Free Employment Verification Letter

If you are asked to indicate the employee's likelihood of continued employment, it is important that you state only facts which can be substantiated and not opinions. For example, if the employee is still in an initial probationary period, this can be indicated. However, statements regarding the employee's quality of work should generally not be given. If such statements are given, they should be based on facts, such as information from performance evaluations or disciplinary reports. If in doubt, you should consult with an employment attorney regarding whether information about the quality of work or the likelihood of continued employment should be provided.

Employment information can include personal and confidential information which is generally protected from disclosure. As a result, there are essentially only three safe responses to a request for employment verification information. These responses are:

1. If in doubt, make no statement at all. Simply state that you are unable to serve as a reference or that you would prefer not to discuss the employee in question;
2. 
   Provide only the name, dates of employment and job title of the employee; or
3. 
   Require a signed authorization from the employee before releasing information beyond that included in No. 2 above.

If you have been provided with a signed authorization from the employee in question which authorizes the release of the requested information, then you may release information beyond the name, dates and positions held. The employee may provide such authorization by signing a separate document or by signing the bottom of the employment information request letter.

Banks, lending institutions, mortgage companies, and other credit providers often seek verification of an applicant's employment when making a decision whether to extend credit. Usually this is requested verbally, via a telephone call. However, some institutions request the information in writing, via a request letter or form to be filled out by the employer. This letter is used to respond to such a request and provide verification of employment information.

Any time you release information about a current or former employee, there is a risk of potential liability for the improper release of confidential information or the making of defamatory statements. As a general rule, it is best that all requests for employment information be sent to your company's human resource department for handling, if you have one. If not, then requests should be handled by company management. The manager who responds to the request should appear on the letter.

1. Sign the letter.

2. Keep a copy of the letter for your own records.

3. If the request for information was via telephone, you should maintain a written summary of all telephone communications relating to this Employment Verification Letter.