Everyone wants to trust their applicants. Unfortunately, checking references and verifying previous or current employment is often necessary. The most efficient way to do this is by including it in the application process by using Employment Verification Forms. These helpful documents are given to employers and managers who sign them to show that employees work for them when they claim it on their application. Using our professional template to craft your Employment Verification Forms will save you time and help ensure you get all the vital data you need to check your applicants’ employment status.
What Is an Employment Verification Form?
Government agencies, loan officers, and other entities use employment verification forms to verify an individual’s employment history. It helps fact-check things like their former (or current) job title, dates of employment, and other relevant information. An employer or their designated representative completes the form for the employee/applicant. Doing this shows that the person works where they claim, at the job they have listed.
Why Is an Employment Verification Form Important?
An employment verification form is important because it helps prevent people from lying about their employment history or status. Here are the primary reasons why you should require these incredibly beneficial documents:
- Confirmation of Employment: The form officially verifies an individual’s employment history and/or current employment status.
- Accuracy and Authenticity: It ensures that the information provided on an application is accurate. The confirmation comes directly from the employer, adding credibility to the verification process.
- Legitimacy of Financial or Legal Transactions: Lenders, landlords, and other entities rely on employment verification forms to validate an individual’s income and employment. This is crucial for loan approvals, rental agreements, or other financial and legal transactions.
- Fraud Prevention: By requiring employment verification, organizations can help prevent fraud. False income claims and fictitious employment history can be detrimental to businesses.
- Important Note: Before composing your Employment Verification Form, you should ensure you understand and can adhere to applicable privacy laws and regulations. These vary depending on where the employee works, so it’s best to consult with a legal professional and familiarize yourself with the standards for privacy, disclosure, and data storage.
Essential Elements of Employment Verification Form
The essential elements of an employment verification form are relatively straightforward. They request the employer or former employer to vouch for the statements made by an employee. This helps prevent fraud and adds a layer of personal liability when checking the background and history of applicants. Here is what you should expect to see on a professionally composed Employment Verification Form Template:
- Employee Information: This section provides enough data to identify the specific employee clearly.
- Employee ID (if applicable): A unique identifier for the employee Position/Title: The employee’s job title or position Department: The department or division in which the employee works if applicable Start Date: The date when the employee began working End Date: If applicable, the date when the employee left
- Employment Status: The current employment status (e.g., full-time, part-time, temporary)
- Company Information: This section verifies the business where they worked.
- Name: The full legal name of the employer or company. Address: The physical address of the company.
- Contact Person: The name and contact information of the person who can verify the employment details. This section may also include business hours if necessary.
- Employment Details: Here is a list of the claims made on the application.
- Previous Employers: A section to provide information about the employee’s previous employers, if applicable.Dates of Employment: The duration of employment with each previous employer.Job Title: The employee’s job title or position at previous employers.
- Reason for Leaving: The reason for the employee’s departure from previous employment.
- Employment Verification Request: Details about the request
- Specific Verification Requested: here is where you indicate the specific information or verification being requested (e.g., salary, employment dates).
- Types of Verification Forms: If necessary, specify the types of verification forms required
- Acknowledgment Statement: This statement affirms the accuracy of the information provided and provides consent to release the employment details.
- Signature and Date Lines: Spaces for the employer or authorized representative to sign and date the form. This section may also include the applicant’s signature and date to show they consent to the information release.
Pro Tip: Adding a section for third-party release is a good way to customize your Employment Verification Form. Many businesses have policies (or local laws) requiring this specific consent to release any information. Having this extra consent statement can save you a lot of time and hassles.
An employment verification form is commonly used by the following:
Financial Institutions: Lenders, credit card companies, and banks often require employment verification to assess an individual’s creditworthiness and income stability.
Landlords: Landlords and rental agencies request employment verification to ensure an applicant can pay rent.
Government Agencies: Government agencies may require employment verification for eligibility determination or processing of benefits.
Background Check Companies: Companies conducting background checks may use employment verification forms to check an individual’s employment history.
An employment verification form is not mandatory for any employers. There is no specific law in the US requiring an employer to fill out these documents, though there may be circumstances, like being subpoenaed for court, when an employer does have to verify that someone worked for them officially.
There are different types of employment verification forms based on the requesting party’s specific requirements or the verification’s purpose. Some common types include standard employment verification forms, income verification forms, and verification forms for specific industries and agencies.
While using a generic template for an employment verification form is possible, it is best to customize the form to meet the specific needs and requirements of your organization. Generic templates can capture most of the necessary information to fulfill your needs, but you must ensure your documents align with the legal and compliance standards applicable to your industry or region.
If an employee refuses to complete the employment verification form, first discuss the issue and try to understand their concerns or reasons for refusal. If necessary, consult with HR professionals or legal advisors to determine the appropriate steps, in accordance with your organization’s policies and legal obligations, to address the issue.
An employment verification form is a type of background check, but it is not a complete background check, and it is unrelated to credit checks. Background checks and credit inquiries require additional sources of information with specialized forms or procedures, often with explicit, specific, written consent.
You do not need to provide an Employment Verification Form for former employees, but it is standard practice to do so.
You can request additional documents or references like copies of diplomas or certifications, professional references, or other supporting documents that validate an employee’s qualifications or work history along with an Employment Verification Form. However, ensuring these requests comply with applicable laws and privacy rights is important.
The short answer is that there are no specific legal consequences for employers who fail to complete an Employment Verification Form in a timely manner, but inaccurate or false information could land you in trouble with the law. It’s best to consult a legal professional if you have questions about your rights and obligations.
An employment verification form is crucial for verifying an individual’s employment history. It provides accurate information directly from the employer, ensures credibility, and supports various financial, legal, and administrative processes. Customizing the form to meet your organization’s needs, complying with legal requirements, and handling refusals or additional requests professionally are essential. Our Employment Verification Form Template can help you save time and create a professional document to verify employment.