How to Write an Income Verification Letter [Template]

Applying for an apartment? We can help! Use our simple income verification letter template to verify your employment for your future landlord that you have a dependable stream of money. Your future landlord will need to see proof of income before you get the green light to move into your new apartment. Employment verification is a key tool that allows your landlord to see that you’re employed and making the amount of money you claim to make. We’re here to help you understand the process so you’re well on your way to getting your dream place. And, if you’re looking for a template of an employment verification letter, we’ve got you covered with that, too.

What is an income verification letter?

An employment verification letter, or income verification letter, is an official document that states the employment details you provide to your future landlord are truthful, stating you’re a current employee and your basic income. When you’re applying for an apartment, a landlord will check various things about your background and ability to pay your rent on time every month. In addition to looking into references who can vouch for your character, a landlord wants to make sure that you’re employed and making the income you say you are. That’s where the verification of employment comes in.

First steps for verifying your employment

You’ll want to get a letter from your employer’s human resources department to confirm your employment and salary. You can use an employment verification form template, ready for your employer that covers all the necessary components landlords are looking for. That way, you can put in your information for them and just ask them to sign off on it. Be sure to provide the phone number of the person who can verify your employment and isn’t hard to reach. You may want to notify your manager or HR ahead of time.

Why do landlords ask for an income verification letter or proof of employment?

Aside from checking references of past landlords to ask about your payment history and character, your new landlord will want to verify your income and employment, as a prospective renter. This verification lets the landlord verify that you work at the company you claim you work for and that you earn the annual salary you say you earn. They’re not trying to pry into your personal life; they just want to know you’ll make rent on time. A landlord will look to confirm the company you work for and their contact information. The reason they check this first is that, unfortunately, some prospective renters may provide a fake business name or contact details to move their application for an apartment forward. Or, they’ll give a real name of a business, but pair it with contact information for a relative or friend who will pretend to work for the company just to confirm false employment and income information. These days these tricks are much harder as many rental properties and apartments are using professional background checks. Your potential landlord will use the letter you provide to check for the company’s name and contact details, either by searching online or reaching out to the reference you provided to confirm. A landlord may contact the HR department in your company first, letting them know that they’re a landlord looking to verify their prospective renter’s employment status and income information. Once they’ve gotten in touch with the right person, your landlord will confirm that you work at the company, your tenure there, and your current salary. You may need to sign a written request for employment verification for your possible future landlord, as many employers will require your written consent before they can give any information to the landlord.

What is the difference between a proof of employment letter and an income verification letter?

A proof of employment letter and an income verification letter are two related but distinct documents that serve different purposes and provide varying levels of detail:

Proof of employment letter

• Purpose: A proof of employment letter is primarily used to confirm an individual’s current or past employment status and related details. It is typically requested by landlords, lenders, government agencies, or potential employers to verify that the individual is employed.
• Information included:
  • Employee’s full name.
  • Job title or position.
  • Date of employment (start date).
  • Current employment status (e.g., full-time, part-time).
  • Verification of employment period (dates).
  • Employer’s contact information.

  Income Verification Letter

  • Purpose: An income verification letter is used to provide detailed information about an individual’s income, including specific figures and sources. It is typically required for various financial transactions, such as loan applications, rental applications, mortgage approvals, or government assistance programs.
  • Information included:
    • Total annual or monthly income before taxes.
    • Sources of income (e.g., salary, bonuses, rental income, investments).
    • Verification of income period (e.g., current year, specific months).
    • Employer’s contact information (as a reference).
    • Sometimes, additional information about deductions or taxes may be included to provide a comprehensive view of the individual’s financial situation.

    In summary, the key difference between a proof of employment letter and an income verification letter lies in their primary focus and the level of detail they provide:

    • A proof of employment letter primarily confirms the individual’s job status and employment history without offering detailed income information.
    • An income verification letter provides comprehensive information about the individual’s income, including specific income figures, sources, and sometimes additional financial details. It is typically used for financial assessments and eligibility determinations.

    How to write a proof of income letter

    Writing a proof of income letter for an apartment application is a formal document that helps landlords or property managers assess your financial stability. Here are the steps to create an effective proof of income letter:

    1. Gather required information:
       • Collect your financial documents, including pay stubs, employment letter, tax returns, bank statements, or any other documents that confirm your income.
    2. Format the letter:
       • Use a professional business letter format. Include your name, address, and contact information at the top.
    3. Date the letter:
       • Include the current date at the top of the letter.
    4. Recipient’s information:
       • Address the letter to the landlord or property manager by name (if known) and include their contact information, including the name of the apartment complex or property.
    5. Salutation:
       • Use a formal salutation, such as “Dear [Landlord’s Name]” or “To Whom It May Concern” if you don’t have a specific name.
    6. Introduction:
       • Begin with a clear and concise introductory paragraph that explains the purpose of the letter. State that you are providing proof of income for your apartment application.
    7. Provide your information:
       • In the body of the letter, include the following details:
         • Your full name and any other names you are known by (if applicable).
         • Your current address.
         • Your contact information, including phone number and email address.
    8. Income details:
       • Clearly state your income details, including:
         • Your current employment status (e.g., employed, self-employed, retired).
         • Your employer’s name and contact information (address and phone number).
         • Your job title and the length of time you’ve been employed.
         • Your monthly or annual income before taxes.
         • Any additional sources of income, such as rental income, investments, or government assistance, if applicable.
    9. Provide documentation:
       • Mention the attached or enclosed documents that serve as proof of your income. For example, if you’re including pay stubs, mention how many months’ worth of pay stubs are attached.
    10. Confirmation of accuracy:
        • Include a statement verifying the accuracy of the information you’ve provided. You can say something like, “I certify that the information provided in this letter is true and accurate to the best of my knowledge.”
    11. Closing:
        • Use a formal closing, such as “Sincerely” or “Best Regards.”
    12. Signature:
        • Sign the letter by hand in ink if you’re providing a physical copy. If you’re sending an electronic version, you can use a digital signature or simply type your name.
    13. Additional contact information:
        • Include any additional contact information, such as your preferred method of communication (phone or email), in case the landlord or property manager needs to reach you for clarification.
    14. Enclosures:
        • If you’re including any attachments, list them at the bottom of the letter, such as “Enclosures: [List the attached documents].”
    15. Proofread:
        • Carefully proofread the letter to ensure there are no errors or inconsistencies in the information provided.
    16. Delivery:
        • Send the letter to the landlord or property manager according to their preferred method (e.g., email, physical mail). Make sure to keep a copy for your records.

    Remember that the specific requirements for a proof of income letter may vary depending on the landlord or property management company. It’s a good practice to check with them beforehand to ensure you provide all the necessary information and documentation they require for your apartment application.

    Sample income verification letter for apartments [template]

    In a rush, or just want to make sure you cover all the right details? You can make things easier on yourself (and your employer) by having everything ready to go for them. After all, time is often of the essence when it comes to competitive apartment applications. Here’s a template you can use for your proof of employment letter:

    [Employer Name]
    [Employer Address]
    [City, State, Zip Code]

    Subject: Employment Verification Letter for [Your Name]

    Dear [Landlord’s Name],

    I am writing to you regarding [Your Name], an employee of [Name of Company/Place of Work] since [Month and Year Employment Began]. [Your Name] currently holds the title of [Your Job Title].

    [Your Name] works on a [Full-Time/Part-Time] basis and works [#] hours per week. [Your Name] earns $[Insert Dollar Amount] on a [Hourly/Daily/Weekly/Bi-Weekly/Monthly/Quarterly/Annual] basis.

    If you have any questions or require additional information, please do not hesitate to contact me at [Employer Phone Number and/or Employer Email Address].

    [Space for Employer Signature]
    [Print Employer Name]
    [Employer Title]
    [Date]

    Employment verification next steps

    If your employer is filling the information in themselves, remember to look over everything in the letter once you get it back. Aside from typos, you want to make sure there’s nothing in there that contradicts the information you included in your rental application. Request edits if needed, then send your letter off to the landlord.

    Don’t let the rental application process become more stressful than it can be already. Putting together all the pieces of a strong rental application doesn’t have to be hard. You can make your life a little easier by having your proof of employment and steady income ready to go. Acceptable additional documents to go along with your letter can include a W-2 tax form, your last two pay stubs, your most recent bank statements, and the past year or two’s tax returns. Your employer will thank you for simplifying the process on their side, and you’ll give your future landlord instant peace of mind by showing you have the funds and sense of responsibility needed to pay rent on time.

    Not employed but still have steady revenue?

    Landlords understand hardships and hard times. You do not necessarily need a job for proof of income. Other acceptable proof of income sources landlords typically accept are 1099 forms, spouse and child support letters, retirement pensions, unemployment benefits, workers compensation letters, social security benefits, Veterans Affairs disability benefits letters, an annuity statement, court-ordered proof of award letter, and pension distribution statements.

    Frequently asked questions

    What should be included in a proof of income letter?

    You’ll want to include your name, job title, phone number, and email address, your employer’s name, job title, phone number, and email address, income details whether salaried or hourly wage, and the number of hours you work weekly.

    Most often than not, pay stubs, bank statements, and W2s as proof of income. Your landlord will also most certainly call your place of employment to verify you are still employed there at the time of submitting a rental application.

    Can I write my own proof of income letter?

    As long as the details in your letter are present and correct and verified by your employer, you are fine to write your own. But remember that you may also need to present other forms or documents for proof.

    What does proof of income documentation look like?

    You can present your landlord with pay stubs, they’ll usually want to see your last two most recent pay stubs. If you do direct deposit, your most recent monthly bank statement will work. Or you can also use your previous year’s federal tax return.

    What if I am self-employed?

    You will have to use bank statements and/or tax documents to prove your income to your landlord. You can also provide 1099 forms, profit and loss statements, or self-employed pay stubs.

    How do you prove cash income?

    Legal documents you’ll most likely need to provide are invoices, tax documents, letters from people who pay you to include contracts from clients, and receipts or official ledgers.

    What if I have no income?

    Unfortunately there’s no getting around some form of income verification letter. If you have no income from a job and cannot provide a yearly salary verification letter, social security benefit verification letter, retirement or pension, disability benefits, or other streams of income, you would need a Letter of Support written for you on your behalf by a loved one, caretaker, or social worker. This should include your monthly/annual stipend or how much that person is providing you monthly for cost of living.

    Ready to find your next apartment? Search thousands of apartments for rent on Zumper and use this template when seeking proof of employment.

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