Employment Confirmation Letter Template
A basic employment confirmation letter confirms employment dates, role, and contract type without assessing performance. Swiss employers often issue these for departing staff, bank requests, or visa applications. Use this template, fill in the specifics, and sign.
An Arbeitszeugnis (employment confirmation) is a factual record: start date, end date, job title, and contract terms. It is not an evaluation. Unlike a full Arbeitszeugnis, it makes no statement about conduct or capability.
Swiss law does not require you to issue one unless the employment contract or a collective labour agreement (GAV) specifies otherwise. However, it is good practice and costs nothing. The employee has a right to request one; you should issue it within a reasonable timeframe.
When to use this template
Use this template when an employee departs and requests a simple factual confirmation. Typical reasons: bank loan application, rental deposit, visa or residence permit application, or proof of income history.
This is not a performance reference. If the employee is entitled to a full Arbeitszeugnis under their contract or applicable GAV, use that process instead and include conduct and capability assessment.
- Employee departure
- Bank or landlord request
- Visa/residence permit documentation
- Income verification
- Loan or rental application
- No performance evaluation included
How to fill it in
Replace [EMPLOYEE NAME], [START DATE], [END DATE], [JOB TITLE], [PENSUM %], [SALARY] with facts from your contract and payroll. Keep currency in CHF and pensum as percentage (e.g. 100%, 80%).
If the employee has not yet left, write 'to present' for end date or omit it. Sign as the authorized signatory (usually owner or manager). Date the letter.
- Use full legal name and date of birth if available
- State pensum as percentage of full-time (e.g. 60%)
- Use CHF for salary; state if gross or net
- Specify contract type (permanent, fixed-term, apprenticeship)
- Sign and date; add company stamp if you use one
- Keep a copy for your records (personnel file)
Legal and practical notes
An employment confirmation is factual and not subject to the Swiss 'coded language' rules that apply to full performance references. However, remain accurate: errors or omissions can expose you to liability.
Give the employee the original or certified copy. They may request one at any time during or after employment. There is no legal deadline, but issuing within 5 working days of request is standard. Consult your cantonal labour office or a lawyer if you have doubt about what to include.
- No coded language or veiled criticism
- Factual only: dates, title, pensum, salary
- No statement on performance or conduct
- Issue within a few working days if requested
- Employee may use it for banks, landlords, visa authorities
- Keep copy in personnel file for at least 5 years (data retention)
Frequently asked questions
- Do I have a legal duty to issue an employment confirmation?
- Not automatically, unless the employment contract or applicable GAV (collective labour agreement) requires it. However, you must provide one if the employee requests it. This is considered a lawful request in Swiss employment law. Consult your labour office or a lawyer if the contract is silent.
- What's the difference between a simple confirmation and a full Arbeitszeugnis?
- A simple confirmation is factual: dates, title, pensum, contract type. A full Arbeitszeugnis includes an assessment of conduct and capability. If the employee or contract requires a full reference, use a different template or consult a lawyer.
- Can the employee demand changes to the confirmation after I issue it?
- If the facts are wrong (date, title, salary), yes—they can request correction and you should issue an amended version. If they object to tone or omissions, and the letter is factual, you are not obliged to change it. If dispute arises, a lawyer can advise on the specific situation.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.