Alex is Sprintlaw’s co-founder and principal lawyer. Alex previously worked at a top-tier firm as a lawyer specialising in technology and media contracts, and founded a digital agency which he sold in 2015.
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Whether a bank, real estate agent, government department or visa office asks for it, you’ll often be the one responsible for confirming a team member’s employment details in writing.
A clear, consistent employment confirmation letter template saves time, reduces errors, and protects your business from privacy and compliance risks.
In this guide, we’ll walk through what to include, when to issue one, Australian legal considerations, and provide a practical template you can tailor for your small business.
What Is An Employment Confirmation Letter?
An employment confirmation letter (sometimes called a “proof of employment” or “employment verification” letter) is a short document your business issues to confirm facts about a current or former worker’s employment.
Typically, a third party requests it for a specific purpose - for example, a home loan application, rental application, visa process, or government assessment.
It’s different to an offer letter or an Employment Contract. You’re not offering a job here - you’re confirming factual details about an existing or previous arrangement.
When Would You Need To Issue One?
In Australia, you’ll commonly be asked to provide an employment confirmation letter when a worker needs to prove:
- Current employment status (e.g. employed, on probation, on leave)
- Job title and primary duties (short summary)
- Start date (and end date, if applicable)
- Employment type (full-time, part-time, casual, fixed-term)
- Hours or FTE load (e.g. 38 hours per week, 0.6 FTE)
- Remuneration (salary or hourly rate) and payment frequency
- Manager or HR contact details for verification
You may also see requests that need extra detail - for example, confirmation of ongoing employment post-probation, or whether the worker is paid under a particular Modern Award. Include only what is necessary and accurate for the stated purpose.
For former employees, a “certificate of employment” (or letter of service) confirms dates worked and role held. If you’re looking to understand those obligations, see this overview of issuing certificates of employment.
What To Include In An Employment Confirmation Letter Template
Your template should be short, factual and easy to update. At a minimum, include:
- Your Business Details: Legal entity name, ABN/ACN, address, and contact details.
- Date Of Issue: The date the letter is prepared and signed.
- Recipient Details: Name and organisation of the requesting third party (if provided).
- Employee Identification: Full name and (optional) employee ID.
- Employment Status: Current or former; probation status if relevant.
- Role Information: Job title, department, brief duties (one sentence is enough).
- Employment Type: Full-time, part-time, casual, or fixed-term (with end date if applicable).
- Start Date (and End Date): Confirm commencement date; add end date for former staff.
- Hours/FTE: Average weekly hours or FTE fraction; include roster pattern only if necessary.
- Remuneration: Base salary or hourly rate and pay frequency (weekly, fortnightly, monthly). If disclosing bonuses or allowances, state if they are discretionary.
- Contact For Verification: Name, role and contact details for HR or a manager.
- Authority & Signature: Name, title and signature of the authorised company representative.
- Purpose Limitation (Optional): A line noting the letter is provided for a specific purpose at the employee’s request.
Keep it accurate and consistent with your records, including the relevant Employment Contract or payroll system. If anything has changed recently (e.g., a pay rise, change in hours), confirm those details first.
Step-By-Step: Build Your Employment Confirmation Letter Template
1) Get Employee Consent
Before sharing personal or salary information, obtain the employee’s written consent. This can be as simple as a short email from the employee confirming they authorise you to release their details for the stated purpose.
It’s also good practice to have a clear internal protocol in your Staff Handbook or HR process so managers know who can issue letters and what can be disclosed.
2) Confirm The Request And Scope
Ask for the third party’s requirements upfront. Do they need remuneration? Hours? Probation status? Only include what’s necessary and appropriate for the purpose.
If the request asks for opinions (e.g., character references) or forward-looking guarantees (e.g., “assure employment for 12 months”), decline those elements and stick to factual, present-tense information.
3) Populate Your Core Template
Use a base template with placeholders for employee name, role, employment type, dates, hours and pay. Keep the layout clean and professional with your logo and letterhead.
If you regularly employ a mix of full-time, part-time and casual workers, include a simple checkbox or dropdown in your template so HR can select the relevant employment type quickly.
4) Cross-Check Against Records
Verify details against your payroll, timesheets and the applicable Modern Award classification if it’s referenced. Ensure titles and pay rates match current records.
If remuneration includes discretionary components, make that clear to avoid misunderstandings.
5) Check Privacy And Approvals
Make sure the content aligns with your Privacy Policy and any internal HR approval workflow. For example, you might require HR sign-off for all letters that disclose salary details.
6) Sign And Provide A Verification Contact
Letters should be signed by an authorised representative (usually HR or a senior manager). Include a direct contact number or email for verification to reduce back-and-forth requests.
7) Keep A Copy
Store a copy in the employee’s file so you have a clear record of what was disclosed and when. This supports consistency if further requests arise.
Sample Employment Confirmation Letter Template (Editable)
Copy and paste the below into your letterhead and adjust to suit your business. Replace bracketed text with details.
(ABN ) | Subject: Employment Confirmation - To whom it may concern, This letter confirms that is employed by as a in the . Employment details are as follows: • Employment status: • Employment type: • Start date: • End date (if applicable): • Hours/FTE: • Remuneration: Primary duties: This information is provided at the request and with the consent of for the purpose of . Please contact , , on or if you require verification. Yours sincerely,
Optional lines can be added for probation dates, visa sponsorship status, or leave status if specifically requested and appropriate to disclose (with consent).
Legal Considerations For Australian Employers
Privacy And Confidentiality
Personal information and remuneration are protected by privacy laws. Always confirm employee consent, limit disclosure to what’s necessary for the stated purpose, and ensure your processes align with your Privacy Policy.
Avoid including sensitive information (e.g., health status, performance issues) unless absolutely necessary and authorised.
Accuracy And Record-Keeping
Letters must reflect your current records. If your contracts or systems aren’t up to date, fix that first. Well-drafted Employment Contracts and clear workplace policies make it easier to confirm facts quickly and confidently.
Employment Type Matters
Be clear about whether the worker is full-time, part-time, casual or fixed-term - and ensure the letter matches the underlying contract. If you’ve updated a casual’s average hours or a part-timer’s agreed pattern, reflect those changes accurately or attach a short addendum if needed.
Where relevant, check the correct classification and entitlements under any applicable Modern Award so you don’t inadvertently misstate pay or conditions.
Don’t Promise What You Can’t Guarantee
Third parties sometimes ask for forward-looking assurances (e.g., “confirm employment will continue for 12 months”). Avoid guarantees about the future. You can state that employment is “ongoing subject to the contract and applicable laws,” but don’t create new obligations in a letter.
Former Employees And Certificates Of Employment
For former staff, keep letters factual: role, dates of employment, and (if appropriate) hours. If you’re unsure about your obligations or what to include, this guide to certificates of employment is a helpful starting point.
Standardising Your HR Process
Consider a simple HR SOP: who prepares the letter, who approves it, standard fields to include, and how you store it. Embedding this into your Staff Handbook supports consistency and reduces risk.
FAQs: Practical Issues Employers Ask
Do I Need A Different Template For Casuals?
Not necessarily, but include the correct employment type, pay basis (hourly rate + casual loading) and average hours. Ensure details align with your casual Employment Contract and current roster patterns.
Should I Include Bonus Or Commission?
Only if the third party requires it and it’s relevant. If payments are discretionary or variable, say so clearly. For example: “Employee is eligible for discretionary bonuses; none are guaranteed.”
Can We Use Email Instead Of A Formal Letter?
Many recipients will accept an email from an official company address, provided it contains the same details and contact information for verification. If in doubt, issue a signed PDF on letterhead.
Who Should Sign?
Someone with authority to confirm employment facts - typically HR, payroll or a senior manager. Avoid having line managers sign if they are not authorised under your internal policy.
Best Practices To Keep Your Template Compliance-Ready
- Keep It Neutral And Factual: Avoid opinions, performance commentary or guarantees.
- Use Consistent Titles: Match job titles used in your HRIS and contracts.
- Be Clear On Pay Basis: “$XX,XXX per annum plus super” vs “$XX.XX per hour plus super” reduces confusion.
- Refresh Regularly: Review the template twice a year or when you update your HR policies.
- Centralise Requests: Have a single inbox or HR contact to manage and track letters.
- Escalate Edge Cases: If a request seems unusual (e.g., asks for sensitive information), run it past your HR lead or get advice from an employment lawyer.
Upgrading Your Foundations: Contracts And Policies That Help
A strong template relies on strong foundations. If you’re tidying up your HR stack, consider refreshing:
- Employment Contracts for full-time/part-time roles with clear hours, duties and remuneration.
- Employment Contracts for casual staff, clarifying casual loading and rostering practices.
- Workplace Policies covering HR authority, privacy and records handling.
- Staff Handbook to centralise your processes, including issuing confirmation letters.
- Privacy Policy setting out how employee personal information is collected, used and disclosed.
Key Takeaways
- An employment confirmation letter template helps you respond quickly to banks, landlords and agencies with accurate, consistent information.
- Include the essentials: company details, employee identity, role, employment type, dates, hours/FTE, remuneration, and a verification contact.
- Get the employee’s consent, disclose only what’s necessary, and align with your Privacy Policy and HR approval process.
- Never promise future employment or include opinions; keep letters factual and consistent with your contracts and payroll records.
- Standardise your process in your Staff Handbook and keep templates updated alongside your Employment Contracts and policies.
- If a request is unusual or complex, it’s wise to speak with an employment lawyer before issuing the letter.
If you’d like a consultation on setting up an employment confirmation letter template (or tightening your HR policies and contracts), you can reach us at 1800 730 617 or team@sprintlaw.com.au for a free, no-obligations chat.
