As an employer, you may occasionally need to write letters confirming employment, perhaps because an employee needs a confirmation letter for immigration or to get a loan. It could also be that you want to send confirmation in writing of a job offer to a new employee. The contents of both types of letters are similar.
Instructions
Verification Letters
1. Write the employee's name in the first paragraph of the letter and use company letterhead. Also include the employee's title and the name of the company. You might write, "This letter is to confirm the employment of Bob Anderson as a Financial Analyst at ABC Financial Group."
2. Include the date the employee began working with your organization and his yearly salary. If he is eligible for bonuses or other compensation, state this, and include how much this compensation has averaged recently above his salary.
3. State that the position is expected to continue to a certain date or that you expect it to continue indefinitely. Sign the letter to confirm it was written by the employee's supervisor.
Confirming Employment
4. Write the letter on company letterhead.Write the new employee's title and name of the company in the first paragraph. Include whether the position is exempt or non-exempt (as defined by the federal Fair Labor Standards Act). For example, "I am writing to confirm your offer of employment as an administrative assistant, a non-exempt position, at Good Nonprofit."
5. State the new employee's agreed salary and benefits. Include whether the position is hourly or salary. You might write, "The yearly salary will be $30,000, and it will include health insurance and retirement benefits, which are subject to change."
6. Include the first date of employment, the supervisor's name and position and information about the initial training period. Also include a statement of your organization's at-will employment policy, if it has one.
7. Sign the letter to confirm it is official.
