Fillable Form Proof of Income Letter

What is a Proof of Income Letter?

A Proof of Income letter is a formal document that verifies an individual's income. It is typically required when applying for loans, renting an apartment, or applying for certain government programs. This letter serves as evidence of an individual's financial stability and is an essential document when dealing with financial institutions.

The letter should include the employer's contact information, including their name, phone number, and email address, as well as information on the employee’s work and (though not always required) salary. This information is important as it allows the recipient to contact the employer for further verification if necessary.

How do I fill out a Proof of Income Letter?

A Proof of Income letter requires information on the employee, such as their name, position in the company, and salary, and the employer’s contact information for verification purposes. Depending on the purpose for which the Proof of Income letter is being used, other documents may need to be provided alongside the letter for additional information.

Company Name

Enter the name of the company or business the employee works for.

Sender Name

Enter the full legal name of the person sending the letter.

Sender Job Title

Enter the sender’s job title within the company or business.

Company Address

Enter the address information (city, state, ZIP code) of the company office that the employee works at.

Sender Phone Number

Enter the primary phone number of the sender.

Date

Enter the date that this letter was written.

Employee Name

Enter the employee’s full legal name.

Employee Job Title

Enter the employee’s job title.

Effective Employment Date

Enter the date that the employee was hired at the company. If the employee no longer works for the company, enter the date that their employment ended.

Employment Basis

Enter the basis of the employee’s work with the company (part-time or full-time).

Salary

If the employee’s salary will be disclosed, enter the employee’s salary and on what basis they are or were paid (i.e. monthly, weekly, daily, etc.)

Sender Name and Signature

Have the sender enter their full legal name and sign the letter in the space provided.

Frequently Asked Questions (FAQs)

Can a self-employed person provide a Proof of Income letter?

Yes, a self-employed person can provide a Proof of Income letter. The letter should include information about their business, such as the nature of their work, the length of time they have been in business, and their estimated income.

Should the letter be written with the company letterhead?

As much as possible, yes. This is important as it provides additional certification that the letter was written by and from the company in question.

How can I request a Proof of Income letter from my employer?

Contact your employer, or in the case of a larger company or organization, the Human Resources (HR) department or your supervisor, and ask them for a Proof of Income letter. You will likely need to tell them what you need the letter for. Note, however, that employers are not legally obligated to provide a Proof of Income letter to their employees upon request.

Can a Proof of Income letter be provided by a previous employer?

Yes, a Proof of Income letter can be provided by a previous employer. If you are no longer employed by a company, but need to provide proof of your income from that job, you can request a letter from your former employer.

How long does it take for employers to write a Proof of Income letter?

The amount of time it takes for an employer to write a Proof of Income letter for an employee will vary between employers. You may ask your employer when you can expect the letter to be finished, but either way it would be beneficial to ask for a Proof of Income letter as soon as possible so as to avoid any issues with delays or your employer simply being slower than usual to write the letter out.

Can a Proof of Income letter be used as proof of employment?

Yes, but it is generally not used for that purpose. Employers often provide a separate employment verification letter that provides information about the individual's employment history, such as job title, employment dates, and salary, which can be used alongside a Proof of Income letter to add extra details whenever necessary.

How long is a Proof of Income letter valid?

The validity of a Proof of Income letter depends on the specific requirements of the organization or entity that is requesting the letter. Some organizations may require that the letter be dated within a certain timeframe, such as within the last 30 or 60 days, while others may accept letters that are older. Generally, a Proof of Income letter is valid for as long as the information contained in the letter remains accurate and current.

How often should a Proof of Income letter be updated?

It is a good idea to update your Proof of Income letter whenever there is a significant change in your employment status or income. For example, if you start a new job, receive a significant pay increase, or experience a change in your employment status (such as going from full-time to part-time), you may need to request an updated Proof of Income letter to reflect the changes.

Can a Proof of Income letter be used for multiple individuals?

No, a Proof of Income letter is issued for an individual and is intended to verify that person's income. It cannot be used to verify the income of multiple individuals. Each individual must have a Proof of Income letter written for them, separately.

Can a Proof of Income letter be sent electronically?

Yes. When sending a Proof of Income letter electronically, it's important to ensure that the document is sent securely and that the recipient can verify its authenticity. Employers may use secure portals or other secure methods to send electronic copies of Proof of Income letters, or they may require the individual to request a specific format for the letter, such as a password-protected PDF or encrypted email.

What should I do if I need a Proof of Income letter but my employer refuses to provide one?

Identify the reason for why they refuse to provide a Proof of Income letter, then seek legal advice or fix the issue as necessary. Employers are often not required by law to provide a Proof of Income letter upon request, but if their refusal also extends to providing information that they are actually legally obligated to provide per the laws of the state or the country, you may need to take legal action in order to remedy the issue.

Can I write my own Proof of Income letter?

No. A Proof of Income letter must be written by the employer of the individual from whom the Proof of Income is being requested. In the case of self-employed individuals, they may submit Proof of Income letters for themselves, though there may be some issues with the processing of said letters depending on whether or not the entity requesting a Proof of Income letter to be provided will accept one from a self-employed individual.

Can a Proof of Income letter be notarized?

Yes, a Proof of Income letter can be notarized. Though not always required, having the letter notarized will help to further prove the veracity of the letter.

What should I do if there is an error in my Proof of Income letter?

If there is an error in your Proof of Income letter, you should contact the issuer of the letter as soon as possible to request a correction. Depending on the nature of the error, the issuer may be able to provide a corrected letter or an addendum to the original letter.

How can I prove my income if I am unemployed?

Even when unemployed, Proof of Income may still be necessary for various purposes. In such a situation, you may use any of the following as Proof of Income:

• Unemployment Benefits
• Tax Returns
• Bank Statements
• Letter from previous employer
• Any other source of income

Note, however, that the organization or person that is asking for Proof of Income from you may have specific requirements set for what types of documentation they will accept as Proof of Income. Make sure to check with them to ensure that you submit the correct documents.