Work Letter Template

Most working lives involve the same handful of letters: proof that someone works for you, a certificate of experience when they leave, a reference, a request for leave or flexible work. This pack gives you clear, editable templates for each, with fill-in-the-blank wording, guidance on what to include and leave out, and examples you can adapt in minutes.

Letters in the pack

What an employment verification letter includes

• Company letterhead, date and contact person who can confirm details.
• Employee’s full name and job title.
• Start date (and end date if they have left).
• Employment type: full-time, part-time, contract.
• Salary or hourly rate — only with the employee’s written consent.
• Signature of an authorised person.

Experience certificates and references — the difference

An experience certificate (common in South Asia, the Middle East and elsewhere) is a factual record: who you are, your role, your dates and often a line of good wishes. A reference letter is an opinion: someone vouches for your skills and character, often with examples. Many employers in the US and UK only confirm dates and job title as company policy, so a detailed reference may need to come from a manager personally.

Writing a good reference

1. Say how you know the person and for how long.
2. Name two or three specific strengths with a short example of each.
3. Keep it honest — a reference that is misleading can create legal risk for the writer.
4. Match it to the job if you know what they are applying for.
5. Offer to be contacted for more details.

Example: employment verification

To whom it may concern: This letter confirms that [Employee name] has been employed by [Company] as [Job title] since [start date] on a full-time, permanent basis. [With the employee’s permission: Their current annual salary is (amount).] Please contact me at [email or phone] if you need further information. Sincerely, [Name, title].

Requests from employees

• Leave request: dates, type of leave, who will cover your work, and how you can be reached if needed.
• Remote or flexible work request: the pattern you want, how the work will still be done, a trial period and how it will be reviewed.
• Keep a copy and ask for a written reply.
• Some countries give employees a legal right to request flexible working — check local rules and your employee handbook.

Requests from banks, landlords and embassies

Organisations that ask for an employment letter usually want to confirm three things: that the job exists, how long the person has held it, and — for loans and rentals — what they earn. Some supply their own form, which the employer should use instead of a letter. Embassies and visa offices may also ask for the employee’s approved leave dates and confirmation that the job will be kept open. Keep the letter factual, sign it, and give the employee a copy to submit.

Tone and format

Work letters should be brief, factual and polite: one page, company letterhead where relevant, a clear subject line, and a named signatory. Avoid personal opinions in verification letters, and never include private information such as health details without consent.

Formats and printing

Every letter is supplied as an editable Word document and a PDF. They print on US Letter or A4.

AI-assisted content

Templates were drafted with AI assistance and reviewed by Kedop. They are general samples, not legal or HR advice.