Writing a Proof of Employment for a Public Body
Public sector staff need proof of employment as often as anyone else: for loans, tenancy applications, immigration forms and applications to other departments. Agencies tend to be cautious about wording, so a concise, formal letter with the right facts is best. This template follows that style. It confirms the person, the agency, the position and the dates, and it adds one line about diligent performance and compliance with agency policy.
Page Design
The certificate is Letter size landscape, 11 x 8.5 inches. Dark olive green bands with sweeping curves in yellow green and pale lime fill the top and bottom edges. A square logo mark and the words COMPANY NAME sit at the top centre. The heading is a script, Certificate of Employment, with FOR GOVERNMENT AGENCIES in bold yellow green capitals beneath it. The font pair is Alex Brush and Montserrat.
Below, To Whom It May Concern leads to the main paragraph: This is to certify that [Employee’s Full Name], with Employee ID [Employee ID], has been employed by the [Government Agency Name] as a [Position/Job Title] from [Start Date] to [End Date or “Present”]. A second paragraph says the person has performed their duties diligently and has abided by the agency’s policies and regulations. At the bottom, a block gives the company name and an address, and a signature line is labelled AURTHORIZED SIGNATURE.
Three Edits Before You Print
- Replace COMPANY NAME, in the logo area and above the address, with the agency or department name.
- Replace the sample Denver address with your official address.
- Correct the label AURTHORIZED SIGNATURE to AUTHORIZED SIGNATURE.
Check the Rules of Your Agency
Government bodies often have a standard format, a required reference number or a specific official to sign. Before you use this template, confirm what your human resources office requires. Add a reference number line if your records system uses one. If the letter is for use abroad, ask whether it needs to be notarised or legalised.
Start and End Dates
Use full dates, such as 4 March 2018, and write “Present” for current staff. If the person moved between departments, list only the dates that the letter covers or add a short sentence for each posting. Accurate dates help embassies and banks match the letter with other documents.
Printing the Olive and Lime Waves
The wave graphics run to the edges, so choose Fit to page on an office printer. Print on agency letterhead if you have it, which means you may want to delete the wave graphics and use only the text. Sign in blue ink and add an official stamp.
When the Agency Issues Many Letters
Public bodies often receive many requests. Create one master file with the agency name, the official address and the signatory already in place, and save a copy for each request with only the employee details changed. Keep a register of issued letters with the date and the reason, which helps if the same person asks again.
Check that the signatory still holds the post named on the letter, because staff changes can make an old template out of date.
For private sector staff, see the health care workers certificate or the teaching staff certificate. The wider range is in employment certificates.
