An employment certificate (or employment verification letter) is a formal correspondence usually written by an employer to the requesting party, with the aim of validating the employee's employment history. An employment certificate is usually required to apply for a loan, rent a property, apply for a new job, or for other reasons to verify work history. When writing an employment certificate, explain who you are, provide an honest summary of the employee's duties, and verify the job. This certificate must use professional letterhead and provide contact information and signature. Read the instructions below to find out how to make a complete and accurate employment certificate.
Step
Part 1 of 2: Preparing to Write an Employment Certificate
Step 1. Think about why you are writing an employment certificate
The content and tone of the letter's language depend on the recipient. For financial institutions, use a professional tone of language and include financial information (eg salaries, commissions, raises, and bonuses). On the other hand, if you are writing an employment certificate for an employee who is applying for a new job, the tone of the language may be more informal and you may not include financial information.
By understanding its purpose and scope, you can write a letter that fits the recipient's needs
Step 2. Think about who should write it
Normally, employment certificates are written by superiors. In this situation, the employee will ask you as an employer to write a letter of employment for specific purposes. On the other hand, employees can write a letter of employment certificate for themselves. In this situation, you as the employee will write it yourself and then ask the boss to sign or change it as needed. Whenever possible, the employer should write it on behalf of the employee, not the other way around.
- If you're the boss who writes letters to employees, you can structure them according to your own specifications and control the messages in them. In addition, as an employer, the letter you write is considered genuine and honest. However, the main obstacle is the time it takes. As a boss, you must have a busy schedule, while the preparation of this letter will take time. Because of this, employment certificates are usually short and concise so you don't waste too much time, especially if you've already done so.
- If you're an employee who writes yourself, you can determine what information to pass on to recipients and don't have to find time to share ideas with your boss. In addition, the boss is also not burdened with the time that must be provided to write it (if you write it yourself, the boss may be happy because he doesn't have to do it himself). However, the boss must always sign and there is a possibility that he will be reluctant to do so after reading the contents of your letter. If that's the case, you should either rewrite it or persuade him to write it himself for you.
Step 3. Gather the necessary information
Once you know the recipient and who will be writing the letter, you must gather the required information in the letter.
- If you're the boss, talk to the employee to see what he or she wants to include. Discuss who the recipient is, what the purpose of the letter is, what specifications need to be included, and when it should be sent.
- If you are an employee and write the letter yourself, all the information needed is already there, but you should talk to your boss first and ask what kind of letter he or she expects. This ensures that you write a letter that meets the employer's specifications and gets his signature.
Part 2 of 2: Writing Employment Certificate
Step 1. Use company letterhead
Write an employment certificate on the company's official letterhead. If you're a boss, this paper is free to use. If you are an employee, ask first if you can use them. The company's official letterhead will certify your letter and make the recipient believe in its contents.
If you don't have official letterhead, you can use a computer to create letter headers. The header should contain the company name, address, phone number, and email address. Also provide information about the author of the letter (and title) and the date the letter was written
Step 2. Address the letter to the recipient as specifically as possible
If you know the name of the recipient, address it directly to the person concerned. If you don't know who will be reading it, address it to the organization, with a subject line describing the contents of the letter.
- For example, if you know the address and name of the recipient, write it just below the header. Follow it with an appropriate greeting, such as "Dear [Mr. Sudirman]."
- If you don't know who the letter is addressed to, send it to the appropriate department with a subject line describing the contents of the letter. For example, for a letter to a financial institution with the aim of obtaining a loan, you might send a letter to your local branch with the subject line reading, "Employee Description for Loan Application." Follow up with a greeting such as "To Whom Concerned."
Step 3. Describe who you are
In the first body paragraph, explain who you are and the purpose of writing the letter. State your position, length of service, and how long you have known the employee who requested the certificate. If you are an employee who writes yourself, keep writing as if the letter came from your boss because he will be the one to sign it.
For example, "My name is Budi Jatmiko and I am the Deputy Head of Marketing and Sales at PT. ABC. I have worked at PT. ABC for 12 years and have known this employee for seven years. For the past three years I have been the employee's direct supervisor."
Step 4. Provide verification
The next paragraph of content summarizes the employee's job, including date of start of employment, title, whether the job is temporary or permanent, and whether the employee is still working there. This paragraph provides employee financial information if needed.
- For example, "This letter is a confirmation that the employee does indeed work here. The person concerned has worked at PT. ABC for seven years, since September 7, 2003. He holds the position of deputy director of sales, which is a permanent position at PT. ABC. Until January 7, 2011, he is still working with that position at PT. ABC."
- Another example: "This letter confirms that the employee worked at PT. ABC for seven years. The person concerned worked at PT. ABC from September 7, 2003 to January 7, 2011. He held the position of deputy sales director at PT. ABC. He worked as permanent employee for seven years at PT ABC with a salary of IDR 35 million per month."
Step 5. Summarize the employee's duties
This paragraph describes the employee's duties, which are very much needed in the employment certificate for employees who are applying for other jobs. Even though the employment certificate is not a letter of recommendation, there is nothing wrong with including a positive assessment of the employee. This additional information will enhance your reputation as an employer and assist employees in finding new jobs, property, or loans.
For example, "The duties of an employee at PT. ABC are as follows: Responsible for radiator sales in the Bogor area and its surroundings. He holds a managerial position and is responsible for motivating a team of seven to nine people. He must ensure customer satisfaction, resolve customer complaints, and report the progress of sales every three months to the head office."
Step 6. Avoid sensitive or illegal information about employees
There are provisions on what may be included in employment references and other statements to potential employers. There is a stipulation that you may only include employee information with the relevant permission. There is also a rule that you can disclose any information about the employee in question as long as it is honest and in good faith. Before disclosing sensitive information, make sure you check what is acceptable and appropriate to include, according to social appropriateness and applicable law.
Step 7. Provide your contact information
The last paragraph should include your (employer) contact information. This information is required if the recipient has any questions. Make sure you state that the recipient can contact you.
For example, "If you have any questions or need more information, feel free to contact me at (021) 21215555 or at [email protected]."
Step 8. Sign and submit
Once the letter has been written, end it with a closing salutation, sign it, and give it to the employee who requested it or mail it to the recipient yourself.
- Close the letter with the greeting "Sincerely".
- Put your signature, along with your full name and position.
- Add an official or verification stamp that is usually used by companies for this type of letter.
Tips
- Some visa application processes require you to write down the position the employee will hold, if a visa is granted. You may have to explain the importance of the work of the employee applying for the visa.
- Some employers ask the employee to draft a letter, which he or she will then sign. If you ask employees to write their own, be sure to read them thoroughly before signing.
- Some companies have a specific person assigned to do the job verification, and there are also companies that have a specific template. If in doubt, check with the human resources department.
Warning
- Enter financial information only when the employee requests it. If you are an employee and write the letter yourself, you can enter as much information as needed.
- Do not enter personal information about employees unless they allow it.
- If the employee who requested the certificate of employment is no longer working with you, do not give reasons for leaving even if there is no case or problem.
