Do you need to ask someone to check your documents? Getting your papers checked is a key step for many important life tasks. From job applications to school admissions, having your documents verified can make or break your success.
These 15 letter samples will help you write the perfect request. Each one shows you how to ask clearly and politely for document verification. Read on to get the right words for your specific situation.
Sample Letters of Request for Verification of Documents
Here are 15 different letter templates you can use when requesting verification of your documents.
1. Basic Request for Employment Document Verification
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company Name]
[Company Address]
[City, State ZIP]
Subject: Request for Verification of Employment Documents
Dear [Recipient’s Name],
This letter serves as a formal request for verification of my employment documents as required for [specific purpose, e.g., mortgage application, visa processing]. I was employed at [Company Name] from [start date] to [end date] as a [job title].
Please find attached copies of the documents that need verification:
1. Employment contract
2. Pay stubs for the period [time period]
3. Certificate of employment
The verification is needed by [date] for [specific reason]. You may send the verified documents to [address/email] or contact me directly at [your phone number] if you need additional information.
Thank you for your time and assistance with this matter.
Sincerely,
[Your Signature]
[Your Printed Name]
2. Educational Record Verification Request
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Registrar’s Name]
[University/School Name]
[School Address]
[City, State ZIP]
Subject: Request for Verification of Academic Records
Dear [Registrar’s Name],
My name is [Your Name], a former student at [School Name] with student ID [your ID number]. I need to have my academic records verified for [reason for verification, e.g., graduate school application, employment background check].
Please verify the following documents:
1. Degree certificate for [degree name] completed in [year]
2. Official transcript of records
3. Enrollment history from [start year] to [end year]
The organization requesting this verification is [organization name]. They need these documents verified by [deadline date]. You can send the verified documents directly to them at [their address/email] with reference number [if applicable].
A signed authorization form allowing release of my academic information is attached to this letter. Please let me know if you need any other information from me to complete this request.
Thank you for your help with this matter.
Respectfully,
[Your Signature]
[Your Printed Name]
3. Banking Document Verification Request
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Bank Manager’s Name]
[Bank Name]
[Bank Address]
[City, State ZIP]
Subject: Request for Verification of Banking Documents
Dear [Bank Manager’s Name],
I am writing to request verification of my banking documents for [purpose, e.g., loan application, tax filing]. I have been a customer of [Bank Name] since [year], with account number [last 4 digits of account].
The documents that need verification are:
1. Bank statements from [start date] to [end date]
2. Proof of funds letter
3. Transaction history for [specific transactions if applicable]
This verification is needed for [company/organization name] by [date]. They have requested that the verified documents include your official stamp and signature confirming their accuracy.
Please send the verified documents in a sealed envelope to [address] or as password-protected files to [email address]. You can reach me at [phone number] if you have any questions about this request.
Thank you for your prompt attention to this matter.
Best regards,
[Your Signature]
[Your Printed Name]
4. Medical Records Verification Request
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Medical Records Department]
[Hospital/Clinic Name]
[Address]
[City, State ZIP]
Subject: Request for Verification of Medical Records
Dear Medical Records Department,
This letter is a formal request for verification of my medical records for [purpose, e.g., insurance claim, disability application]. I was a patient at [Hospital/Clinic Name] from [date] to [date] under the care of Dr. [Doctor’s Name].
Please verify the following medical documents:
1. Medical treatment records from [date range]
2. Diagnostic test results for [specific tests]
3. Hospital stay documentation for [admission date]
4. Billing statements related to these treatments
The verification should include confirmation that these are official medical records from your facility. [Insurance Company/Organization Name] needs these verified records by [date].
A signed medical release form is attached to this letter. Please contact me at [phone number] if you need any additional authorization or information.
Thank you for your assistance with this important matter.
Sincerely,
[Your Signature]
[Your Printed Name]
5. Property Ownership Document Verification
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[County Clerk/Records Office]
[County Name]
[Office Address]
[City, State ZIP]
Subject: Request for Verification of Property Ownership Documents
Dear County Records Office,
I am writing to request verification of property ownership documents for the property located at [full property address]. The property is registered under the name of [name on deed] with Parcel ID/Tax ID [number].
Please verify the following documents:
1. Property deed dated [date]
2. Title transfer documentation from [date]
3. Property tax payment records for [tax years]
4. Any liens or encumbrances on the property
This verification is needed for [purpose, e.g., refinancing, property sale] with [company name]. They require certified copies with your official seal by [date].
I have included the required verification fee of [$X] with this request. Please send the verified documents to [address] or contact me at [phone number] when they are ready for pickup.
Thank you for your time and assistance.
Respectfully,
[Your Signature]
[Your Printed Name]
6. Identity Document Verification for Government Services
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Government Department Name]
[Office/Branch]
[Address]
[City, State ZIP]
Subject: Request for Verification of Identity Documents
Dear [Department Name] Officer,
My name is [Your Name], and I am applying for [specific government service or benefit]. As part of this application process, I need to have my identity documents verified.
Please verify the authenticity of the following documents:
1. Passport [number, if comfortable sharing]
2. Birth certificate
3. Social Security card
4. Driver’s license [number, if comfortable sharing]
The verification should confirm these are valid government-issued documents. My application reference number is [application number], and the verification is needed by [date].
I understand that this verification process might take some time, but I would appreciate your prompt attention as the deadline for my application is approaching. Please contact me at [phone number] if you need any additional information or if there are any issues with the documents provided.
Thank you for your assistance with this matter.
Sincerely,
[Your Signature]
[Your Printed Name]
7. Insurance Policy Verification Request
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Insurance Agent/Company Name]
[Insurance Company]
[Address]
[City, State ZIP]
Subject: Request for Verification of Insurance Documents
Dear [Insurance Agent/Representative],
This letter is to request verification of my insurance policy documents. I have been insured with [Insurance Company Name] since [date], with Policy Number [policy number].
Please verify the following insurance documents:
1. Policy coverage details for [policy type]
2. Premium payment history for the past [time period]
3. Claims history (if applicable)
4. Proof of current active status
This verification is needed for [purpose, e.g., mortgage application, auto loan] with [organization name]. They need written confirmation on your company letterhead that these documents are accurate and that my policy is in good standing.
Please send the verification to [address/email] by [date]. You can also contact me directly at [phone number] with any questions about this request.
Thank you for your prompt attention to this matter.
Best regards,
[Your Signature]
[Your Printed Name]
8. Verification Request for Professional Credentials
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Licensing Board/Professional Organization]
[Department/Division]
[Address]
[City, State ZIP]
Subject: Request for Verification of Professional Credentials
Dear [Licensing Board/Organization],
I am writing to request verification of my professional credentials as a [profession]. I am licensed/certified with your organization with license/member number [number] issued on [date].
Please verify the following documents:
1. Professional license/certification
2. Continuing education credits for [time period]
3. Current standing with the board/organization
4. Specialty certifications in [specialty areas]
This verification is needed for [employer/organization] by [date] as part of [purpose, e.g., new job, hospital privileges]. They require direct verification from your office confirming the status of my credentials.
Please send the verification to [contact person] at [organization address/email]. I have included the required verification fee of [$X] with this request.
Thank you for your assistance with this professional matter.
Respectfully,
[Your Signature]
[Your Printed Name]
9. Verification Request for Immigration Documents
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Immigration Office/Embassy/Consulate]
[Department]
[Address]
[City, State ZIP]
Subject: Request for Verification of Immigration Documents
Dear Immigration Officer,
My name is [Your Name], and I am writing to request verification of my immigration documents for [purpose, e.g., visa extension, green card application, employment authorization]. My case/application number is [number].
Please verify the following documents:
1. Current visa with expiration date [date]
2. I-94 arrival/departure record
3. Previous visa approval notices
4. Work authorization documents (if applicable)
This verification is needed for [purpose] with [organization/company name]. They require official confirmation from your office that these documents are valid and current.
If possible, please include information about my current immigration status and any limitations or conditions. The verification is needed by [date].
Please send the verification to [address/email] or contact me at [phone number] if you need any additional information from me.
Thank you for your assistance with this important matter.
Sincerely,
[Your Signature]
[Your Printed Name]
10. Vehicle Registration Document Verification
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Department of Motor Vehicles/Vehicle Registry]
[Office/Branch]
[Address]
[City, State ZIP]
Subject: Request for Verification of Vehicle Registration Documents
Dear DMV Representative,
I am writing to request verification of my vehicle registration documents for the vehicle with VIN [Vehicle Identification Number] and license plate number [plate number]. The vehicle is registered under the name of [registered owner].
Please verify the following documents:
1. Current vehicle registration certificate
2. Vehicle title
3. Smog/emissions certification (if applicable)
4. Registration payment history
This verification is needed for [purpose, e.g., insurance claim, sale of vehicle] with [company/person name]. They need confirmation that the registration is current and valid as of [date].
Please send the verified documents to [address] or email scanned copies to [email address]. I have included a copy of my ID and proof of ownership with this request.
Thank you for your help with this matter.
Best regards,
[Your Signature]
[Your Printed Name]
11. Tax Document Verification Request
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Tax Authority/IRS Office]
[Department]
[Address]
[City, State ZIP]
Subject: Request for Verification of Tax Documents
Dear Tax Authority Representative,
I am writing to request verification of my tax documents for the tax year(s) [year(s)]. My Taxpayer Identification Number is [SSN/TIN, if comfortable sharing partial number].
Please verify the following tax documents:
1. Filed tax returns for [years]
2. Tax payment records
3. Tax transcripts
4. Any tax liens or outstanding balances
This verification is needed for [purpose, e.g., mortgage application, loan approval] with [organization name]. They require official confirmation that these tax documents have been filed with your office and reflect my actual tax situation.
Please send the verification to [address/email] by [date]. I understand that there may be fees associated with this request, and I am willing to pay them. A signed Form 4506-T (or equivalent authorization form) is attached to this letter.
Thank you for your attention to this request.
Sincerely,
[Your Signature]
[Your Printed Name]
12. Verification Request for Legal Documents
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Court/Legal Office]
[Department]
[Address]
[City, State ZIP]
Subject: Request for Verification of Legal Documents
Dear Court Clerk/Legal Representative,
I am writing to request verification of legal documents related to [case name/number] that was processed through your court/office on [date].
Please verify the following legal documents:
1. Court order dated [date]
2. Legal judgment in case number [case number]
3. Settlement agreement
4. Filing status of [specific legal document]
This verification is needed for [purpose] with [organization/individual name]. They require certified copies or official verification that these documents are authentic court records.
Please include information about the current status of these documents and whether they are the most recent versions on file. The verification is needed by [date].
I have included the required search/certification fee of [$X] with this request. Please send the verified documents to [address] or contact me at [phone number] when they are ready.
Thank you for your assistance with this legal matter.
Respectfully,
[Your Signature]
[Your Printed Name]
13. Verification Request for Military Service Documents
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Military Records Center/Veterans Affairs Office]
[Department]
[Address]
[City, State ZIP]
Subject: Request for Verification of Military Service Documents
Dear Records Officer,
My name is [Your Name], and I am writing to request verification of my military service documents. I served in the [branch of military] from [start date] to [end date] with Service Number [number].
Please verify the following documents:
1. DD-214 discharge papers
2. Service record
3. Military awards and decorations
4. Training certifications received during service
This verification is needed for [purpose, e.g., VA benefits, employment, housing program] with [organization name]. They require official confirmation that these documents accurately reflect my military service.
I have attached a completed SF-180 request form and a copy of my ID. Please send the verified documents to [address/email] by [date] or contact me at [phone number] if you need additional information.
Thank you for your service and assistance with this request.
Sincerely,
[Your Signature]
[Your Printed Name]
14. Request for Verification of Business Documents
[Your Name]
[Your Position]
[Company Name]
[Company Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[Secretary of State/Business Registry]
[Department]
[Address]
[City, State ZIP]
Subject: Request for Verification of Business Registration Documents
Dear Business Registry Officer,
This letter serves as a formal request for verification of business registration documents for [Company Name], registered with your office under ID number [registration number] on [registration date].
Please verify the following business documents:
1. Articles of Incorporation/Organization
2. Business license
3. Certificate of Good Standing
4. Any amendments to the original registration
This verification is needed for [purpose, e.g., loan application, contract bid, investor due diligence] with [organization name]. They require certified copies or official verification that these documents are current and valid.
Please include information about the current status of the business and confirm that all required filings are up to date. The verification is needed by [date].
I have included the required certification fee of [$X] with this request. Please send the verified documents to [address/email] or contact me at [phone number] if you need additional information.
Thank you for your prompt attention to this business matter.
Best regards,
[Your Signature]
[Your Name]
[Your Title]
[Company Name]
15. Verification Request for Citizenship/Naturalization Documents
[Your Name]
[Your Address]
[City, State ZIP]
[Your Email]
[Your Phone]
[Date]
[USCIS/Department of State]
[Office/Branch]
[Address]
[City, State ZIP]
Subject: Request for Verification of Citizenship Documents
Dear USCIS Officer,
My name is [Your Name], and I am writing to request verification of my citizenship/naturalization documents. My A-Number (if applicable) is [A-Number] and my Certificate of Naturalization/Citizenship Number is [Certificate Number].
Please verify the following documents:
1. Certificate of Naturalization/Citizenship issued on [date]
2. U.S. passport (if applicable)
3. Naturalization application and approval
4. Name change documentation related to naturalization (if applicable)
This verification is needed for [purpose, e.g., passport renewal, government employment, security clearance] with [organization name]. They require official confirmation that these documents are authentic and valid.
I understand the sensitive nature of these documents and that verification may take some time. The verification is needed by [date] if possible. Please send the verification to [address/email].
I have included a copy of my photo ID and the required fee for this service. Please contact me at [phone number] if you need any additional information or documentation.
Thank you for your assistance with this important matter.
Respectfully,
[Your Signature]
[Your Printed Name]
Wrap-up: Request Letters for Document Verification
Writing a good letter to ask for document verification is an important skill. The right approach makes the process smoother for everyone involved. These 15 sample letters give you a starting point to create your own perfect request.
Each situation may need small changes to these templates. Feel free to adjust the wording to fit your exact needs. The most important parts are being clear about what documents you need verified, why you need them, and when you need them by.
With these templates as your guide, you can confidently request verification of any important documents you need. The right letter will help speed up the process and get you the verified documents you need for your next big step.