In today’s fast-paced, document-driven world, you may find yourself needing to certify various documents for personal, professional, or legal reasons.
Whether you’re an employer verifying an employee’s credentials or an individual authenticating a personal record, a well-crafted letter of certification can make all the difference.
However, crafting such a letter from scratch can be challenging, especially if you’re unsure about the format or content.
That’s where this article comes in.
We’ve compiled 15 sample letters of certification that you can use as templates or inspiration for your own needs.
These letters cover a wide range of scenarios, from certifying academic records to confirming employment history.
By the end of this article, you’ll have a solid understanding of how to structure and write an effective letter of certification.
Let’s get started!
Sample Letters of Certification of Documents
Here are 15 sample letters you can reference when you need to certify a document:
Certification of Academic Records
Subject: Certification of Academic Records for John Smith
To Whom It May Concern,
I, Dr. Jane Doe, in my capacity as Registrar at XYZ University, hereby certify that the attached transcripts are a true and accurate reflection of the academic records of John Smith, student ID #1234567.
These records include Mr. Smith’s courses, grades, and degrees earned during his enrollment at XYZ University from September 2015 to June 2019. His Bachelor of Science degree in Computer Science was conferred on June 15, 2019.
If you have any questions about these records, please contact the Registrar’s Office at registrar@xyzuniversity.edu or 555-123-4567.
Sincerely,
Dr. Jane Doe
Registrar, XYZ University
Certification of Employment
Subject: Employment Certification for Sarah Johnson
To Whom It May Concern,
This letter is to certify that Sarah Johnson has been employed with ABC Company since January 1, 2018. Her current position is Marketing Manager, which she has held since July 1, 2020.
Ms. Johnson is a full-time, salaried employee. Her responsibilities include overseeing the company’s marketing campaigns, managing the marketing team, and reporting to the Director of Marketing.
If you require any additional information, please contact our Human Resources department at hr@abccompany.com or 555-987-6543.
Sincerely,
Robert Brown
Human Resources Director, ABC Company
Certification of Volunteer Service
Subject: Certification of Volunteer Service for Michael Lee
To Whom It May Concern,
I am writing to certify that Michael Lee has been a dedicated volunteer with the Community Food Bank since March 2019. He consistently volunteers every Saturday morning, helping to sort and distribute food donations to families in need.
In his time with us, Michael has contributed over 250 volunteer hours. His commitment to serving our community is truly commendable.
If you have any further questions, please feel free to contact me at volunteer@communityfoodbank.org or 555-456-7890.
Best regards,
Susan Williams
Volunteer Coordinator, Community Food Bank
Certification of Medical Records
Subject: Certification of Medical Records for Emily Davis
To Whom It May Concern,
I, Dr. David Johnson, am the primary care physician for Emily Davis, DOB 05/12/1985. This letter is to certify that the attached medical records, including clinic notes, test results, and imaging reports, are true and accurate copies of Ms. Davis’s records kept on file at our practice, Main Street Family Medicine.
These records cover the period from January 1, 2018, to present. They have been released at Ms. Davis’s request and with her written consent.
If you need any clarification on these records, please contact our office at info@mainstreetmed.com or 555-246-8135.
Sincerely,
Dr. David Johnson, MD Main Street Family Medicine
Certification of Marriage
Subject: Certification of Marriage for Jessica and Michael Thompson
To Whom It May Concern,
As the officiant at the wedding of Jessica Brown and Michael Thompson on June 20, 2020, I can certify that the attached marriage certificate is a true and valid record of their union. The ceremony took place at Sunny Park in Anytown, Somewhere, and was witnessed by John Doe and Jane Smith.
This letter and the accompanying marriage certificate constitute legal proof of the marriage of Jessica and Michael Thompson.
If there are any additional questions, I can be reached at pastor@anytownchurch.org or 555-987-1234.
Sincerely,
Rev. James Wilson
Anytown Church
Certification of Training Completion
Subject: Certification of Training Completion for Mark Rodriguez
To Whom It May Concern,
On behalf of Training Solutions Inc., I am pleased to certify that Mark Rodriguez has completed our Advanced Project Management course. This intensive, 40-hour course covered key topics such as project planning, risk management, and stakeholder communication.
Mr. Rodriguez demonstrated a strong grasp of the course material and actively participated in all group activities. He received a final grade of 95%.
Please find attached Mr. Rodriguez’s Certificate of Completion. If you need any further details about the course or Mr. Rodriguez’s performance, please email us at info@trainingsolutions.com or call 555-135-7902.
Best regards,
Linda Davis
Director of Training, Training Solutions Inc.
Certification of Authenticity for Artwork
Subject: Certification of Authenticity for “Sunrise Over the Sea” by J.M. Artist
To Whom It May Concern,
As the curator of J.M. Artist’s estate, I can attest that the painting “Sunrise Over the Sea”, oil on canvas, 24×36 inches, is an authentic, original work by the late J.M. Artist (1930-2010). The painting was completed in 1985 and has been in the possession of the estate since the artist’s death.
Attached is a photograph of the back of the canvas, showing the artist’s signature and the date of completion. The painting will also be shipped with documentation of its provenance.
If the buyer has any questions about the piece, I can be reached at curator@jmartist.com or 555-741-8520.
Sincerely,
Thomas
Curator, J.M. Artist Estate
Certification of Translation
Subject: Certification of Translation for Legal Document
To Whom It May Concern,
I, Maria Garcia, a certified translator (Certification #13579), have translated the attached legal document from its original Spanish into English. I certify that this translation is accurate and complete to the best of my knowledge and ability.
The original 10-page document, titled “Contrato de Arrendamiento Comercial”, was provided to me by John Client on March 1, 2023. The translation was completed on March 3, 2023.
If there are any questions about this translation, I can be contacted at maria@precisiontranslations.com or 555-159-7530.
Sincerely,
Maria Garcia
Certified Translator
Precision Translations LLC
Certification of Military Service
Subject: Certification of Military Service for Sgt. Sarah Wilson
To Whom It May Concern,
This letter certifies that Sergeant Sarah Wilson, SSN: XXX-XX-1234, served honorably in the United States Army from June 1, 2010, to June 1, 2018. During her service, Sgt. Wilson was deployed to Afghanistan from January 2012 to December 2012, where she earned a Purple Heart and a Bronze Star.
Sgt. Wilson was discharged from the Army on June 1, 2018, with the rank of Sergeant. Her character of service was Honorable.
Please find attached Sgt. Wilson’s DD-214, which provides further details of her service. For any additional questions, please contact the Army Personnel Records Center at 555-486-1598.
Sincerely,
Lt. Col. James Johnson
U.S. Army Personnel Command
Certification of Donation
Subject: Certification of Donation for Tax Purposes
Dear Ms. Donor,
Thank you for your generous donation of $1,000 to the Children’s Literacy Foundation on December 15, 2022. We greatly appreciate your support of our mission to promote childhood literacy in underserved communities.
This letter serves as an official certification of your donation. Our organization is recognized by the IRS as a 501(c)(3) nonprofit, and your donation is tax-deductible to the extent allowed by law. Our tax identification number is 12-3456789.
We have attached a receipt for your records. If you have any questions about your donation or our organization, please contact us at info@childrenliteracy.org or 555-357-1592.
With gratitude,
Robert
Nonprofit Executive Director, Children’s Literacy Foundation
Certification of Insurance Coverage
Subject: Certification of Insurance Coverage for ABC Company
To Whom It May Concern,
This letter is to certify that ABC Company has the following insurance coverage with Insurance Provider Inc.:
- General Liability: Policy #GL1234567, Limit $1,000,000 per occurrence / $2,000,000 aggregate
- Professional Liability: Policy #PL7654321, Limit $1,000,000 per claim / $1,000,000 aggregate
- Workers’ Compensation: Policy #WC9876543, Limit $500,000 per accident
These policies are currently in effect and will remain so through December 31, 2023, barring any unforeseen circumstances. We will alert you immediately if there are any changes to ABC Company’s coverage.
Enclosed is a copy of the Certificate of Insurance with additional details. If you need anything else, please contact our office at bizinsurance@insuranceprovider.com or 555-246-8123.
Sincerely,
John Agent
Business Insurance Specialist, Insurance Provider Inc.
Certification of Residency
Subject: Certification of Residency for Jane Doe
To Whom It May Concern,
As property manager for Hilltop Apartments, I can confirm that Jane Doe (DOB: 01/01/1990, SSN: XXX-XX-5678) has been a tenant at 123 Hilltop Lane, Apt 4B, Someplace, ST 12345 since July 1, 2019. Her current lease runs through June 30, 2024.
Ms. Doe has been a model tenant, consistently paying her rent on time and following all community guidelines. We have had no issues with her residency.
If you require any additional information, please feel free to contact me at manager@hilltop.com or 555-369-2580.
Best regards,
Mark
Property Manager, Hilltop Apartments
Certification of No Criminal Record
Subject: Certification of No Criminal Record for Bob Smith
To Whom It May Concern,
I, Captain James Rodriguez of the Anytown Police Department, have conducted a thorough background check on Bob Smith, DOB 03/15/1985, SSN XXX-XX-4321. This check included a review of local, state, and national criminal databases.
As of the date of this letter, April 1, 2023, I can certify that Bob Smith has no criminal convictions on his record. This certification does not guarantee that Mr. Smith has never been arrested or that there are no pending charges against him.
Please note that criminal records can change, and this certification is only valid as of the date issued. For the most current information, a new background check should be conducted.
If you have any further questions, please contact the Anytown Police Department at 555-147-2589.
Sincerely,
Capt. James Rodriguez
Anytown Police Department
Certification of Product Authenticity
Subject: Certification of Authenticity for Luxury Handbag
Dear Valued Customer,
Congratulations on your purchase of the Deluxe Designer Handbag, item #DD1234. This letter is to certify that your handbag is authentic and was manufactured by our company, Deluxe Designs Inc.
Your handbag was crafted with the finest Italian leather and gold-plated hardware. It was assembled in our factory in Milan, Italy, and underwent rigorous quality control inspections before being shipped.
Enclosed, you will find the original receipt and a care booklet. Your handbag also comes with a unique serial number, which is embossed on the interior leather tag.
If you have any concerns about the authenticity of your bag, please contact our customer service at customercare@deluxedesigns.com or 555-753-9514. We stand behind the quality and authenticity of all our products.
Enjoy your new handbag!
Best wishes,
Maria Fashion
Head of Quality Assurance, Deluxe Designs Inc.
Certification of Vaccination
Subject: Certification of COVID-19 Vaccination for John Public
To Whom It May Concern,
I, Dr. Sarah Medic, hereby certify that my patient, John Q. Public (DOB: 12/20/1980), has received two doses of the Moderna COVID-19 vaccine. The dates and lot numbers of each dose are as follows:
- Dose 1: 01/15/2021, Lot #A123
- Dose 2: 02/12/2021, Lot #B456
Mr. Public has thus completed the recommended vaccine series for COVID-19 as of February 12, 2021. Please find attached a copy of his official vaccination record card.
If you need to verify this information, please contact Anytown Medical Clinic at 555-159-7530.
Sincerely,
Dr. Sarah
Medic, MD Anytown Medical Clinic
Wrapping Up Your Document Certification Needs
Certifying documents is a common yet crucial task in many personal and professional situations.
Whether you’re an employer verifying an employee’s qualifications, a nonprofit acknowledging a donation, or an individual proving your residency, a well-written letter of certification can make the process smoother and more official.
The 15 sample letters provided in this article cover a variety of common scenarios, from academic records to product authenticity.
Use them as a starting point, and tailor them to your specific needs.
Remember to include all relevant details, use a professional tone, and proofread carefully before sending.
With these templates and tips, you’ll be well-equipped to handle any document certification needs that come your way.
Good luck!