Are you a business owner or manager who occasionally needs to write formal letters on behalf of your company?
Maybe you need to confirm employment for a staff member applying for a mortgage.
Or perhaps you’ve been asked to verify a former employee’s work history and character.
These kinds of letters, known as attestation letters, play an important role in many personal and professional situations.
Getting them right is key to helping the recipient while also representing your organization well.
Sample Letters of Attestation for a Company
To inspire your attestation letter writing, here are 15 sample letters covering common scenarios:
Letter Confirming Current Employment and Salary
Subject: Employment Verification for John Smith
To Whom It May Concern,
I am writing to confirm that John Smith is currently employed by XYZ Corporation as a Senior Software Engineer. John began working with us full-time on July 15, 2018, and remains an employee in good standing as of the date of this letter.
John’s current annual salary is $120,000. If you require any additional information, please feel free to contact me at (555) 123-4567 or jane.doe@xyzcorp.com.
Sincerely,
Jane Doe
Human Resources Manager
XYZ Corporation
Letter Verifying Past Employment
Subject: Employment Verification for Sarah Johnson
To Whom It May Concern,
This letter is to verify that Sarah Johnson was employed by our company, ABC Inc., from January 5, 2015 to March 31, 2022. During her time with us, Sarah held the position of Marketing Manager and was responsible for overseeing our digital marketing campaigns and social media presence.
Sarah left our organization voluntarily to pursue other opportunities. We appreciated her creativity, strategic thinking, and dedication during her 7 years with ABC Inc. If you have any other questions, please don’t hesitate to reach out to me directly at bob.smith@abcinc.com or (555) 987-6543.
Best regards,
Bob Smith
Director of Human Resources
ABC Inc.
Letter Confirming Self-Employment Income
Subject: Verification of Self-Employment Income for Maria Garcia
To Whom It May Concern,
My name is Maria Garcia and I am self-employed as a freelance graphic designer operating under the business name MG Designs. This letter is to confirm my self-employment income for my mortgage application.
For the past three years, I have consistently earned an average annual income of $85,000 through my freelance design work. I anticipate my income remaining stable or growing in the coming years based on my established client base and reputation in the industry.
If you need any further information or documentation of my income, please contact me at maria@mgdesigns.com or (555) 456-7890. Thank you for your consideration.
Sincerely,
Maria Garcia
Owner & Principal Designer
MG Designs
Letter Confirming Enrollment in a Study Program
Subject: Enrollment Verification for Rajesh Patel
To Whom It May Concern,
This letter confirms that Rajesh Patel is currently enrolled as a full-time student in the Master of Business Administration (MBA) program at State University. Rajesh began his studies in our program in September 2022 and is expected to complete his degree in June 2024.
Rajesh is a student in good academic standing, maintaining a GPA of 3.8. If you require any further information about his enrollment or academic progress, please contact our office at registrar@stateuniversity.edu or (555) 888-9999.
Best regards,
Lisa Thompson
University Registrar
State University
Letter Attesting to Character for Court
Subject: Character Reference for Court Hearing of Michael Johnson
Dear Sir or Madam,
My name is Christine Davis and I am writing this letter as a character reference for Michael Johnson. I have known Michael as a coworker and friend for over five years in my role as a supervisor at XYZ Company.
During the time I have known him, Michael has consistently demonstrated himself to be a person of integrity, responsibility, and strong moral character. He is reliable, hardworking, and well-respected by his colleagues. He has always been willing to go above and beyond to help others and contribute to the team.
I believe that Michael’s current legal troubles are an unfortunate aberration and not reflective of his true character. He is deeply remorseful and committed to making amends. I am confident that, with the court’s leniency and support, Michael will rebound from this experience and continue to be an upstanding member of our community.
Thank you for considering my attestation to Michael’s character. Please feel free to contact me if you require any further information.
Sincerely,
Christine Davis
(555) 765-4321
Letter Confirming Volunteer Service
Subject: Verification of Volunteer Service for Emily Nguyen
To Whom It May Concern,
It is my pleasure to confirm that Emily Nguyen has been a dedicated volunteer with our organization, the Community Food Bank, for the past 18 months. Emily has consistently volunteered an average of 10 hours per week, primarily assisting with sorting food donations and preparing packages for our clients.
Emily’s compassion, strong work ethic, and positive attitude have made her an invaluable member of our volunteer team. She builds strong relationships with fellow volunteers and staff and always looks for ways to make our processes more efficient so we can serve more people in need.
We are grateful for Emily’s sustained commitment to our cause. Her volunteer service is truly making a difference in our fight against hunger in the community. Please don’t hesitate to contact me for any additional details about her contributions.
Warm regards,
Mark Robinson
Volunteer Coordinator
Community Food Bank
(555) 234-5678
Letter Verifying Membership in an Organization
Subject: Membership Verification for David Kim
To Whom It May Concern,
This letter is to verify that David Kim is an active member of the American Society of Mechanical Engineers (ASME). David has been a member in good standing since May 2017 and his current membership term extends until April 2025.
As a professional member of ASME, David has access to our full range of benefits, including continuing education resources, technical publications, networking events, and discounts on conference registrations. ASME membership also signifies a commitment to the highest ethical standards in the mechanical engineering field.
If you have any questions about David’s membership or our organization, please feel free to contact our membership services department at members@asme.org or (555) 111-2222.
Best regards,
Jennifer Lee
Director of Membership
American Society of Mechanical Engineers
Letter Attesting to a Product’s Quality or Characteristics
Subject: Attestation of Product Quality for XYZ Widgets
To Whom It May Concern,
On behalf of XYZ Manufacturing, I am writing to attest to the quality and characteristics of our flagship product, XYZ Widgets. Our widgets are made from premium-grade aluminum alloy and are precision machined to tolerances of +/- 0.005″.
Every XYZ Widget undergoes rigorous quality control testing, including dimensional verification, strength testing, and surface finish inspection. We are ISO 9001 certified and maintain detailed records of our quality control processes and results.
In addition to their precise manufacturing, XYZ Widgets are known for their versatility and durability. They are designed to perform reliably in temperatures ranging from -40 to +200 degrees Fahrenheit and can withstand dynamic loads of up to 500 psi. Our widgets have a wide range of applications across industries, from automotive to aerospace.
We stand behind the quality of XYZ Widgets with a 5-year limited warranty. If you have any specific questions about the technical specifications or quality standards of our widgets, please reach out to our engineering team at engineering@xyzmanufacturing.com or (555) 777-8888.
Sincerely,
James Rodriguez
Quality Assurance Manager
XYZ Manufacturing
Letter Confirming a Person’s Participation in an Activity
Subject: Confirmation of Participation in ABC Conference for Sarah Patel
Dear Sarah,
I am writing to confirm your participation in the ABC Industry Conference being held in Orlando, Florida from November 15-18, 2025. Our records show that you have registered for the full conference pass which includes access to all keynote sessions, breakout tracks, networking events, and the exhibit hall.
As a registered attendee, you can pick up your conference badge and welcome packet at the check-in desk starting at 7:00 am on November 15. The first keynote session will begin promptly at 9:00 am, so please plan your arrival accordingly.
We have an exciting lineup of speakers and activities planned throughout the 4-day event. I encourage you to download our mobile app to customize your agenda, connect with other attendees, and receive important updates.
Thank you for your participation in ABC Conference 2025! If you have any questions leading up to the event, our attendee services team is happy to assist. You can reach us at attendees@abcconference.com or (555) 444-5555.
See you in Orlando!
Best,
Michael Thompson
Attendee Services Coordinator
ABC Industry Conference
Letter Verifying a Donation for Tax Purposes
Subject: Verification of Charitable Donation for Tax Purposes
Dear Lisa Johnson,
On behalf of the Everyone’s Children Foundation, I would like to express our sincere gratitude for your generous donation. This letter serves as the official acknowledgment of your contribution for tax purposes.
Our records show that you made the following donation:
Date: December 15, 2024 Amount: $500 Payment Method: Credit card Transaction ID: XX-123456
As a registered 501(c)(3) nonprofit organization, your donation is tax-deductible to the extent allowed by law. Please retain this letter for your records.
Your contribution will go directly toward funding our early childhood education programs for underserved communities. Thanks to the support of compassionate donors like you, we can provide high-quality preschool, parent workshops, and family support services to hundreds of children and families each year.
We deeply appreciate your investment in our mission and the future of our community’s youngest learners. If you have any questions about your donation or our programs, please feel free to contact me directly at jessica.martin@everyoneskids.org or (555) 888-7777.
With gratitude,
Jessica Martin
Development Director
Everyone’s Children Foundation
Letter Verifying Employment for a Visa Application
Subject: Employment Verification for Visa Application of Priya Gupta
To Whom It May Concern,
I am writing to verify the employment of Priya Gupta at Innovatech Solutions for her employment-based visa application. Please see the following details:
Employee Name: Priya Gupta Position Title: Senior Software Engineer
Start Date: June 1, 2022, Base Annual Salary: $145,000 Bonus Eligibility: Annual performance bonus of up to 10% of base salary Employment Type: Full-time, permanent Workplace Location: Innovatech Solutions Headquarters, 123 Main Street, Anytown, USA
In her role as a Senior Software Engineer, Priya is responsible for designing, developing, and maintaining mission-critical software applications for our enterprise clients. She works collaboratively within our Agile development team and has consistently demonstrated technical expertise, creativity, and leadership.
Innovatech Solutions is an established software consultancy serving Fortune 500 companies across industries. We currently employ over 500 professionals globally and have an H1B visa sponsorship program for highly skilled international talent like Priya.
Our company will cover all costs associated with Priya’s visa application and we have designated our immigration counsel to manage the process. For any additional information required for the application, please contact our HR department at human.resources@innovatechsolutions.com or (555) 456-7890.
Sincerely,
Ajay Singh
VP of Human Resources
Innovatech Solutions
Letter Providing a Professional Reference
Subject: Professional Reference for John Smith
Dear Hiring Manager,
It is my pleasure to provide this letter of reference for John Smith. I had the privilege of working with John for four years at XYZ Corporation, where I was his direct supervisor in the marketing department.
During his tenure as a Marketing Specialist, John consistently demonstrated creativity, drive, and a strong work ethic. He has an excellent grasp of digital marketing principles and always brings fresh ideas to the table. He was instrumental in the successful launch of several key product campaigns that generated significant revenue growth.
Beyond his marketing skills, John is a natural leader and collaborator. He mentored several junior team members and fostered positive working relationships across departments. His can-do attitude and sense of humor made him a favorite among colleagues.
I believe that John would be a tremendous asset to any marketing team. He has my highest recommendation and I am confident that he will continue to succeed in his career. If you have any further questions about his qualifications or performance, please feel free to contact me.
Best regards,
Maria Rodriguez
Marketing Director
XYZ Corporation
(555) 123-4567
Letter Confirming Permission to Use a Copyrighted Work
Subject: Permission to Use Copyrighted Material
Dear Ms. Johnson,
Thank you for your request to use an excerpt from my book “The Art of Business” in your upcoming marketing white paper. I am writing to provide formal permission for this usage.
I understand that you wish to include up to 500 words from Chapter 2 of my book, with proper citation. You have my permission to do so in your white paper, which you described as an educational resource to be distributed to your company’s clients and prospects.
Please ensure the following copyright notice appears with the excerpt:
“Excerpt from ‘The Art of Business’ by John Smith. Copyright ©2022 by John Smith. Used with permission.”
My permission is granted for this one-time use only and does not extend to any other materials or uses beyond your specified white paper. If you wish to use the excerpt in any other context, please submit a new request.
Thank you for your interest in my work and for respecting my intellectual property rights. I wish you the best with your marketing resources. If you need any clarification on the terms of this permission, please don’t hesitate to reach out.
Regards,
John Smith
Author of “The Art of Business”
(555) 987-6543
Letter Providing Financial Information to a Lender
Subject: Financial Information for Loan Application
Dear Loan Officer,
I am writing to provide the requested financial information to support my small business loan application. Please find the following documents attached:
- 2022 and 2023 business tax returns
- Year-to-date profit & loss statement and balance sheet for 2024
- Business bank statements for the past 12 months
- Accounts receivable and accounts payable aging reports
- Business plan and financial projections for the next 3 years
These documents demonstrate the positive financial trajectory of my company, ABC Retail LLC. In the past two years, we have seen steady revenue growth, expanding from $500,000 in 2022 to $750,000 in 2023. Our net profit margin in 2023 was 12%, up from 8% the prior year.
Year-to-date in 2024, we are on track to reach $1 million in revenue with a 15% net profit margin. Our strong cash position and our efficient management of receivables and payables have enabled us to self-fund our growth to date.
We are now seeking a $200,000 term loan to finance the opening of a second retail location, which is projected to increase our revenue by 50% within two years. As the sole owner of ABC Retail LLC, I will personally guarantee the loan.
Thank you for considering my loan request. If you require any additional documentation or have questions about the attached, please contact me directly at jane.doe@abcretail.com or (555) 789-1234.
I look forward to the opportunity to discuss my application further.
Best regards,
Jane Doe
Owner & CEO
ABC Retail LLC
Letter Providing Information to an Insurance Company
Subject: Information for Insurance Claim #123456
Dear Claims Adjuster,
I am writing in response to your request for additional information regarding insurance claim #123456 for water damage at my business property located at 789 Main Street.
As requested, I have attached the following documentation:
- Detailed list and photos of damaged inventory and equipment
- Repair estimate from licensed contractor ABC Restoration
- Receipts for initial clean-up and remediation expenses
- Business interruption log showing dates of closure and lost revenue
- Copy of current property insurance policy
The water damage occurred on August 15, 2024, due to a burst pipe in the building’s sprinkler system. The leak was discovered by an employee around 8 am and we immediately shut off the water supply and called for emergency repairs.
The areas most affected were our stockroom and main office space. We lost approximately $15,000 worth of inventory and two computers were damaged beyond repair. Per the attached estimate, the cost to replace drywall, flooring, and fixtures is $45,000.
My business was forced to fully close for 5 business days while the water was extracted and the initial repairs were made. Based on my daily revenue average over the past year, I calculate the business interruption loss at $7,500.
I have paid the policy deductible of $1,000 and am seeking coverage for the remaining inventory, property, and business interruption losses per the terms of my insurance policy.
Please let me know if you require any further information to process this claim. The fastest way to reach me is via email at john@xyzcompany.com or by phone at (555) 456-7890.
Thank you for your prompt attention to my claim. I look forward to a speedy resolution.
Sincerely,
John Smith
Owner
XYZ Company
Wrapping Up Letter Writing Essentials
As these sample attestation letters illustrate, there are many situations where a formal letter from a company representative is necessary – from employment and income verification to references, permissions, and insurance claims.
While the specific content and structure will vary based on the purpose, all effective business letters share certain key elements:
- A clear subject line that identifies the purpose of the letter
- A professional salutation and introduction
- Well-organized body paragraphs that provide relevant facts and details
- A courteous closing that provides contact information and next steps
- A respectful, positive tone throughout
By following these guidelines and using the samples as inspiration, you’ll be well-equipped to craft attestation letters that meet recipients’ needs while positively representing your organization.
Don’t underestimate the power of a well-written letter to build trust, secure opportunities, and resolve important issues for your business and your stakeholders.