How to request a letter of employment from your employer
An employment certificate (also called a letter of employment, proof of employment, or employment verification letter) is a document issued by your employer confirming your job title, salary, employment dates, and current status. It is one of the most frequently requested supporting documents in adult life — required for mortgages, rentals, visas, immigration files, child benefit and tax-credit reviews, and even some loan and credit applications.
When you need an employment letter
- Mortgage and loan applications: banks and lenders need confirmation of income and job stability. UK mortgage underwriting routinely requires this as part of the affordability assessment under FCA rules. US lenders use it to satisfy Fannie Mae / Freddie Mac documentation requirements (Form 1005, Verification of Employment)
- Rental applications: landlords and letting agents almost always ask for proof of stable employment
- Visa and immigration applications: US consular officers, UK Home Office caseworkers, and most other immigration authorities want letters confirming current employment for visitor, work, and dependent visa decisions
- Child benefit, tax credits and means-tested support: HMRC may request employment verification when assessing entitlement
- Court matters: wage attachment, child-support calculations, and family-court proceedings often require formal evidence of income
Your employer's obligations — UK
There is no general statutory duty in the UK to provide an employment letter on demand. However, under section 1 of the Employment Rights Act 1996, every employee is entitled to a written statement of particulars of employment within two months of starting — this provides much of the same information. Most employers will issue a tailored letter on reasonable request, particularly for financial or administrative purposes. The UK GDPR and Data Protection Act 2018 require the employer to handle your personal data lawfully when preparing such documents.
If you are leaving employment, you do not have an automatic right to a "certificate of service" under English law (Scotland is similar). Most employers will provide a basic letter on request as professional practice.
Your employer's obligations — US
There is no federal statute requiring private employers to issue an employment verification letter, but most major employers do so as a routine HR service. Public-sector employees and federal contractors are typically covered by HR policies that mandate it. Employers should also be aware of the rules under the Fair Credit Reporting Act (15 USC § 1681 et seq.) when responding to background-check or pre-employment screening requests from third parties.
Many large US employers route verification requests through a third-party service (e.g., The Work Number) that provides standardised confirmation of employment and income.
What to include in your request
- Your full name and employee number
- Your current job title and department
- The purpose of the request (mortgage, visa, rental — be specific)
- The exact pieces of information you need confirmed (employment dates, gross annual salary, contract type, current status)
- The format required (company letterhead, signed by HR or the line manager)
- The deadline by which you need the letter
- The recipient's address or whether the letter should be issued to you directly
What the letter itself should confirm
- The legal name and registered address of the employer
- The employee's full name and job title
- Type of contract: permanent / fixed-term / part-time / full-time
- Start date and (if applicable) end date
- Gross annual salary and any guaranteed bonuses
- Confirmation that the employee is in good standing
- Issuer's name, position, signature, and direct contact details for verification
Step-by-step procedure
- Identify the right person to ask — usually HR, sometimes the line manager for smaller employers
- Send the request in writing (email is standard; a formal letter strengthens it)
- Be specific about the information needed and the deadline
- Offer to provide a sample template or the lender's verification form
- Follow up after one week if you have not received a response
- Verify the letter is on company letterhead with a wet or scanned signature
Special situations
Self-employed: you cannot issue an employment letter to yourself. Provide instead your SA302 and tax year overview from HMRC (UK) or your Schedule C and last two years' federal tax returns (US), plus an accountant's letter if available.
Recently started a new role: ask for the letter to confirm your start date, salary, and contract type — and supplement with your offer letter and payslips.
Recently left employment: a former employer is generally willing to confirm dates and title, but may follow a "name, dates, title only" policy for liability reasons.
Common mistakes
- Requesting too vaguely — HR cannot read your mind
- Forgetting to attach the recipient's required template (e.g., Fannie Mae Form 1005)
- Not allowing enough lead time — many HR teams take 5–10 working days
- Asking the wrong person and waiting in vain
- Accepting a letter without a signature, date, and contact for verification — many lenders and embassies will reject it
What Lettrio writes for you
A short request to HR that says what the letter must show, who it is for, the format you need and when you need it by. Email the PDF or post it.