How to Fax a Verification of Employment (VOE) Form
A Verification of Employment form is sent by a lender, landlord, or background screener to confirm that an applicant works where they claim, in the role stated, and often at the income listed. The requester fills in the top with the employee's details and the questions, then the employer's HR or payroll department completes dates of hire, position, status, and sometimes pay before returning it. Because a VOE is usually part of a time-sensitive approval — a mortgage, an apartment lease, or a new-hire background check — employers commonly fax the completed form straight back to the requester. A faxed VOE returns as a fixed, dated page the requester can attach to the applicant's file without waiting on mail.
Why this form is faxed
The party requesting a VOE is usually holding an approval open until it arrives, so an HR team that faxes the completed form back the same day keeps the applicant's mortgage or lease on track. Faxing also delivers the signed verification as a single fixed image, which is how a lender or screener records the employer's answers against the application.
Where it goes
A completed VOE goes back to the requester — the lender's verification unit, the leasing office, or the screening company — using the return fax number printed on the form they sent. Confirm that return number against the request itself, and if anything looks off, call the requester's listed contact before sending. Do not send the form to any number the applicant supplies independently, since a verification must return to the party that asked for it.
How to fax Verification of Employment (VOE)
- 1Confirm the request is legitimate and that the applicant has authorized the release of their employment details
- 2Complete only the employer sections — dates of employment, job title, status, and any pay figures the form requests
- 3Have the authorized HR or payroll signer date and sign the verification, since an unsigned VOE is not accepted
- 4Use the return fax number printed on the form the requester sent, and verify it against the request before sending
- 5Log in to Send FAX Mail, upload the completed form as a clear PDF, enter the confirmed return number, and send
- 6Save the transmission confirmation as a record of when and where the verification was returned
Handling sensitive information
A VOE pairs an employee's name with income and employment history, which is protected personal information an employer should release only with the worker's authorization and only to the party that requested it. Under the Gramm-Leach-Bliley Act a lender that receives it must safeguard that financial data, and sending the form to an unverified number could expose an employee's salary to someone with no right to it.
What’s current · as of July 2026
- HIPAA large-breach reporting threshold
- 500+ individuals — reported to HHS OCR without unreasonable delay Source: HHS Office for Civil Rights
- HIPAA documentation retention period
- 6 years from creation or last-effective date Source: HHS — HIPAA Administrative Requirements (45 CFR 164.316)
Recent updates
Federal interoperability rules keep pushing healthcare past the fax machine
CMS has advanced a series of interoperability rules that press hospitals, payers, and providers toward electronic data exchange and standardized claims attachments. The direction of travel is clear: paper and analog fax workflows are being replaced by digital transmission that carries an auditable record — which is exactly what a cloud fax with delivery confirmation provides for offices not yet on a full EHR pipeline.
CMS →Federal agencies still write fax into new rules and notices
The Federal Register — the daily journal of U.S. federal rulemaking — regularly publishes rules and notices that reference fax as an accepted or required submission channel for filings with agencies like the IRS, SSA, and CMS. That is why fax remains a live requirement for many official forms even as electronic portals expand.
Federal Register →Healthcare breach reporting keeps document handling under scrutiny
Ongoing reporting on HIPAA breaches and OCR settlements underscores how much scrutiny falls on how medical documents are stored, sent, and received. Sending records through a controlled, access-logged channel rather than an unmanaged machine reduces the mishandling risks that show up repeatedly in breach analyses.
HIPAA Journal →
Faxing Verification of Employment (VOE) — FAQ
The employer completes the VOE — typically HR or payroll — because the requester needs an authoritative answer, not the applicant's own statement. The applicant should never fill in their own dates or pay on the form. Route the request to the person your company designates to verify employment so the answers carry weight with the lender.
Yes. An employer should release employment and pay details only after the employee has authorized the disclosure, usually through a release the applicant signed as part of their loan or lease application. If you cannot see that authorization, confirm it with the requester before returning any figures. Releasing salary without consent creates real exposure for the employer.
Some employers verify only dates of employment and job title and decline to state income as a matter of policy. If the VOE asks for pay you will not release, complete the sections you can, note the policy, and return it — the lender may then ask the applicant for pay stubs instead. Answer honestly rather than leaving a figure blank without explanation.
The requester is often holding an approval open pending the VOE, so timing matters. Every send through Send FAX Mail returns a confirmation showing the date and time the form reached the return fax line. Save that record so HR can show the verification was completed promptly if the applicant or the lender follows up.
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