An employment certificate or certificate of employment is a document that indicates and authenticates the employment record of an employee who is either currently working in an organisation or has left the organisation and become an ex-employee.
Although the two are different, an employment certificate is often confused with an experience certificate. The latter is a detailed certificate that states and indicates the employee’s experience, how well the employee has served the organization, what abilities, skills or expertise he owns and has acquired, etc., whereas the former only certify an employee’s employment record and states that the employee has served at a specific position in the organization for a particular duration.
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Usually, when an employee leaves an organization, the employer issues the employment certificate to them to verify their employment with the organization for a specific period. At the same time, the employee, while being a current or an ex-employee, can request such a certificate for various reasons, such as:
- He wants to maintain a valid record of his employment history.
- The employee is applying to another organization.
- The employee is applying for higher studies and needs to reveal his employment status to show experience.
- He is applying for a loan or a mortgage or engaging in some financial transaction, for which he must submit his employment certificate.
- He is applying for immigration or a visa for business meetings, and the embassy requires a valid document indicating his employment.
An employment certificate is printed on company letterhead and duly signed and stamped by an authorized person. The format and design of the certificate can vary from organization to organization.
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Generally, the organizations develop a format to prepare a template. This template is editable, and every time an employment certificate has to be ready for an employee, the template is used by filling in the employee’s details, and the certificate is issued without much time and effort. However, it is essential that the certificate:
- It is prepared diligently.
- It should be professional and formal.
- It needs to be readable in a legible font style and size.
- Using colors, images, and text should align with the company’s image.
Like the variation in format and design, the details included in an employment certificate can also vary. Nevertheless, in all the certificates, the following general information is included:
- The heading of or related to ‘Employment Certificate’.
- Date of issuance.
- Details of the employee, including name, position, employment period at the company, etc.
- Details of the employer, including name, address, logo, etc.
- Reason and purpose of certificate issuance.
- Name, Signature, position, and stamp of the authorized person.
When an employment certificate is issued to an employee, even if it is not used immediately, it is kept in the employee’s record so that the employee can use it in the future whenever required.
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