Proof of Residency Letter from Employer

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These days, companies and institutions take information very seriously. If you are an employer and one of your workers asks for verification of their residing address, there aren’t reasons to dishonor the request.

When you get such requests, it is essential to find out what kind of information the third party wants. Also, look for reasons you were requested, who will receive the address verification letter, and when the employee wants the document ready.

To have a smooth time writing the proof of residency letter from the employer, you can use templates and get the job done quickly. CocoDoc website has templates that you can edit, fill and insert electronic signatures on the go.

What Is a Proof of Residency Letter from Employer?

An address verification letter is a sworn statement from an employer to prove that a person is their employee and resides at an address verified with company documents. In most cases, the IRS Form W-4 gets used.

Most organizations do background checks as part of the recruitment process to verify residing addresses of their applicants. It is with a similar assurance that employers certify that an individual lives in a particular location.

Proof of residency letter from the employer is formal, valid, and legally binding. If there is any mismatch of information, the employer becomes liable and might have to face the law by going to court.

What Information Get Provided in an Affidavit Supporting Residency?

One critical part of the proof of residency certificate is the header that should clearly state "Employer Affidavit of Residence." An employer must ensure that their return address information is supplied on the first page as several blank lines are for that purpose.

They have to include the company name, their full name, and title, if any, in the organization. A date showing the day of signing the document must be provided along with the business street address, zip code, city, etc.

Besides the header, an employer must self-identify and commit to a sworn statement in the letter's first line. The following blank line should have the employee's name to whom the address needs verification.

Other critical details of the employee to be provided include their official residential address as the requester may want to visit the location. That information needs to get presented in the form of the building number, street name, apartment number, or suite number.

After the declaration, additional information will be required to benefit the employee. These details include the employee’s career start date with the employing entity and the calendar date of their first date of employment.

Lastly, the sender, employer, or company representative must insert their sign to ascertain that the declared statement is true before two witnesses sign the document. If requested to provide a notarized letter of employment, here's where the notary officer places the seal.

When Does One need an Address Proof Letter?

There are various reasons and different scenarios when proof of residency for immigration is needed. In most instances, an employee provides a letter of proof to prove they reside at a specific address. Some of the situations are:

  • DMV Licenses: When applying for a driver's license, the department of motor vehicles requires applicants to provide evidence showing their place of residence. One of the documents required is the proof of residency letter from the employer.
  • Financial Processes: One might need to prove that they stay at an address when opening a new bank account or borrowing a financial institution loan. For the bank to verify their residency address, an employment affidavit is required.
  • School Admissions: When an employee wants to enroll in a learning institution such as a school, college, or university, they have to prove their residing address. In this case, a proof of residency certificate will suffice.


When looking for ways to write an affidavit supporting residency, it is effortless with samples and templates to guide you. One of the best places to download editable templates is the CocoDoc website.

The platform has the perfect address verification letters that are easy to customize, fill directly and send to signatories. Besides, CocoDoc has many other form templates to suit your every need and can get used in any way you want.

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