feel free to contact us at 00xxxxxx00 or albert.jain@abcdcompany.com.

Albert Jain
HR Manager
ABCD Company

The process of getting an EVL

Generally, the employee should request their former or current employer for an employment verification letter, depending upon its requirement. If the employee needs the EVL for banking or loan purposes, then they should approach their current employer. Whereas, if they are about to join a new company, then they should seek the EVL from their former or current employer. The employer can then help the employees with the needful.

Sometimes, producing such official letters is a time-consuming process. Therefore, to avoid any unnecessary delays, it is better to ask your employees to request for the letter at the earliest.

The employee could also do it themselves by writing the letter themselves and then getting it signed and stamped by the employer. However, they should send a simple format or template to their employer, so that it is easy for them to simply fill out all the details. Note that the EVL only requires essential details.

Generally, a company or employer is happy to provide the EVL without any hassles, but they are not necessarily bound to do so. More often, the recruitment firm or the current employer communicates with the former employer of the candidate to obtain the EVL.

The employee verification letter is an important document, which every employer should seek from candidates while recruiting them for the job positions. The EVL is the best evidence for an employer regarding the candidate’s past employment history. Therefore, it is wise on the part of the employer to inform the candidate beforehand about the list of documents, including the EVL, which would be required during the onboarding process post the recruitment.

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