Employment verification letter for Australian employers
Confirms that someone works for you and on what basis — the letter most often requested for a rental application, a loan or a visa. Facts only, with guidance on what to leave out.
Employment verification letter
PDF · 2 pages · no signup
General information only, not legal advice.
This template is general information for Australian employers, not legal advice. Obligations depend on the applicable modern award or agreement, the employment contract and the circumstances — confirm anything you are unsure of with Fair Work or a workplace relations adviser. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Generate a compliant contract
Draft an employment contract for the role in a couple of minutes, with Australian conditions built in — free, no signup.
What's in the template
A short letter, plus the guidance that keeps it safe to send.
The letter itself
Fill-in fields for position, employment type, start date, ordinary hours and pay.
What to leave out
Explicit guidance: no performance opinion, no salary disclosure without consent, no health information.
Casual arrangements
A prompt to describe casual work honestly rather than implying guaranteed hours the employee does not have.
Signature block
Signed, name and position, and date — so the recipient can verify who issued it.
Ended employment
A note on what to change if the person no longer works for you.
Australian context
Written for rental, lending and visa requests, which is what Australians actually need these for.
What this letter is not
Two distinctions worth getting right before you send one.
Not a reference
A verification letter states facts. A <a href="/free-hr-templates/forms/reference-letter">reference letter</a> gives an opinion about someone's work. Keep them separate — mixing them creates risk you did not intend to take on.
Not a consent to disclose pay
Salary is personal information. Include it only where the employee has asked you to, and only to the recipient they nominated.
Not a statement of service
A statement of service is usually issued at the end of employment and covers dates and duties. This confirms current employment.
Not proof of future employment
Say what is true today. Do not confirm ongoing employment beyond the date of the letter.
Who is allowed to ask
The employee should be the one requesting it. If a third party contacts you directly for employment details, confirm with the employee before responding — employment information is personal information, and disclosing it without consent is the mistake that causes trouble here.
How to use it
Four steps, and the first is the one people skip.
1. Confirm what is needed
Ask the employee what the recipient actually requires. A landlord and a lender want different things.
2. Fill in the facts
Position, employment type, start date, hours. Include pay only if the employee has asked you to.
3. Have it signed
By someone authorised to speak for the business, with their position stated.
4. Keep a copy
On the employee file. Employee records are kept for seven years under the Fair Work Act.
Who needs one
Employers responding to a request
The standard response when an employee is applying for a rental, a loan or a visa.
HR and office managers
A consistent template stops each request being drafted from scratch and differently.
Businesses with casual staff
Casual arrangements need describing carefully — this template prompts for that.
Do you prepare employment letters for clients?
Bookkeepers and HR advisers issue these constantly for shift-based clients, where casual arrangements make the wording harder. Advisors who bring those clients onto RosterElf earn recurring monthly income for every employee managed.
Recurring monthly income
$1.00–$2.00 per active employee
Signup bonus
$100 per new client business
Tiered rates
Bronze through Diamond
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Learn moreEmployment verification letter questions
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A short letter from an employer confirming that someone works for them and on what basis — position, employment type, start date, hours and sometimes pay.\n\nIn Australia it is most often requested for a rental application, a loan or a visa.
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Employee name, position, employment type (full-time, part-time, casual or fixed term), start date, ordinary hours, and confirmation they are currently employed. Include pay only where the employee has asked you to.\n\nLeave out anything about performance or conduct — that belongs in a reference, not here.
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Only with the employee’s consent, and only to the recipient they nominated. Salary is personal information, and disclosing it to a third party without consent is the most common error with these letters.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.