PeopleMuster

Address proof letter from an employer

Address letters confirm one narrow thing: what address the employer has on file, and since when. Anything beyond that is a claim the employer cannot actually stand behind.

Issue this when a landlord, a utility or a registration office asks for third-party confirmation of where someone lives. Refuse it when the address on file is stale, and update the record first.

[COMPANY NAME]
[COMPANY ADDRESS]

Ref: [LETTER REFERENCE]
Date: [DATE OF ISSUE]

To: [ADDRESSEE — LANDLORD, UTILITY OR OFFICE]

Subject: Address held on record for [FULL NAME OF EMPLOYEE]

Dear Sir or Madam,

[FULL NAME OF EMPLOYEE] is employed with [COMPANY NAME] as [JOB TITLE] and has been since [DATE OF JOINING].

The residential address we hold on record for them is:

[ADDRESS LINE ONE]
[ADDRESS LINE TWO]
[CITY AND POSTAL CODE]
[COUNTRY]

That address was last updated on our record on [DATE ADDRESS RECORDED].

This confirmation covers what the employee has declared to us and what our records show. No inspection of the property has been carried out.

This letter is issued at the employee's request for [STATED PURPOSE].

Yours faithfully,

[SIGNATORY NAME], [SIGNATORY TITLE]
[SIGNATORY EMAIL AND DIRECT LINE]
Company stamp

What to put in each blank

[DATE ADDRESS RECORDED]
Give the date the record was last changed. A reader wants to know how fresh it is.
[ADDRESS LINE ONE]
Copy the record exactly, including the flat or unit number. Do not tidy it up.
[STATED PURPOSE]
Name the tenancy, the connection or the registration. It stops the letter being reused.
[ADDRESSEE — LANDLORD, UTILITY OR OFFICE]
Address one reader by name. An open letter about somebody's home should not circulate.

Before you send it

  • Ask the employee to confirm the address in writing before you print it. Records go stale quietly after a move.
  • Keep the scope sentence in. An employer confirms a record, and has not visited anyone's home.
  • Never send it to anyone the employee did not name. A home address is the most sensitive line in your directory.
  • Whether any office accepts an employer letter as proof is their decision and varies widely. Ask the employee what their reader listed as acceptable.

Which letters HR will issue, and on what evidence, is the kind of rule PeopleMuster holds as a published policy

Questions people ask about this letter

Is an employer letter accepted as proof of address?

Sometimes. Many landlords and utilities accept one, while banks and government offices usually want a bill or a tenancy document. Check what the reader listed before writing anything.

What if our record is out of date?

Update the record, get the employee's written confirmation, then issue the letter with the new recorded date. Issuing a letter you know to be wrong helps nobody.

Can the letter confirm how long someone has lived there?

Only as far as your record goes, and say so in those words. An employer knows when the address was entered, not when the person moved in.

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