📋 Employment Letter for Schengen Visa

An employment letter proves you have a stable job and will return home after your trip. This guide shows you exactly what your employer should include and provides a ready-to-use template.

What is an Employment Letter?

It's an official letter from your employer confirming your job details, salary, and approved leave for your Europe trip. Embassies want to see you have a reason to come back!

What Must Be Included

  • Company letterhead with logo, address, phone, email
  • Your full name as it appears on passport
  • Job title/position and department
  • Employment start date (longer = better)
  • Monthly/annual salary
  • Leave approval with exact dates
  • Confirmation of return to work after travel
  • Signatory details - name, title, signature, date
  • Company stamp/seal (important in many countries)

Sample Employment Letter Template

[COMPANY LETTERHEAD] Date: [Current Date] To, The Visa Officer Embassy of [Country Name] [City, Country] Subject: Employment Verification Letter for [Your Full Name] Dear Sir/Madam, This is to certify that [Your Full Name], holder of Passport No. [Passport Number], has been employed with [Company Name] since [Start Date]. Employment Details: • Position: [Job Title] • Department: [Department Name] • Employment Type: Full-time/Permanent • Monthly Salary: [Currency] [Amount] We confirm that [Mr./Ms. Name] has been granted leave from [Start Date] to [End Date] for personal travel to Europe. [He/She] is expected to resume duties on [Return Date]. We confirm that [his/her] position will be retained upon return. For any clarification, please contact the undersigned. Yours faithfully, [Signature] [Name of HR Manager/Signatory] [Designation] [Contact Number] [Email Address] [COMPANY STAMP]

Tips for a Strong Employment Letter

  1. Use official letterhead - not plain paper
  2. Recent date - within 2-4 weeks of application
  3. Match passport name exactly
  4. Include salary - shows financial stability
  5. Mention years of service - longer tenure = stronger ties
  6. Get company stamp - required by many embassies
  7. HR contact details - embassy may verify

For Self-Employed / Business Owners

If you run your own business, provide:

  • Business registration certificate
  • Company bank statements (6 months)
  • ITR/Tax returns (2-3 years)
  • CA-certified letter confirming business income
  • Client contracts or project letters (optional)

Common Mistakes to Avoid

  • ❌ No company letterhead
  • ❌ Missing salary information
  • ❌ No leave dates mentioned
  • ❌ Unsigned or no stamp
  • ❌ Old letter (more than 1 month)
  • ❌ Name doesn't match passport

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