Proof of Income Letter

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Written By Alina Sokirko

When you apply for an apartment, the landlord will ask you for various financial documents along with your application. One of the most important is the proof of income letter. This document helps landlords know whether or not you were truthful on your application. Here is a closer look at the proof of income letter and what it should contain.

What is an Income Verification Letter?

An income verification letter, also known as a proof of income letter or employment letter, is a document confirming where you work and how much you make. This letter must come from your employer or be signed and approved by a manager. 

The application to rent an apartment will contain a question about your current place of employment and annual salary. So, the information provided in the income verification letter must match what you included on the application if you are to be considered a serious applicant. 

Why Do Landlords Ask for a Letter of Employment?

Landlords need a way to verify that you are gainfully employed and make enough to afford the apartment. While they will also run a credit check, this will only confirm your past financial history, not your future income. Plus, it can’t accurately verify your current employment.

Landlords may also request bank statements and paystubs, which they will use to analyze your financial situation. But this doesn’t always paint an accurate picture, especially if your income fluctuates or you have more than one job.

Therefore, the income verification letter is the easiest way to confirm the financial information you provided on the application is accurate. The landlord can also cross-reference this information against the other financial documents and contact your employer if something doesn’t add up.

How Do You Obtain a Verification Letter?

Your employer must provide or sign off on the income verification letter. So, to obtain one, you should speak to your manager or supervisor at the company you work for and either have them fill it out or point you to the person who can. Depending on the company, sometimes an HR rep or accountant will need to sign off on the letter as well. 

It typically doesn’t matter who fills it out, as long as it’s someone with authority at the company who can verify your current employment and salary. If you want to make their job easier, you can download a template, fill it out, and then let your supervisor sign and date it.

What Does a Verification Letter Contain?

Landlords may have their own specific requirements for the contents of the letter. But, in general, it will contain some basic contact information and details about your employment situation.

Some standard information included in an income verification letter include:

  • Your name
  • Your employer’s name
  • Your phone number and email
  • Your employers’ number and email
  • Your job title
  • The amount of time you’ve been with the company
  • The number of hours you work on the average week

Your employer may include other positive information about your work ethic and general sense of responsibility. It’s typically not required, but it can’t hurt if you have a good relationship. Anything that may convince the landlord that you are a responsible individual with a successful employment history will help your case. 

Sample Income Verification Letter

There are a few different ways to draft an income verification letter. You can either write one from scratch, have your manager write one, or use a pre-written template and fill in the relevant details.

But before you do, you should check with the landlord and the broker representing them to see if they have specific formatting or content requirements. The vast majority will require the basic info listed in the previous section, but it never hurts to ask in case they have a preference. 

Here is a sample income verification letter that you can use: 

Date: 

Employer Name:

Company Address:

Verification of Employment for ______________ (Employee Name)

To Whom It May Concern, 

This letter is confirmation that __________ (name of employee) has been an employee of _________ (name of company) since _________ (start date). 

Currently, ___________ (employee name) hold the title of ________ (employee’s position at the company) and works on a part time / full time (circle one) basis of _____ hours per week. His/her current salary is $_______ paid yearly / monthly / weekly / bi-weekly / hourly (circle one) and earns an annual bonus of $_______ (if applicable). 

All the information included in this letter is accurate to the best of my knowledge. If you have any additional questions, please contact me at ______________ (email address and/or phone number). 

Sincerely,

___________ (manager name)

___________ (company title)

___________ (company address)