Formal request letter for certificate of employment sample

Request letter for certificate of employment is very formal letter, requiring from recipient to issue Certificate of employment. Certificate of employment is actually written confirmation from employer indicating that person in question is/was employee of the Company.

When employee still works in the company it is not necessary to send such a formal service request letter, rather it can be done in the email communication. However, If the applicant is not employed by the employer any longer, the employer typically issues the Certificate of Employment upon written request letter. This is standard procedure, when new employer verifies the references previously submitted by employee, in the final stages of selection process.

What to include in the request letter for employment certificate for new job?

It is usual practice to include the following in the request letter:

  1. Addressing the person, you are sending your request letter, most likely your old HR director, or person who deals with employee records in the company. If there is no such person in the company, use “to whom it may concern.”.
  2. Briefly describe employment history with the company, like position, time, duration of the contract, contract type, record number, contract number, etc. These details are very important when addressing big companies, because they have thousands of employees, and it is not always easy to track old employees. If you have changed your family name in the meantime, don’t forget to indicate your given name.
  3. Communicate the request in the separate paragraph, indicating why do you need employment certificate.
  4. Give the timeframe, i.e. the deadline by when you need certificate of the employment, and proposed delivery methods, like by mail, fax, email, etc.

Sample request letter for certificate of employment for new job

Joana Simons

HR Officer

Coca-Cola Hellenic Bottling Company

Athens, Greece


Dear Ms. Simons,

I hope this letter finds you well. My Name is Georgios Papadopoulos, and I have served as logistic assistant in the Coca-Cola Hellenic Bottling Company between 2011 and 2018. I have left the company due to abolishment of post I have been holding for these 8 years.

Since then, I have been searching for a new job, and now PEPSI CO has offered me similar post in their company. As they need to verify my employment history, I am writing you to request for an employment certificate.

As I mentioned above, I have been serving as a logistic assistant, and I had a regular contract with the company, in your records archived under Number 00-11-5224-ECR-55. My employee number was 3068855.

I would be grateful if you can issue this certificate of employment by June 1st, 2020.

Thank you.


Georgios Papadopoulos.