Free email template template · Word

Employment Verification Request

An employment verification request is the short email HR sends to a former employer's HR team asking them to confirm a candidate's employment details. It introduces the request, attaches consent and the verification form, lists exactly what needs confirming and sets a polite deadline, making it easy for the other HR team to respond quickly.

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[Company Logo][Company Name]

EMPLOYMENT VERIFICATION REQUEST EMAIL

Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]

Dear HR Team, [Former Employer Name],

Greetings from [Company Name]. [Candidate Name] has been offered the position of [Designation] with us and has stated that they worked with your organisation from [MM/YYYY] to [MM/YYYY]. As part of our standard pre-employment process, we request you to kindly verify their employment details.

The candidate's signed authorisation and our verification form are attached. Please confirm the following:

Employee ID: [ID]
Designation at the time of leaving: [Designation]
Date of joining and last working day: [DD/MM/YYYY] – [DD/MM/YYYY]
Last drawn CTC (if your policy permits): ₹[Amount] per annum
Reason for leaving and eligibility for rehire

If filling the form is not convenient, a simple reply to this email confirming or correcting each point will be sufficient. We would be grateful for your response by [Date].

All information shared will be kept strictly confidential and used only for employment verification. Please feel free to call me at [Phone Number] for any clarification.

Thank you for your support.

Regards,
[HR Name]
[Designation], Human Resources
[Company Name]
[Company Address]
[Phone Number]

Attachments:
1. Candidate authorisation for background verification
2. Previous employment verification form

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What this template includes

Subject line with candidate name and 'Employment Verification'
Brief introduction of your company and the request
Statement that consent is attached
List of details to confirm
Option to reply by email if the form is not convenient
Deadline and contact details

When to use it

Starting in-house verification with a former employer
Following up a verification form that was sent earlier
When the former employer prefers email confirmation
Quick confirmation of dates and designation only

How to customise this template

1Attach the previous employment verification form and consent
2Remove salary confirmation if not needed
3Add a follow-up line for second reminders
4Use an official domain email so the request is trusted

HR tips

Find the former employer's HR email independently rather than relying only on the candidate
Keep the email short; busy HR teams respond faster to clear, specific asks
Send one reminder after five working days, then use alternate proof
Log every attempt in the candidate's BGV record

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

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Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

How do I write an employment verification request email?+

Introduce yourself, name the candidate, confirm consent, list the details to verify, attach the form and give a deadline and contact.

What details can be asked in employment verification?+

Commonly employee ID, designation, dates of employment, last salary, reason for leaving and rehire eligibility.

Should salary be verified with the former employer?+

Only if needed, and many employers will not share it. Salary slips or Form 16 provided by the candidate can be used instead.

All 50 recruitment & hiring →

[Company Logo][Company Name]

PREVIOUS EMPLOYMENT VERIFICATION

Verification Ref.:: [Reference Number]
Requested By:: [Company Name]
Date of Request:: [Date]

To,
The HR Department
[Former Employer Name]
[Former Employer Address]

[Candidate Name] has been selected for employment with [Company Name] and has authorised us to verify their previous employment with your organisation. A copy of the signed authorisation is attached. We request you to verify the details below and return this form by [Date].

Verification Details

Particulars	As Declared by Candidate	As Verified by Employer	Match (Y/N)
Employee Name	[Candidate Name]
Employee ID	[ID]
Date of Joining	[DD/MM/YYYY]
Last Working Day	[DD/MM/YYYY]
Designation at Exit	[Designation]
Department	[Department]
Last Drawn CTC (₹ per annum)	[Amount]
Reporting Manager	[Name]

Exit Information

Form · Word

Previous Employment Verification

Download .docx

Form · Word
New Position Request Form
Download .docx
[Company Logo][Company Name]
REPLACEMENT HIRING REQUEST
Request No.:
[Reference Number]
Date:
[Date]
Department:
[Department]
Part A – Exiting Employee Details
Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location
Part B – Reason for Vacancy
- Resignation
- Termination
- Retirement
- Internal transfer / promotion
- End of fixed-term contract
- Other: [Specify]
Part C – Replacement Requirement
Form · Word
Replacement Hiring Request
Download .docx

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location

[Company Logo][Company Name]

EMPLOYMENT APPLICATION FORM

Company:: [Company Name]
Position:: [Designation]
Application Date:: [Date]

Section A – Personal Information

Full Name
Father's / Spouse's Name
Date of Birth
Gender
Mobile and Email
Current Address
Permanent Address
PAN
UAN (if any)
Aadhaar (last 4 digits only)

Section B – Educational Qualifications

Course	Institute / Board	From – To	% / CGPA	Mode (Regular / Distance)
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]
[Course]	[Institute]	[YYYY – YYYY]	[Score]	[Mode]

Section C – Employment History (latest first)

Form · Word

Employment Application Form

Download .docx

[Company Logo][Company Name]
REQUEST FOR REFERENCE VERIFICATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Referee Name]
[Referee Designation]
[Referee Company]
[Referee Address]
Subject: Reference verification for [Candidate Name]
Dear [Referee Name],
[Candidate Name] has applied for the position of [Designation] with [Company Name] and has named you as a professional reference, stating that you worked together at [Referee Company] from [MM/YYYY] to [MM/YYYY] as [relationship].
The candidate has given written consent for us to contact you. We would be grateful if you could spare a few minutes to complete the short form below. Your response will be treated as confidential and used only for this hiring decision.
Letter · Word
Reference Verification Letter
Download .docx
[Company Logo][Company Name]
BACKGROUND VERIFICATION FORM
Company:
[Company Name]
Candidate / Employee ID:
[Employee ID]
Position:
[Designation]
Date:
[Date]
1. Personal and Identity Details
Full Name (as per ID)
Father's Name
Date of Birth
Mobile / Email
PAN
Aadhaar (last 4 digits / masked copy)
Passport No. (if any)
2. Address Details
Type Full Address with PIN Staying Since Contact Person at Address
Current [Address] [MM/YYYY] [Name, Phone]
Permanent [Address] [MM/YYYY] [Name, Phone]
3. Education Details
Form · Word
Background Verification Form
Download .docx

Full Name (as per ID)
Father's Name
Date of Birth
Mobile / Email
PAN
Aadhaar (last 4 digits / masked copy)
Passport No. (if any)

Type	Full Address with PIN	Staying Since	Contact Person at Address
Current	[Address]	[MM/YYYY]	[Name, Phone]
Permanent	[Address]	[MM/YYYY]	[Name, Phone]

[Company Logo][Company Name]

EDUCATION VERIFICATION REQUEST

Ref. No.:: [Reference Number]
Date:: [Date]

To,
The Registrar / Controller of Examinations
[University / Board Name]
[Address]

Subject: Request for verification of educational qualification – [Candidate Name]

Dear Sir / Madam,
[Candidate Name] has applied for employment with [Company Name] and has submitted the qualification details below. With the candidate's written consent (copy enclosed), we request you to verify the particulars and return this form under your seal.

Qualification Details

Particulars	As Declared	Verified by Institution (Correct / Incorrect)	Remarks
Name of Student	[Candidate Name]
Father's Name	[Name]
Course / Degree	[Degree]
Specialisation	[Specialisation]
College / Study Centre	[College]
Enrolment / Roll No.	[Number]
Year of Passing	[YYYY]
Class / Grade / CGPA	[Grade]
Mode of Study	[Regular / Distance / Online]

Form · Word

Education Verification Form

Download .docx

[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
Form · Word
Manpower Requisition Form
Download .docx

Employment Verification Request

Preview of the email template

Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Verification Details

Exit Information

Previous Employment Verification

1. Proposed Position

2. Role Purpose

3. Business Case

New Position Request Form

Part A – Exiting Employee Details

Part B – Reason for Vacancy

Part C – Replacement Requirement

Replacement Hiring Request

Section A – Personal Information

Section B – Educational Qualifications

Section C – Employment History (latest first)

Employment Application Form

Subject: Reference verification for [Candidate Name]

Reference Verification Letter

1. Personal and Identity Details

2. Address Details

3. Education Details

Background Verification Form

Subject: Request for verification of educational qualification – [Candidate Name]

Qualification Details

Education Verification Form

A. Requesting Department

B. Position Details

C. Reason for Requirement

Manpower Requisition Form

Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Employment Verification Request

Preview of the email template

Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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