What Is a Proof of Employment Letter?
A proof of employment letter (also called an employment verification letter or verification of employment, VOE) is an official document — printed on company letterhead and signed — that confirms a person works at a company. It typically states the employee's job title, employment start date, whether the position is full-time or part-time, and often the salary.
Third parties such as landlords, banks, immigration officers, and government agencies request these letters because a claim like "I earn $85,000 a year" means nothing without verification. The letter turns your word into your employer's word.
Who writes it?
The letter must come from someone who can vouch for your employment record:
- HR department — the gold standard. HR can verify your records independently, so their signature carries the most weight.
- Your manager — acceptable when there's no formal HR function (common at small companies and startups).
- The business owner — if you own the company, you can sign your own letter, and many recipients accept it along with supporting documents.
What does a good letter contain?
| Element | Why it matters |
|---|---|
| Company letterhead | Proves the letter is official, not self-written |
| Date | Recipients usually want a letter less than 60–90 days old |
| Employee name & job title | The core claim being verified |
| Employment start date | Shows tenure and stability |
| Employment status | Full-time / part-time / contract |
| Salary (optional) | Required by lenders and many landlords; you choose whether to include it |
| Signer name, title & contact | Lets the recipient call to verify authenticity |
When do you need one?
- Renting an apartment — landlords verify income (often the 3× rent rule). See our guide for apartment applications.
- Visa applications — consulates want proof of ties to your home country. See visa requirements.
- Loans and mortgages — banks verify income before lending. See loan requirements.
- Government benefits, adoption, school enrollment — any process that asks "prove where you work."
A minimal working sample
How to get one fast
- Ask your HR department or manager — many companies have a standard template and a 1–3 business day turnaround.
- If HR is slow (or you're the owner), draft the letter yourself and ask an authorized person to review, print on letterhead, and sign.
- Don't include information the recipient doesn't need — especially private details like performance reviews.
ProofLetter generates a professional, properly formatted proof of employment letter in about 2 minutes. Preview free — unlock the clean PDF for $9.
Create My Letter →Frequently asked questions
Is a proof of employment letter the same as an employment verification letter?
Yes — the terms are interchangeable, and so is "verification of employment (VOE) letter." The format and content are identical.
Can I write my own letter?
If you own the company, yes. If you're an employee, a self-written letter has little value unless it's signed by someone who can verify your details (HR or your manager) on company letterhead. Never fake a signature — that's fraud and it's easily checked.
Does the letter need to include my salary?
It depends on the recipient. Landlords and lenders almost always want income stated. Immigration and general verification often only need title and tenure. A good generator lets you include or exclude salary in one click.
How recent does the letter need to be?
Most recipients expect a letter dated within the last 60–90 days. If yours is older, regenerate it rather than trying to backdate.
What if my employer refuses to write one?
Offer to draft it for them — most refusals happen because writing letters is a chore. Bring a ready-made, correctly formatted letter (like the ones ProofLetter produces) and ask only for a review and signature.