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Employment Verification Letter Template – California
Use this template to confirm employment facts and keep verification records organized.
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Employment Verification Letter Template
[Company Letterhead or Logo]
[Company Name]
[Company Address]
[City, California ZIP]
[Phone]
[Email]
[Date]
[Recipient’s Name or “To Whom It May Concern”]
[Recipient’s Organization]
[Address]
[City, State, ZIP]
Dear [Recipient’s Name / To Whom It May Concern],
Employment Verification Summary
Field | Value |
Employee Name | [Employee Full Name] |
Employer | [Company Name] |
Employment Start Date | [MM/DD/YYYY] |
Current Employment | [Yes/No] |
Job Title | [Job Title] |
Employment Confirmation
This letter verifies that [Employee Full Name] has been employed with [Company Name] since [Start Date]. [He/She/They] currently holds the position of [Job Title] in the [Department/Division].
Employment Details
Employment Status: [Full-Time/Part-Time/Temporary/Contract]
Work Schedule: [Typical hours per week]
Current Employment: [Yes/No]
End Date [if applicable]: [MM/DD/YYYY]
Compensation Disclosure
Annual/Hourly Salary: $[Amount] [only if employee consent]
Module — Consent Record
Employee authorization on file: [Yes/No]. Authorization date: [MM/DD/YYYY]. Consent scope: [Employment only/Employment + income/Other].
Module — Verification Delivery
This verification is being provided at the request of [Employee Name] for the purpose of [Loan/Rental/Visa/Benefits/Other]. Delivery method: [Email/Mail/Fax/Portal].
Module — Records and Retention
Verification reference ID: [ID]. Records location: [Folder/Link/HRIS record].
Closing
If additional verification is required, contact [Authorized Representative Name] at [Email] or [Phone].
Sincerely,
[Authorized Company Representative Name]
[Title]
[Company Name]
Signed: _______________________________ Date: _______________
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Learn more about
Employment Verification Letter Template – California
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
California Employment Verification Letter Template FAQ
When should an employer issue an employment verification letter in California?
Employers typically provide an employment verification letter when an employee requests proof of current or prior employment for a practical purpose such as housing, lending, benefits, or immigration processing. The letter works best when it is tailored to the specific request — confirming employment dates and title, and including compensation only if the employee has authorized that disclosure. To avoid delays, many employers keep the letter short, use standardized fields, and include a direct contact for follow-up verification.
Do you need the employee’s consent to disclose salary information?
In most workplaces, compensation is treated as sensitive information. Even when a third party asks for income details, it is a good practice to obtain the employee’s written authorization before disclosing pay. This template keeps the compensation line optional using placeholders so it can be omitted when consent is not provided. If the recipient needs income verification, the employer can attach the authorization or keep it on file and note that authorization exists.
What details should be included if the request is for a rental application?
Rental verifications commonly focus on the employee’s current employment status, start date, job title, and typical work schedule. Some landlords also request income, but that should only be included if the employee consents. The letter should identify the employer and provide a contact person for verification calls. Keeping the purpose line specific — such as “rental application” — can help the recipient process the letter faster and reduce back-and-forth.
Who should sign an employment verification letter?
The signer should be someone authorized to confirm employment information, often HR, payroll, or an authorized company representative. Some organizations prefer a centralized team to ensure consistent responses and to protect privacy. This template lets you name the representative and title clearly, and it also provides a reference ID module so the company can track what was issued and when. If a manager signs, the company may still want HR listed as the verification contact for follow-up questions.
How can employers reduce the risk of releasing too much information?
Limit the letter to the exact data needed for the stated purpose and avoid sharing personal identifiers beyond what is necessary. Use placeholders to control whether income is included, and document whether employee authorization is on file. A simple recordkeeping module — reference ID and storage location — helps the employer confirm what was disclosed if questions arise later. Clear routing for follow-up verification reduces the chances that multiple departments provide conflicting information.
Can AI Lawyer help standardize employment verification letters across offices?
Yes. AI Lawyer can help employers standardize a core verification letter while allowing optional modules — like consent tracking, delivery method, and record retention — so each request is handled consistently without bloating the document. That structure is especially helpful when different teams process requests or when verifications are sent through portals. Employers still decide what to disclose and when, but a consistent format reduces mistakes and speeds up turnaround for employees and third parties.
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