Every employee should know how to write a Certificate of Employment request letter. A Certificate of Employment (COE) confirms you worked for that organization and have experience in a specific field. To get this certificate, one should make a formal request to their employer through a letter.
An employer can issue the certificate to a current or former worker. A former employee can only get a COE after being cleared by the company and making a formal request. You should keep various important things in mind when writing a request letter for a Certificate of Employment. Here's how to write a letter requesting a Certificate of Employment.
How to write a Certificate of Employment request letter
Your current/potential employer can request you to submit a Certificate of Employment from your former place of work. The document shows your working history and verifies your job competence.
You can also use the certificate when applying for loans, Travel Visas, scholarships for higher education, and credit cards. The COE confirms to the lender and sponsors that you are employed. It also proves to the foreign authorities of the country that you're returning home after your visit.
A Certificate of Employment or an Employment Certificate usually states your first and last day of employment. Your employer may also highlight your duties and responsibilities or positions at the company.
You can handwrite a letter requesting the certificate or type it, but remember that most companies today prefer typed letters. A COE request letter should have the following features:
You should write your address if you no longer work for the company. A current employer may not need not to write their address when emailing the HR officer their request letters.
Please indicate the date you are sending the letter. It should appear below the employee's address. Some write it below the recipient's address. You should include the date even when emailing the HR officer.
A letter requesting a COE is like any formal letter. You should write "Dear Sir/Madam," or the name of the recipient, or "To whom it may concern." Most employees use "To whom it may concern" when they do not know who will receive their letter.
You must start your letter by telling your HR officer or employer you need a Certificate of Employment, then state your reasons. It might be because you found a new job. You might also be applying for loans, Travel Visas, credit cards, or scholarships for higher education.
After that, list the details you want the employer to include in your COE (e.g., your former and current positions and roles, date of employment and termination, and salary (if necessary)). You can ignore this if you find it unnecessary.
You should specify when you need the certificate by asking the HR officer or employer if they can issue your COE within a specific timeframe.
Like any other formal business letter, your request letter for a COE should end with "Yours sincerely," your signature, and your full name. Please include your full name and contact details (email and phone number) if necessary.
Sample request letter for a Certificate of Employment
There are many formats for writing a request letter for a Certificate of Employment. Below is a letter of request sample for a current employee. You can use this sample when sending the request letter to your employer via email:
|Dear Sir/Madam,Subject: Request for a Certificate of EmploymentI am requesting an employment certificate. I have worked in (name of the company) for (time) in (name of department) as a (job title).I would like to have this document because (give the reason). I will be grateful if you grant my wish by (provide the date).Yours sincerely,(Signature)(Your name)
Request letter for a Certificate of Employment for a new job
An employee of a company with several departments should use this format when sending the HR officer a COE request letter. Instead of writing your address at the top, you can simply write your name, job description (position and department), company name, and date. After that, you should write the recipient and the company's address (full address or just the location):
|From;Janet Padilla,Quality Assurance Analyst,Quality Assurance Department,Victorian Company Ltd,05/07/2019. To;Human Resource Manager,Victorian Company Ltd,Texas. Dear Sir/Madam,REF: Request for a Certificate of EmploymentI worked as a Quality analyst in the Quality Assurance section from May 2nd, 2010, to March 3rd, 2019. I was on the laid-off team following the previous downsizing on March 6th, 2019.I am requesting an employment certificate because I have found a job in another company, and I should hand in this certificate before August 1st, 2019. I would appreciate it if I receive it before August 1st, 2019.Yours sincerely,(Signature)Janet Padilla.
Request letter COE sample when applying for a loan
An employee can use this sample request letter for a Certificate of Employment. It is short and precise. If you are applying for a loan, you can email the HR manager your COE request letter using this format:
|To:The Human Resource Manager,Manila Feeds Company Ltd,P.O Box 12345,Texas.December 12th, 2022.Dear Dr. John Rivera,Subject: Request for a Certificate of EmploymentI am requesting an Employment Certificate. I have been a maintenance technician at Manila Feeds Company for the past ten years. I appreciate the benefits the company has continuously given me. I am asking for the document to facilitate my loan application process. I would be grateful if I received it on or before January 1st, 2023.Yours sincerely,(Signature)Patrick Komen.
Sample request letter for a Certificate of Employment when traveling overseas
If you plan to travel overseas, please request a Certificate of Employment in time to avoid the last-minute rush. Check out the example below:
|From:Granvil Melsa,Procurement and Logistics department,Caltex Cotton Ltd,April 12th, 2023. To:The Human Resource Manager,Caltex Cotton Ltd,Khartoum.Dear Sir/Madam,RE: Request for a Certificate of EmploymentI wish to submit my request for an employment certificate. I have worked as a procurement officer at Caltex Cotton Ltd for the past three years. I plan to travel abroad to pursue further studies, and the college requires the document. The document is required before May 15th, 2023. I would appreciate getting the copy earlier.Thank you,Yours sincerely,(Signature)Granvil Melsa.
What is the purpose of requesting a COE?
Please note that a Certificate of Employment is not a Clearance Form. A COE proves you have worked for your former or current employer. Meanwhile, a Clearance Form lists your unfinished work and unfulfilled responsibilities. Once accomplished, it declares you finished all tasks before leaving the company. Below are some of the reasons for requesting a COE:
Applying for a new job
An employer can request a Certificate of Employment before or after giving you the job. It proves your working history and confirms you have experience in the field.
Applying for a loan or credit card
Lenders, mostly banks, may require a COE to confirm that you are employed and can repay the loan. You should request your employer or HR officer to include your salary in your COE.
Applying for a Travel Visa
You need a COE when applying for a Travel Visa for another country. The embassy will use it as assurance that you are employed and will return to your home country after your visit.
Applying for a scholarship
Employees who need scholarships for higher education, especially abroad, may be asked to present their Certificates of Employment. It confirms to the private or public sponsor that you are/were employed.
Certificate of Employment template
A good employer should give you the Certificate of Employment about three days after receiving your request letter, but there is no timeline to which an employer should adhere. You should check out Certificate of Employment templates online to know what the document looks like. Below is an example of a Certificate of Employment:
|(The organization's logo)(The organization's address)CERTIFICATE OF EMPLOYMENTThis is an assurance that (worker's name) was an employee of (the company's name) from (commencing date) up to (end-date) as a (job title).This confirmation is being issued to Mr./Ms. (surname) for whatever legal purpose it may serve.The document was issued on (date) day of (month), (year) at (Company address).The CEO/Human Resource Manager's name,Signature,Job title.
A sample Certificate of Employment with salary
You can request the employer to add your job position, roles, and salary in the COE at your former workplace. Below is a sample Certificate of Employment with salary:
|(The company's logo)(The company's address)CERTIFICATE OF EMPLOYMENT(The worker's name) has been an employee of (the company's name) from (commencing date) up to (end-date) as a (job title). Her monthly compensation includes the following:1. Basic salary of ___________________________2. House allowance of _______________________3. Transport allowance of____________________4. Medical allowance of______________________This certificate is being issued to Mr./Ms. (surname) for whatever legal purpose it may serve.The document was issued on (date) day of (month), (year) at (Company address).The CEO/Human Resource Manager's name,Signature,Job title.
How to get a Certificate of Employment
Employees should request their Certificates of Employment (COE) from their respective Human Resource (HR) Officers or employers.
There are several reasons employers can refuse to grant workers COEs. For instance, your former company is not obliged to give you a COE if you are an independent contractor/sub-contractor or a freelancer. The company might also delay your COE if your clearance process is pending or you still need to finish your responsibilities.
A Certificate of Employment request letter helps you get a COE. You can get the certificate when you request it formally. An employee has the right to get this document from the employer.
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