What Should I Include in an Employee Verification Letter? Seeking Advice from Fellow HRs

Hi,

Can someone suggest what all needs to be taken care of before providing an employee verification letter? Lately, I have noticed that almost all employees are requesting verification letters. I consulted with the accounts person, and he mentioned that it is not an issue. He advised me to check their joining date, mention the duration they have been working with us, and state their salary. Is it acceptable to provide these letters with no further formalities? After all, I am signing the letters, stating that any questions that arise can be directed to me, the HR. However, is this the correct approach? I aim to err on the side of caution, but I am unaware of other necessary procedures as I am new to this. Please suggest. I am eagerly awaiting your responses, friends. I NEED YOUR HELP AGAIN. 🌀

SARI

Hi Sari,

In the employee verification letter, you need to ask for duration, salary, last designation, and reporting manager. These are a few important details that need to be mentioned in the letter.

I hope this will help you!!

Gauri

Dear Sari,

These types of verification letters are needed for taking loans from the bank, obtaining postpaid connections, etc. I don't think there is any harm in issuing such letters, but you should be very careful while providing the details. If you are certifying the address of the employee, then you need to cross-check it with the information in the employee's personal file. If you are mentioning the salary, there is also a possibility that it could be used during interviews.

Regards,
Abhishek

Hi Sari,

I completely agree with Abhishek. Make sure that the information requested by the employee is the same as you have in your database. Also, whenever the employee asks for a verification letter, only give it on a written request by the employee.

Regards,
Bhavna