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Types of Employment and Income Verification Documents (2023 Guide)

Types of Employment and Income Verification Documents

It isn’t always obvious which forms employees have to fill out when asked to confirm their employment and income status. It can be a frustrating and confusing process to navigate for anyone. That’s why I’ve compiled a list of the most popular types of employment and income verification documents to provide some assistance. 

This will ensure that both employers and employees know what documents are most relevant to abide by local laws and regulations.

Employment Verification Forms

Although confirming a person’s employment with a certain organization is the main objective of employment verification, it can also be useful for verifiers to know more about an employee’s duties. This helps them gain a clearer pc

Employment Verification is necessary in various circumstances, including when a business hires a new employee, when a lender assesses a loan applicant, or when opening a credit account.

IRS Form I-9

This document, which certifies an employee’s right to work in the United States, is required for all new hires. The form, which is primarily filled out by the employer, requires them to gather the identification and employment verification documents for each employee. However, take note that the employee must fill out the first section of the form, which requests personal data such as their name, address, and Social Security Number.

The section of Form I-9 where employers certify an employee’s eligibility for employment is the most significant part of the document. Different identity documents have varying amounts of weight, with some demonstrating eligibility on their own while others require further evidence. 

Here are the three types of documentation categories that are required to complete Form I-9:

Document List A – Proof of employment eligibility and identity

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To verify your identification and your eligibility to work, at least one of the following documents will be required:

  • U.S. Passport or a Passport Card
  • Permanent Resident Card or Alien Registration Card
  • Employment Authorization Document Card
  • A Foreign Passport with an Endorsement to Work via Form I-94 or I-551

Document List B – Proof of identity only

Note that this must be accompanied by a document from Document List C, further down.

  • Current U.S. Driver’s License
  • Federal, State, or Local ID Card
  • Canadian Driver’s License
  • School ID Card with Photograph
  • U.S. Military Card or Draft Record
  • U.S. Coast Guard’s MMD (Merchant Mariner Document)
  • Voter Registration Card
  • Military Dependent’s ID Card
  • Native American Tribal Document

Document List C – Poof of employment eligibility only

Document List C - Poof of employment eligibility only

Note that this must be accompanied by a document from Document List B, as shown above.

  • U.S. Social Security Account Number Card
  • U.S. Citizen ID Card
  • Certification of Report of Birth by U.S. Department of State
  • Identification Card for Residents of the U.S.
  • Original or a Certified Copy of Birth Certificate Bearing an Official Seal
  • Native American Tribal Document
  • Consular Report of Birth Abroad
  • Employment Authorization Document issued by the DHS (Department of Homeland Security)

It is also important to know that employers are required to keep a copy of each employee’s signed Form I-9 for a minimum of three years from the date of the employee’s hire. Non-compliance with the law or inappropriate disclosure can result in severe penalties, including incarceration. 

Employment Verification Letter

A company will provide an Employment Verification Letter to confirm that a prospective new employee has held the position they are claiming to have held in the past. This document is also known as a Proof of Employment letter (PoE).

An Employment Verification Letter focuses primarily on the employee’s job title, dates of employment, and responsibilities. However, the content of these Proof of Employment letters may vary.

Typically, the extra details required for completing the letter are as follows:

  • Employer’s business name and address (or use the standard company letterhead)
  • Name and address of the company that needs the verification letter
  • Current or former employee’s job title
  • Dates the staff member was or is employed
  • Current or former employee’s salary, including bonuses
  • A list of the employee’s responsibilities (this is optional)
  • Your name, contact information, and signature so recipients can contact you if required

It is important to understand these requirements to ensure that verifiers include all details needed to provide adequate proof of employment and avoid unnecessary delays.

Unemployment Verification Form

Unemployment Verification Form

In the event that an employee has been fired without cause or lost a job, he or she will usually apply for assistance through the state’s Unemployment Insurance program. The application form, which varies depending on the state, is generally filled out by the employee. It typically includes sections where the applicant must describe the cause for termination as well as their overall earnings.

That’s not all, though. Employers also reserve the right to refute any statements made on an application by a former employee. However, disputes tend to prolong the application process. This can cause a situation where payments are delayed and can make it more challenging and frustrating for employees to cover ongoing costs of living.

Income Verification Documents

Accurate confirmation of an employee’s earnings can be crucial for loan origination, a new line of credit, and even property-lease agreements. As a result, requests for financially-motivated employment verification may require employees to provide proof of their income.

State-specific income verification form

States frequently have their own relevant documentation for verifying employment and income. For instance, in Texas, when an employee is unable to offer additional evidence that would sufficiently verify their income, Form H1028 is used to get confirmation from the employer of the employee’s income and earnings information.

Loss of Income Form

While there are no federal forms for proving a loss of income related to a current or former job, individual states have forms to help employees who may be asked to do so, as can occasionally happen. These forms will assist in documenting changes in the employee’s earnings. In Florida, for example, a loss of income is reported using Form CS ES 2620.


About The Company’s Paystubs

Paystubs can easily be fabricated these days, so verifying agencies usually need more official verification from a current or previous employer. This is typically offered through state-specific forms, such as Texas’ Form H1028. However, it is also helpful to keep in mind that, in some circumstances, a paystub can still serve as sufficient proof of employee earnings.

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Types of Employment and Income Verification Documents – Final Thoughts

Every form on the list I’ve included above has a specific purpose, and frequently, it takes several documents to adequately establish employment and income details. Therefore, securing the right documentation to record a successful verification is the most important aspect of Employment and Income Verification

Forms should therefore be filled out entirely and honestly by both employers and employees, as there are consequences for making false disclosures that can range from a damaged professional reputation to incarceration.

While it can feel like a chore, or even intimidating, to fill out so many forms, it is necessary in today’s world, so it is important to keep yourself well informed. Hopefully, you now have a little more insight and understanding of the different types of employment and income verification documents.

Happy form filling!

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