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Letter Confirming Employment

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A sample Letter Confirming Employment template showing sections for employer and employee details, confirmation of successful probation, job position, department, supervisor, start date, annual salary, paid annual leave, and requirements for signing non-compete and non-disclosure agreements.

What is a letter confirming employment?

A letter confirming employment is a formal HR document used to officially record and confirm that an individual has been hired or has successfully completed the initial probation period. The document lays out all important details related to the employment, including:

  • employee’s full name, job title, and department;
  • start date, duration of employment contract;
  • annual salary, bonuses, or insurance;
  • employer’s date and signature.

The present employment confirmation letter sample clearly defines an employee’s status. Thus, this document would be suitable for a variety of situations, including:

  • requests from banks and financial institutions;
  • requests from state and federal authorities, including courts;
  • requests from immigration and visa offices.

What does this letter confirming employment template include?

Neither federal nor state laws define the exact format the letter should have. As the practice shows, a simple employment confirmation letter template for HR managers must provide the following information:

  • Employee’s Details. The text of a letter shall include the full name, address, and job title of an employee.
  • Purpose of the letter. A confirmation of employment letter template serves a dual purpose. First, it is being used to confirm employment once the probation period ends. Second, an employer could issue this letter upon a written request from third parties (e.g., state authorities, immigration or visa providers, etc.).
  • Employment details. If this is a job confirmation letter sample after the probation period, the document should re-confirm details of employment—i.e., annual salary, types of bonuses available, necessary to sign a non-compete or confidentiality agreement (when applicable), etc.
  • Further instructions. If this is a letter related to the end of a probation period, an employer must define how an employee shall accept further employment. If, however, the letter is being addressed to a third party, we recommend including the employer’s contact details for further inquiries.

How to customize a confirmation letter employment at FasterDraft?

To get a fully customized legal document, follow the instructions given below:

  1. Click the “Create Document” button.
  2. Answer simple questions in the form.
  3. Select a template’s format—employment confirmation letter PDF.
  4. Make a payment.
  5. E-sign, download, print, and use this document.

Frequently Asked Questions (FAQ)

1. What details must be included in a job confirmation letter?

The issuance of a confirmation letter of employment depends on the letter’s purpose.

If you need a letter confirming employment after an employee successfully finishes the probation period, include the following information:

  • details of employer;
  • statement confirming successful completion of a probation period;
  • employment details (i.e., annual salary, bonuses, and insurances);
  • guidelines on how an employee can accept employment.

If, however, you need a confirmation letter of employment for a bank, immigration authorities, or other institution, including the detailed list below:

  • employee’s full name, job title, and the name of a department;
  • details of employment (e.g., annual salary, start date of the employment contract);
  • employer’s contact information for further communication and inquiries.

2. Is an employment confirmation letter the same as a job offer letter?

No, a job offer letter is an official HR document aimed at proposing to a person a position within the company. This letter only obliges an employer and not a future employee. When a job letter is being issued, there is no existing employment relationship between the parties.

Contrary to that, a confirmation of employment letter template is being used when there is an existing employment contract between the parties. The main purpose of this letter is to confirm employment after the end of the probation period, or simply in general.

3. When should an employer issue a letter confirming employment?

A confirmation letter of employment must be issued by an employer upon a written request from a bank, federal or state authority, immigration or visa officer, police, court, attorney, or employee.

4. How do I write a confirmation letter after an employee passes probation?

There are three important tips to keep in mind when drafting a staff employment confirmation letter after the end of the probation period.

  • First, state clearly in the text that the probation period has ended and you are ready to offer employment.
  • Second, reconfirm details of employment again (e.g., salary, bonuses, etc.).
  • Third, sign, date, and send this letter to an employee for further consideration.

5. Is a confirmation letter legally binding?

Yes, once an employer signs an employment confirmation letter sample, it becomes an official legal document. In other words, an employer is liable for the accuracy of information provided in the text of a letter.

6. Does the employee need to sign the confirmation letter?

Yes, once you finalize a confirmation of employment letter template, do not forget to sign. Without a signature a document cannot become legally valid. If an employer is a company, the company’s director or HR manager must sign this letter.

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