With LawDepot’s Proof of Income or Employment Letter template, you can select and customize the kind of verification letter that is best for your unique needs.
Key components of a Proof of Income/Employment Letter
The key elements of a Proof of Income or Proof of Employment Letter include:
- Employee or income earner’s name and contact information
- Employer’s name and contact information when applicable
- Details about the position or income, whichever applies
- Recipient’s details (e.g., a new or prospective employer, immigration services, or landlord)
- Signature and contact details of who is verifying employment or income
LawDepot’s customizable template allows you to choose if your letter is to prove employment, income, or both, and prompts you to include what is needed for your letter’s purpose.
Common uses for proof of income or employment
Employees may need proof of their employment or income for situations and applications with significant financial requirements, including the following:
Mortgage or loan applications
Lenders, for example, banks, usually require evidence that an applicant has the means to repay them when applying for a loan (e.g., a mortgage or a loan to start a new business). Though lenders may request that an employer send a letter on an employee’s (i.e., applicant's) behalf, they must have the employee's authorization.
US lenders and other financial institutions handling loan applications should follow the federal financial privacy rules under the Gramm-Leach-Bliley Act (GLBA) and its implementing regulations (including the Consumer Financial Protection Bureau regulations). Additional state privacy laws also apply to lenders. Some of these laws partially or fully exempt financial institutions or data that are already covered by the GLBA.
Rental or lease applications
Landlords may request proof of employment to verify income during a tenant’s screening when they apply to lease a property, such as an apartment or house. They request these details to confirm that applicants have an income that will reliably cover the rent.
Landlords must follow all federal, state, and local regulations when processing a rental application. (e.g., the Fair Housing Act and the Fair Credit Reporting Act). A landlord can choose a tenant based on income or credit score. However, those standards should be applied consistently while also following all safe screening practices and anti-discrimination laws.
Immigration or visa applications
U.S. Citizenship and Immigration Services (USCIS) often requires proof of employment and income for many permanent–resident (green card) categories, including family- and employment-based cases.
Additionally, U.S. citizens and permanent residents who petition for a family member’s green card must submit financial evidence demonstrating they have sufficient income or assets to support the relative, typically through an Affidavit of Support and supporting documents. Applicants can include a Proof of Employment or Proof of Income Letter along with other documents, such as income tax returns, pay stubs, or W‑2s, to show their current income.
Employment applications
A Proof of Employment Letter may be requested by a potential new employer to verify a candidate's work history, such as position title, hours, and start date with a prior employer.
Please note that some state and local laws prohibit seeking or asking about salary history. For example:
Other purposes for a Proof of Income/Employment Letter
Employees may need verification of employment and income for other instances, including:
- Navigating a legal dispute (e.g., workers’ compensation claim or spousal or child support cases)
- Purchasing an insurance plan
- Applying for a credit card
- Financing a car
| If you require assistance with your letter regarding immigration, employment, or other matters, please contact an attorney. |
How to write a Proof of Income/Employment Letter
Have your Proof of Income or Proof of Employment Letter in minutes with LawDepot’s user-friendly questionnaire. We’ll prompt you to include the details needed to write a valid, tailored letter.
Select the type of letter you’re making and complete the following steps:
1. Determine the purpose of the letter
Select what the letter is for (e.g., loan application, lease application, or immigration or visa purposes). This helps customize your letter to fit your needs.
Then add your or the employer's details to indicate who is issuing the verification letter.
2. Add the employment or income information
Depending on your needs, you’ll then add either the employment information (e.g., work hours, start date, and job title) or the compensation (e.g., salary, commission, and other sources of income).
If you are writing a letter to prove employment, you may include compensation if required, and you have the employee’s consent.
3. Name the recipient
Continue by specifying who is receiving the verification letter. This can include their name, company name, and address. If you don’t know the recipient’s name, the template will use "To Whom It May Concern" as its greeting or salutation.
If the recipient is an employee’s new or prospective employer, check with local and state laws that may restrict employers from requesting salary history.
For example, Nevada’s Employment Practices prohibits employers from seeking an applicant's wage or salary history.
4. Finalize your letter
If it’s applicable, you can add additional details to your letter. For example, if you’re an employer, you can add details about the employee’s character and strengths at work. Or you can name supporting documents as part of your proof of income.
If you’re writing a letter to verify employment, add the name and contact details of the person who’ll be signing the letter. The person signing the letter should be familiar with, or have access to, the employee’s personnel files in case the recipient contacts them with questions or requests further information.
Sign or request signatures on your letter using LawDepot’s eSign – no printer or postage needed.
Proof of Income or Employment Letter FAQs
