How to Obtain Your Employment and Work History

Quick answer

• Gather personal identification details.
• Contact former employers directly.
• Request a formal employment verification letter.
• Check your past pay stubs and tax documents.
• Review your resume and LinkedIn profile.
• Utilize online employment history services (with caution).
• Be aware of potential fees and turnaround times.

Who this is for

• Individuals applying for new jobs who need to verify past employment.
• People seeking to confirm their work history for loan or housing applications.
• Those needing to document their career path for personal records or legal purposes.

What to check first (before you act)

Goal and timeline

What is the specific reason you need your work history? Are you applying for a job, a mortgage, or just updating your personal records? Knowing your goal will help you determine the level of detail and formality required. Your timeline is also crucial; some methods for obtaining this information can take longer than others.

Current cash flow

While obtaining your work history is often free, some services may charge a fee. Understand your current financial situation to decide if you can afford any associated costs. Most employers will provide verification free of charge, but it’s wise to be prepared.

Emergency fund or safety buffer

Having an emergency fund ensures that unexpected costs, like fees for expedited services or unforeseen expenses during your job search, don’t derail your finances. While not directly related to obtaining your work history, a strong financial buffer provides peace of mind.

Debt and interest rates

High-interest debt can strain your finances, making any additional expenses more impactful. Prioritize paying down high-interest debt to free up cash flow, which can then be used for essential tasks like obtaining important employment documents if a fee is involved.

Credit impact

Obtaining your work history generally does not impact your credit score. However, if you are using a service that requires a credit check for identity verification, be aware of how that specific service operates. Generally, a simple request for your own employment information is a “soft pull” and won’t affect your score.

Step-by-step (simple workflow)

1. Gather Personal Identification:

• What to do: Collect your Social Security number, date of birth, and addresses where you’ve lived. You may also need your driver’s license or state ID.
• What “good” looks like: Having all necessary identifying information readily available makes the process smoother and faster.
• Common mistake and how to avoid it: Forgetting to have your Social Security number or exact dates of employment. Keep a personal record of these details.

2. Identify Past Employers:

• What to do: List every company you’ve worked for, including the approximate start and end dates.
• What “good” looks like: A comprehensive list of all past employers.
• Common mistake and how to avoid it: Omitting short-term jobs or contract work. Include everything, even if it seems minor.

3. Contact Human Resources (HR) Departments:

• What to do: Reach out to the HR department of each former employer. Many companies have specific procedures for employment verification.
• What “good” looks like: Connecting with the correct department that handles these requests.
• Common mistake and how to avoid it: Calling the wrong department (e.g., sales or customer service). Ask for HR or a dedicated verification line.

4. Submit a Formal Request:

• What to do: Follow the employer’s specified process. This might involve filling out a form, sending an email, or making a phone call. Clearly state you need a verification of employment and dates of service.
• What “good” looks like: A clear, concise request that includes your identifying information and what you need verified.
• Common mistake and how to avoid it: Vague requests that don’t specify what information is needed. Be precise about dates, titles, and confirmation of employment.

5. Request an Employment Verification Letter:

• What to do: Ask for a formal letter on company letterhead that confirms your employment dates, title, and sometimes salary.
• What “good” looks like: A professionally formatted letter that serves as official documentation.
• Common mistake and how to avoid it: Accepting verbal confirmation only. A written letter is usually required for official purposes.

6. Check Pay Stubs and Tax Documents:

• What to do: Review your old pay stubs, W-2 forms, and 1099 forms. These documents serve as proof of employment and income.
• What “good” looks like: Having access to these documents, either physically or digitally.
• Common mistake and how to avoid it: Discarding these important records. Store them securely, or access them through IRS online portals or previous payroll providers if available.

7. Review Your Resume and LinkedIn:

• What to do: Your personal records, like your updated resume and LinkedIn profile, can serve as a starting point to jog your memory about past roles and dates.
• What “good” looks like: A well-maintained and accurate resume and profile.
• Common mistake and how to avoid it: Relying solely on these. They are good memory aids but not official verification documents.

8. Consider Online Employment History Services:

• What to do: Some third-party services aggregate employment data. Use reputable services and understand their data sources and potential costs.
• What “good” looks like: A service that provides accurate, verifiable data and has clear privacy policies.
• Common mistake and how to avoid it: Using unverified or outdated services. Always check reviews and understand the limitations.

9. Follow Up:

• What to do: If you don’t receive a response within a reasonable timeframe (e.g., 1-2 weeks), follow up politely with the HR department.
• What “good” looks like: A timely response or confirmation that your request is being processed.
• Common mistake and how to avoid it: Giving up too soon. Persistence, within reason, is often necessary.

10. Store Records Securely:

• What to do: Once you obtain your work history documentation, store it in a safe and accessible place.
• What “good” looks like: Organized and secure storage, whether digital or physical.
• Common mistake and how to avoid it: Losing important documents. Create backups or a dedicated filing system.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Not keeping a personal employment log	Difficulty recalling exact dates, titles, or company names for future requests.	Maintain a simple spreadsheet or document with all past jobs, dates, titles, and contact info.
Relying solely on verbal confirmation	Lack of official proof for loan applications, background checks, or new jobs.	Always request a formal, written verification letter or document.
Contacting the wrong department	Delays in processing your request, frustration, and wasted time.	Specifically ask for the Human Resources department or the employee verification line.
Forgetting to include contract/freelance work	Incomplete work history for applications that require a full career overview.	Document all paid work, including contract and freelance roles, with client names and dates.
Not checking for fees	Unexpected charges that can impact your budget.	Inquire about any potential fees for verification services upfront.
Providing incomplete personal information	Delays or outright refusal of verification requests.	Ensure all required identifying information (SSN, DOB, addresses) is accurate and complete.
Not following up politely	Your request may be overlooked or lost.	If you don’t hear back, send a polite follow-up email or make a brief phone call.
Using unverified online services	Inaccurate data, potential privacy breaches, or wasted money.	Stick to reputable services or focus on direct employer contact and official tax documents.
Not storing obtained documents securely	Loss of critical proof of employment when needed.	Create digital backups and/or a physical file for all employment verification documents.
Assuming employers keep records indefinitely	Difficulty obtaining verification for very old jobs.	Request verification as soon as possible, especially for older employment, as records may be purged.

Decision rules (simple if/then)

• If you need verification for a mortgage application, then you will likely need a formal employment verification letter from your employer because lenders require official documentation.
• If you are applying for a job that requires extensive background checks, then you should start gathering your work history early because these processes can be time-consuming.
• If you worked for a company that has since gone out of business, then your options for obtaining official verification are limited; focus on your tax documents (W-2s, 1099s) as proof.
• If you are a freelancer or independent contractor, then your primary proof of work history will be your invoices, contracts, and 1099 tax forms because traditional employment verification is not applicable.
• If your former employer uses a third-party verification service (like The Work Number), then you will likely need to go through that service to get your history, and there might be a fee.
• If you are unsure about the exact dates of employment, then check your old pay stubs or tax returns first because they provide precise information.
• If you need to verify employment for a government benefit or program, then ensure you follow their specific instructions precisely, as they often have unique documentation requirements.
• If you discover inaccuracies in your employment history from a former employer, then contact them immediately to request a correction and ask for an updated verification.
• If you are seeking to verify your own work history for personal records, then using your resume and LinkedIn as a starting point is acceptable, but for official purposes, direct verification is best.
• If you have a large number of past employers, then create a system for tracking your requests and follow-ups to stay organized.

FAQ

Q: How long does it take to get my work history from an employer?

A: Turnaround times vary. It can range from a few days for automated systems to several weeks for manual requests, especially with larger companies.

Q: Do I have to pay to get my employment history?

A: Typically, employers will provide basic employment verification free of charge. Some third-party services or requests for detailed history might incur a fee.

Q: What information do employers usually provide?

A: Most employers will confirm your dates of employment and job title. Some may also provide salary information if authorized and requested.

Q: Can I get my work history from the Social Security Administration (SSA)?

A: The SSA keeps records of your earnings history for Social Security benefit calculations, which can be accessed through your online account, but it’s not a direct employer verification.

Q: What if my former employer is no longer in business?

A: This can be challenging. Your best bet is to rely on your personal records like W-2s, 1099s, and old pay stubs as proof of employment.

Q: Can I get my work history from the IRS?

A: You can obtain copies of your past W-2 and 1099 forms from the IRS, which serve as proof of employment and income for specific tax years.

Q: Is my work history information private?

A: Yes, your employment history is considered private information. Employers will only release it with your consent or to authorized entities.

Q: What is the difference between employment verification and a background check?

A: Employment verification confirms your past jobs and dates. A background check is broader and can include criminal records, credit history, and other information, usually requiring more extensive consent.

What this page does NOT cover (and where to go next)

• Detailed background check procedures: This page focuses on obtaining your own work history. For information on what a background check entails, research common background check services.
• Specific legal requirements for employers: Rules about what information employers must or may release vary. Consult legal resources or HR professionals for employer-specific guidance.
• International employment history verification: This guide is for US-based employment. Procedures for obtaining work history in other countries will differ significantly.
• Credit report disputes: If you find inaccuracies in your credit report related to employment, consult resources on credit report management and dispute processes.
• Obtaining pension or retirement fund statements: While related to past employment, this requires contacting the specific pension provider or retirement plan administrator.