When you apply for a job, the employer may request a certificate of employment. Potential employers use this to verify your employment history. Your previous or current employer issues the employment certificate when you request for it. As an employee leaving your present employment, your employer may also issue a clearance, which is a prerequisite to the issuance of a work certificate.
A certificate of employment sample is no more than a single or a few pages long. It contains information about your employment experiences in the company. Some certificates of employment templates may look like a diploma while others can just be simple memorandums.
The certificate gets issued upon your request as an employee and you should receive it without undue delay. However, when you request this certificate of employment at a later date, this makes it difficult for your employer as they have to refer to past employee files.
Downloadable Templates:
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When you stay with an employer gets terminated, you are, upon request, have a right to receive a written employment certificate. By law, the Employment Contracts Act specifies the information that an employer should include in the document. For the employer, refusing to give a certificate of employment is a punishable offense. Following are some reasons why you would request for a certificate of employment sample:
For instances when you ask for a certificate of employment for a reason like a visa application, it becomes a statement of fact about your employment. It doesn’t serve as a clearance, recommendation, Salary Certification Certificate of Good Moral Character, Waiver of Claim or any other document that you might use against your employer and vice versa.
By law, employers should issue a certificate of employment template upon the request of a current or former employee. There is, however, no legal requirement in terms of the signatories of the certificate nor is there a period of release. For purposes of practicality, this certificate usually comes from the HR department then signed by a member of that department or the officer who deals with employee matters.
As a Standard Operational Procedure, a work certificate is usually released after you have completed your clearance when you no longer work for your employer. Although there is no required time for the release of this document, employers shouldn’t unreasonably delay the release as this can become a punishable offense.
This certificate requires basic information about you as an employee including your position in the company and the duration of your employment. In some cases, it may also contain a list of your duties and responsibilities.
A certificate of employment sample is a crucial aspect of the employment relationship. As such, it should get delivered to all of the employees when their employment agreement gets terminated. Moreover, it’s also the company’s responsibility to provide an intermediary certificate upon your request.
As a rule, your employer must produce the certificate in writing then printed on a sheet of paper that shows the company’s name and business location clearly. This document must include the following information about you:
The employment certificate must reflect your actual behavior and performance – it should not contain any pejorative terms. The certificate should not state the cause of your termination although your employer can explain this in a letter of termination. Obviously, these reasons your employer would have already discussed these reasons with you in the course of your dismissal interview.
Employers should also note that they bear a responsibility towards both their departing employees and future employers. For instance, issuing a very commendable certificate that doesn’t correspond to reality could lead to an embezzlement case. This is an illegal act that has legal consequences for your previous employer.
Lastly, we have the cases of previous employees who already left the company who frequently request a copy of their work certificate. For this, it becomes an absolute necessity for the company to keep a copy of all certificates it issues to meet these requests.
There are several reasons why you should write a letter when requesting a certificate of employment. In many cases, you would need this document to show proof of employment when applying for a Visa, work permit, and more. You can also use it when you plan to apply for a loan, credit card or when opening a bank account.
There are a variety of acceptable formats you can use to type this request letter. Just make sure to mention the following information:
Even if you got dismissed from your employment, you are still entitled to request for or receive a certificate from your employer which specifies the dates of employment and termination of employment along with the type of work you handled during employment. By analogy, those who resigned from employment also deserve the same.
Keep in mind that a certificate of employment is not a clearance nor is it a recommendation, endorsement or anything else. It also isn’t a waiver on the part of your employer to file legal action against you. The certificate is merely proof of your service record. Nothing more, nothing less.
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