How to Write a Salary Verification Letter
Gather information
You first need to gather information about the employee, such as full name, address, salary, job title, joining date, compensation etc. Having all the information will save plenty of your time when you begin to write the letter.
Use Appropriate Paper
It is important that you use a company letterhead for writing this letter. If you don’t have one, make sure that you print a professional one to lend credibility to your letter. Mention the name of the company at the top, and provide address and contact information at the bottom. Use a company stamp or logo if possible.
Salutation
With most salary verification letters, you may not be required to name the contact person. Simply address the letter ‘To Whom It May Concern’. However, if you know the name of the other person, then use Mr/Mrs/Ms (Last name).
Considerations
The tone of the letter should be simple and straight forward. Don’t confuse it with a reference letter. Make sure that all the information is provided in a generalized manner. You may mention some qualities of your employee such as responsible, punctual etc but don’t go into too many detail. However, as you are providing confidential information make sure that all details are correct and accurate.
Begin Writing with the Purpose of Letter
Start the letter by confirming the job position of the employee at your Company, mentioning his/her full name, job title, and start date.
Discuss Employee’s Salary
In the following paragraph, state the gross monthly or annual salary he or she is earning. If the employee is working part-time, be sure to mention that as well, along with any bonuses or special compensation offered as part of his/her package. His/her status of employment is also important, where you have to mention whether he/she is a confirmed employee or is still on probation.
Close the Letter
End the letter by verifying the mentioned information and offering additional help if required. Sign the letter yourself, or have it signed by the head of your Human Resources department.
Tips:
– Make sure to answer any follow-up calls by banks or landlords.
– Opening paragraph should not exceed two sentences.
– Mention the gross rather than the net salary.
– The length of the letter can be as short as two paragraphs.
– Describe some of the employee’s major responsibilities in the third paragraph of the letter – if you like. However, do not forget that it will be additional information. Keep it as simple as you can, refining the responsibilities to several words.
– If you are offering additional help, then make sure to provide the receiver with your personal contact number in the concluding paragraph.
