How to Fax Employment Verification — Documented Income and Work History Transmission
Employment verification confirms a person's job title, employment dates, and income to mortgage lenders, landlords, background-check companies, and government agencies. HR and payroll teams fax these responses because lenders and property managers keep dedicated verification fax lines, and the fax produces a timestamp that email cannot. That timestamp carries the most weight during a mortgage closing, where lenders often need a written Verification of Employment within 10 business days of closing and a verbal reverification on closing day. Fannie Mae Form 1005 is the standard format, and the employee's signed authorization must be on file before any disclosure goes out.
How to Fax a Employment Verification
- 1Obtain a signed authorization from the employee permitting the employer to release their employment information to the requesting party — the authorization must specifically name the requestor and the information to be disclosed
- 2Confirm the requesting party's fax number and the specific information they need — mortgage lenders typically require a Verification of Employment (VOE) form in their specific format
- 3Complete the employer portion of the VOE form including the employee's hire date, current position, employment status (full-time, part-time, temporary), and year-to-date earnings
- 4Include base salary or wage rate, overtime, bonus, and commission information separately if the requesting party's form requires it — lenders use each income component differently in underwriting
- 5Have an authorized HR representative or payroll officer sign the completed verification
- 6Log in to Send FAX Mail, upload the completed verification, and fax to the requesting institution's loan processor or verification department fax number; save the delivery confirmation as part of the employee's disclosure authorization file
Document Format
Use the requesting institution's form when provided — Fannie Mae Form 1005 (Verification of Employment) is standard for mortgage applications. Employment dates must be in MM/DD/YYYY format with no ambiguity. Salary and wage figures must clearly indicate the pay period (hourly, weekly, bi-weekly, monthly, annually). If the employee is on leave, note the leave type and expected return date. The employer's full legal name, address, and main phone number must appear on the verification.
Legal Considerations
Employment verification disclosures are governed by the Fair Credit Reporting Act (FCRA) when made to employers or background check companies, and by Regulation B when made to mortgage lenders. The employee's signed written authorization is required before disclosing employment information to third parties. Never disclose medical leave reasons, workers' compensation history, or protected leave information in response to a general employment verification request — these disclosures are restricted under ADA and FMLA. Retain the employee's authorization and fax delivery confirmation as part of the HR records.
Industries That Fax This Document
Faxing a Employment Verification — FAQ
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