How To Get Certificate Of Employment

A Certificate of Employment (COE) is an official document issued by an employer confirming that an individual was employed at a particular organization. It typically states the employee’s job title, period of employment, and sometimes their last salary or reason for leaving. Whether you’re applying for a new job, a visa, a loan, or a rental, this document often serves as vital proof of employment history.

Who Needs a Certificate of Employment?

You may need a COE for:

• Job applications (to prove experience)
  
• Loan or credit card applications
  
• Visa or immigration processes
  
• Rental agreements
  
• Professional licensing or certifications
  
• Personal records

Before applying for a certificate of employment, ensure your NBI online profile is active and your clearance is valid.

What Does a Certificate of Employment Include?

Though formats may vary, a standard COE generally contains:

• Employee’s full name
  
• Job title/position
  
• Department or division
  
• Dates of employment (start and end date or “present” if still employed)
  
• Employer’s name and contact details
  
• Signature of authorized representative
  
• Company letterhead and official seal/stamp (if applicable)
  

Optional inclusions:

• Last drawn salary (if requested)
  
• Reason for leaving
  
• Character/work performance remarks (for more personalized versions)

How to Request a Certificate of Employment

1. Check Company Policy

Start by reviewing your organization’s employee handbook or HR policy. Some companies have a formal process or request form to fill out.

2. Contact the HR Department

If you’re unsure where to start, reach out to your Human Resources (HR) or Personnel Department. Most COE requests go through HR.

3. Submit a Formal Request

You can request your COE through:

• Email (most common)
  
• HR portal or employee service platforms
  
• Written letter (if required by the company)
  

 Sample Email Template:

Subject: Request for Certificate of Employment

Dear [HR Manager’s Name],

I hope this message finds you well. I would like to request a Certificate of Employment for [state the purpose – e.g., job application, visa, loan].

Please include the following details if possible:

• My full name: [Your Name]
  
• Position: [Your Job Title]
  
• Employment period: [Start Date] to [End Date or Present]
  

Kindly let me know if you need any further information or if there are forms to be completed.

Thank you for your assistance.

Best regards,
[Your Name]
[Employee ID or Department, if applicable]

4. Follow Up Politely

If you haven’t received your COE within a reasonable time (usually 3–7 business days), send a gentle follow-up email to check the status.

5. Pick Up or Receive Your COE

Depending on your company’s process, the certificate might be:

• Emailed as a PDF
  
• Printed and handed to you physically
  
• Available for download via HR systems

For Former Employees

If you’ve already resigned or been terminated, you are still entitled to a COE.

• Contact your previous HR department
  
• Provide your full name, former job title, employment dates, and reason for the request
  
• Attach a valid ID for identity verification
  

Some companies only issue the COE upon clearance or exit interview completion, so make sure you fulfill any outstanding requirements. Also check identifying marks in NBI

Tips and Things to Remember

• Be specific about what you need the COE for—some institutions require specific wording.
  
• Always check for typos or errors once you receive it.
  
• If you need it urgently, mention the deadline in your request.
  
• Not all companies include salary or performance remarks—you may have to specifically request this.
  
• Keep a copy for your personal records.

A Certificate of Employment is a fundamental document in both professional and personal transactions. By understanding the process and preparing the right request, you can ensure a smooth and timely issuance. Always maintain professionalism and courtesy in your communication—it reflects well on you and helps HR prioritize your request.

If you’re switching jobs, applying for a loan, or simply organizing your employment history, don’t hesitate to ask for your COE. It’s your right—and a powerful proof of your hard work and career journey.