• Certificate of Employment

How to Write a Request Letter to HR for Certificate of Employment (COE)

Author

Shini Ramith

November 3, 2023 · 11 min read
How to Write a Request Letter to HR for Certificate of Employment (COE) - TalentPoint

In certain cases, it may be necessary to obtain a certificate of employment from your employer. Having knowledge of who to contact and what to include in your request can be advantageous in making sure you receive the certificate quickly and accurately. Getting ready for these situations can be beneficial in ensuring you have the necessary proof of your work history and status. Learning how to write a request letter for certificate of employment is essential in these days.

In this article, we will be giving you all the information you need to write your certificate of employment request letter. Likewise, we will go through the definition of a certificate of employment, provide instructions on how to request one, and include a template and example of a request letter for certificate of employment.

What is certificate of employment (COE )?

To gain knowledge of 'What is a request for a certificate of employment?', it is helpful to have an understanding of what a certificate of employment is. It is a document that clearly confirms your working status. Also, contains information about salary, the length of your employment and other pertinent details. 

Certificates of employment are usually issued on an organization’s official letterhead. Likewise, they can be given upon request either by the worker or by other external sources. Depending on the situation, an individual could ask their current employer for a certificate of employment to affirm their employment status, wage and identification.

You can submit a formal request letter for certificate of employment letter to your supervisor or the HR department. The usual request letter should include the following information:

  • Address and name of the individual requesting verification.

  • Employee name.

  • Job title.

  • Request purpose.

  • List of the necessary information.

  • Preferred way of receipt.

  • Request deadline. 


Reasons to request a certificate of employment

Requesting a certificate of employment is a beneficial option for multiple reasons. These are:

  • Applying for mortgage. If you are looking to purchase a house, you may be able to acquire a mortgage loan from a bank or other loan provider. To guarantee your reliability and evaluate if you can settle the loan with your salary, these lenders may ask for a proof of employment.

  • Renting property. The landlord or proprietor of the property might ask for a certificate of work to confirm if you are currently employed and if you are able to pay the rent on a monthly basis. This document could also be used to confirm your identity and to make sure that you are legally allowed to rent the property in accordance with the current laws for property renting.

  • Changing your employment. Before bringing you on board, your new boss may inspect your credentials to confirm your work history and qualifications. Presenting an employment certificate can assist your application and demonstrate your capability and capacity to carry out the new role.

  • Applying to work. In order to have employment and live in a foreign nation, you will need to have a legitimate working visa. It is likely that you will need to show evidence of having a job to get your visa extended or to be allowed to remain in the country for an extended period of time. 

  • Refinancing a loan. If you are looking to refinance your loan, the bank needs the most recent information regarding your financial situation. Presenting a certificate of employment can demonstrate your job status and earnings, which could enhance your prospects of getting the loan.

What to do before sending a request letter for certificate of employment

To get a certificate of employment, here are the steps to follow:

Consult your supervisor

Begin this by speaking with your manager or supervisor and providing them with some context for the request. Then, kindly inquire if they can point you to the right person in charge of such administrative matters. Identifying the appropriate contact can make the process faster. This could be helpful if you need the certificate of employment quickly. Additionally, since employment records are confidential, you must discuss your request with a senior human resources member after talking to your manager.

Follow company protocols

When conversing with your manager, make sure you comprehend and adhere to the organization's procedures for this application. You can also look to your employee manual for assistance on company policy. Numerous organizations have already formal protocols in place to fulfil these requests. This may involve filling out a form or necessitating the person requesting to submit a written letter. Following the correct protocols shows your professionalism and can help you acquire your certificate quickly.

Include details

Prior to sending the request to your boss, make sure the request letter for certificate of employment is complete. Including a third party's certified letterhead and signature to authenticate it. To make the process simpler for all, consult your HR division to find out which facts they need. Such as the third party's organization, title, department, or email. You can also inquire if they can provide a format to send to the inquiring individual.

Provide mailing information

Ask your boss if they are able to fulfill the request and transmit the employment certificate to the third party using email, postal mail, or fax. Include the pertinent contact information such as the business address or email address in the message. Also, include the recipient's name and job title or department. Even though you already discussed the situation with your supervisor, determine if you need to include the reasons for the request in the letter. Including the right contact data and details decreases the amount of time it takes. Additionally, it helps get the certificate to the recipient in a timely manner.

Follow up

It may take a while for the one who requested the letter to compose and mail it, and for your current employer to make the certificate. Therefore, it is wise to give notification to all people beforehand and check in later to see the status. Ask to be included in any online communication between the two parties. Likewise, enquire with the HR department if they can tell you when the certificate is sent.

Tips for your request letter certificate of employment

To ensure that your documents are processed promptly and accurately, take a look at these suggestions when submitting a request letter certificate of employment:

Provide notice

If you can, try to let your employer know ahead of time. Most companies have rules concerning the disclosure of confidential information like personnel records. Consequently, to fulfill data security regulations, your employer may need you to sign a permission, which can take some extra time. If they need an official copy for authentication, it is important to provide enough time for the files to deliver.

Submit request

It is advisable to follow up your conversation with your manager by submitting a written request to the HR department. This will create a permanent record of your request letter certificate of employment. Thus, making it easier for all parties involved to keep track of its status and progress. Furthermore, having a proper request will provide your employer with a reference should you require further information.

Conclude with your signature

It is essential for professional courtesy and formality that the requesting party concludes the letter with a handwritten signature. The individual should sign the letter first and then scan a PDF copy for electronic mail and filing. So, this allows them to send a physically signed copy of the letter for your employer to officially process the request.

Sample email for requesting certificate of employment


This example can be a template by third parties who are requesting a certificate of employment.

Your Name

Your Address

City, State, ZIP Code

Your Email Address

Your Phone Number

Date


HR Manager's Name (if known)

Company Name

Company Address

City, State, ZIP Code


Dear [HR Manager's Name or "Human Resources Department"],


I hope this letter finds you well. I am writing to request a Certificate of Employment from [Company Name] to serve as documentation of my work history with the company.


I am currently in the process of [explaining the reason for needing the COE, such as applying for a new job, visa application, or personal records], and a Certificate of Employment is required as part of the application process.

Please find below the specific details that I would like to be included in the Certificate of Employment:

  • My full name: [Your Full Name]

  • My job title or position: [Your Job Title]

  • My employment start date: [Date of Joining]

  • My employment end date (if applicable): [Last Working Day, if you've already left the company]

  • A brief description of my job responsibilities and duties

  • My current or final monthly salary

  • Any additional employment details that are standard for such certificates

I kindly request that this Certificate of Employment be addressed to [Recipient's Name or Organization, if applicable] and sent to the following address: [Provide the recipient's address].


If there are any specific forms or formats required for this certificate, please let me know, and I will ensure the document complies with the necessary standards.

Please let me know if you need any further information from me to process this request or if there is an established procedure for obtaining this certificate from our HR department.

I greatly appreciate your assistance in this matter and hope to receive the Certificate of Employment at your earliest convenience. If there are any processing fees or administrative requirements, kindly inform me, and I will address them promptly.

Thank you for your attention to this request. I look forward to your positive response.


Sincerely,

[Your name]

Enclosures (if any): [List any documents or forms attached to the letter]



If you want to know more about employment topics, go to our TTP insights




FAQs – Request Letter to HR for Certificate of Employment


1. What is a Certificate of Employment (COE)?

   - A Certificate of Employment is an official document issued by an employer that confirms an individual's work history with the company. It typically includes details such as the employee's name, job title, employment dates, and sometimes a brief description of job responsibilities.


2. Why do I need a Certificate of Employment?

   - COEs are often required for various purposes, including new job applications, visa applications, residency permit renewals, loan applications, or personal records. They serve as proof of your employment history.


3. How do I request a Certificate of Employment from HR?

   - To request a Certificate of Employment, write a formal letter addressed to your company's HR department or HR manager. In the letter, explain the reason for needing the COE, provide necessary details (e.g., your name, job title, employment dates), and specify any additional information required in the certificate.


4. What information should be included in a Certificate of Employment?

   - A typical COE includes your full name, job title, employment start date, employment end date (if applicable), a description of your job responsibilities, your current or final monthly salary, and any additional employment details required by the requesting party.


5. Can I request a Certificate of Employment if I'm still employed with the company?

   - Yes, you can request a COE while you are still employed. Just specify in your letter that you need it for a particular purpose, and HR will provide you with the document.


6. Is there a standard format for a Certificate of Employment?

   - The format of a COE can vary from one company to another. However, it typically includes the essential information mentioned in question 4. Some organizations may have specific templates for COEs.


7. How long does it take to receive a Certificate of Employment after making the request?

   - The processing time for a COE can vary depending on the company's HR department. It's a good practice to request the certificate well in advance of your application deadline to ensure you receive it in a timely manner.


8. Is there a fee associated with obtaining a Certificate of Employment?

   - Some companies may charge a nominal fee for issuing a COE. Check with your HR department to inquire about any fees, and be prepared to cover the cost if required.


9. Can I request a COE for someone else, such as a former colleague or employee?

   - Typically, a Certificate of Employment is requested by the individual to whom it pertains. If you need a COE for a former colleague or employee, it's best to request it directly from your HR department. They may have their own procedures for releasing such documents.


10. Is a Certificate of Employment the same as a Work Experience Letter?

    - No, a Certificate of Employment is a document issued by your current or former employer, confirming your work history. A Work Experience Letter, on the other hand, is often more detailed and includes a comprehensive account of your job duties, achievements, and personal qualities.


Note: The answers provided here are general guidelines. Specific procedures and requirements may vary depending on your company's policies and local regulations. Always consult with your HR department for company-specific information.



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